Project Support Administrator for Right by You Initiative

3 weeks ago

Southampton, Southampton, United Kingdom University Hospital Southampton NHS Trust Full time

Position Overview

University Hospital Southampton NHS Trust is pleased to present an exceptional opportunity to join our team.

Below is a comprehensive outline of the responsibilities associated with this role.

Key Responsibilities

The Right by You (RBY) initiative is a project funded by the Wessex Cancer Alliance in collaboration with Macmillan Cancer Support.

This service has been developed with input from individuals who have experienced cancer firsthand. Our dedicated cancer specialists provide support to individuals in their local communities, facilitating connections to nearby services.

The focus of the team is to deliver personalized integrated care, assisting individuals, their families, and caregivers in navigating their diagnosis and managing the effects of cancer on their lives. Support needs are identified based on individual concerns and priorities.

The primary role of the Project Support Administrator is to collaborate closely with the pathway navigator to gather essential data that will not only enhance the current RBY service but also contribute to its future commissioning.

About Us

As one of the largest acute teaching hospitals in England, we provide numerous learning and development opportunities to help you achieve your career goals. Our Trust is rated 'Good' by the Care Quality Commission (CQC), and in the latest national NHS Staff Survey, we ranked among the top 10 acute trusts for staff engagement and for staff recommending our hospital as a workplace or care provider.

This role offers the flexibility of agile working, combining both on-site and remote tasks. We are also open to discussing flexible working hours. Please feel free to discuss your needs during the interview, and we will explore what arrangements can be made for the role and service. Employees of UHS can access a variety of NHS discounts, enjoy a minimum of 35 days of paid leave (pro rata), and benefit from a generous pension scheme.

The city of Southampton is a desirable location for both living and working, situated on the south coast, with an international airport and direct train services to major cities. The New Forest National Park and the stunning beaches of the Jurassic coast are also in close proximity. The cost of living in the city is approximately 20% lower than in London, and there are 14 schools rated outstanding by Ofsted.

Job Duties

General Responsibilities

  • Deliver high-quality administrative and project support to the project team.
  • Respond to inquiries from internal and external stakeholders in a courteous and efficient manner, ensuring messages are relayed to the appropriate individuals.
  • Organize meetings or events, coordinating with colleagues to establish a mutually convenient time and date. This may involve booking suitable venues, equipment, and refreshments, as well as preparing necessary documentation.
  • Manage and prioritize diary appointments, rearranging as needed to accommodate urgent meetings or appointments, and keeping managers informed of any changes.
  • Ensure meeting agendas and supporting documents are distributed to relevant parties in a timely manner.
  • Attend meetings and take minutes or notes as required, ensuring they are formatted correctly and shared as necessary.
  • Create detailed documents using PowerPoint, Word, Visio, etc., to support project development, and take minutes for project and program meetings when needed.
  • Assist with the ordering and maintenance of office supplies in accordance with Trust policy, while understanding the requisition and authorization processes, and ensuring accurate delivery and storage of supplies.
  • Update core documentation, policies, and procedures in collaboration with colleagues.
  • Record project data on relevant systems, regularly updating spreadsheets on progress and providing summaries as needed.
  • Provide project updates and reports using Excel as required.
  • Help coordinate ad-hoc events within UHS alongside other colleagues as necessary.

For additional information, please refer to the job description and person specification.

Qualifications, Knowledge, and Experience

Essential

  • NVQ Level 3 in Business Administration or equivalent experience.
  • Literacy and numeracy skills equivalent to GCSE pass level or higher.
  • Previous experience and understanding of administrative procedures and the establishment of new processes.
  • Familiarity with secretarial or administrative practices.
  • A solid understanding of the importance of confidentiality and data protection.

Desirable

  • Experience working within the NHS.
  • Previous experience in a high-pressure environment.
  • Knowledge of project management or information analysis.

Trust Values

Essential

  • Patients First
  • Always Improving
  • Working Together

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