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Experienced Project Coordinator

2 months ago

Chesterfield, Derbyshire, United Kingdom NHS Derby and Derbyshire Integrated Care Board Full time

Position Overview

We are seeking a dedicated Band 4 Project Coordinator to assist in the execution of the Planned Care and Cancer initiatives for the NHS Derby and Derbyshire Integrated Care Board.

This role is part-time and offers flexible working arrangements, combining time spent in various locations within Derbyshire and remote work from home.

The ideal candidate will primarily focus on administrative support for the team and provide general assistance for various projects within the team's portfolio as needed.

Key Responsibilities

The successful applicant will be a proactive individual capable of aiding the team in ensuring that tasks are completed and delivered within established deadlines. Responsibilities will include, but are not limited to:

  • Coordinating meetings, taking minutes, and managing project documentation.
  • Following up on assigned tasks and maintaining a comprehensive oversight of the team's shared email account.
  • Supporting the majority of meetings virtually, with occasional in-person attendance.
  • Demonstrating strong organizational skills and proficiency in digital tools and applications (e.g., MS Teams).

The job description and person specification detail the responsibilities and expected outcomes for this role. The successful candidate may also be required to undertake additional tasks as reasonably requested by their supervisor.

About Our Organization

At NHS, we recognize the significance of life and strive to create a flexible working environment that accommodates the needs of our staff and patients alike. We encourage discussions regarding flexible working arrangements, whether that involves job sharing, part-time work, or other adaptable schedules. If it aligns with our service needs, we will make every effort to accommodate your preferences.

Project Support Duties

  • Input, monitor, and verify data to assist in tracking project progress.
  • Collect data and feedback from team members to aid in the creation of highlight reports.
  • Compile program-wide reports from the generated highlight reports and other relevant information.
  • Assist teams in project management and participate in departmental events.
  • Organize and coordinate events as necessary, including preparing and distributing supporting materials.
  • Collaborate with team members to gather information for performance reporting on relevant projects.
  • Serve as a point of contact for teams, addressing complex queries from stakeholders and relaying pertinent information to appropriate team members with sensitivity and autonomy.
  • Provide necessary information for financial management, assisting the department head and team by verifying and processing invoices for payment, as well as ordering supplies as needed.
  • Generate and compile reports, including those for senior management and the Board as required.
  • Offer guidance and advice on relevant policies and procedures.
  • Perform other delegated duties as required.

Administrative Responsibilities

  • Handle telephone inquiries for the directorate in their absence, using initiative to manage calls and messages.
  • Execute administrative tasks such as photocopying, mail distribution, and meeting organization.
  • Develop and maintain effective electronic and paper filing systems to ensure secure and accessible information for team members.
  • Prepare agendas, take minutes, and distribute meeting notes, including transcribing group discussions and interviews as necessary.
  • Format and prepare documents (including Word and Excel).
  • Provide administrative support to all team members as appropriate to facilitate various departmental initiatives.
  • Collaborate with other senior administrators/PAs within the ICB to foster effective communication, including managing visitor interactions and covering general duties as needed.
  • Engage in Research and Development activities as directed.
  • Undertake other delegated duties as the post holder will be aligned to a specific team but may work across the Directorate based on current priorities.

Candidate Requirements

Education

Essential

  • NVQ Level 3 in a relevant subject or equivalent qualification, or significant proven experience in a similar role.

Values

Essential

  • Demonstrate behaviors that reflect the ICB's core value of 'One Team.'

Experience

Essential

  • Substantial administrative or secretarial experience, including establishing and maintaining office systems.
  • Proven experience in interacting with the public and handling sensitive and confidential information.
  • Intermediate proficiency in IT systems and software applications such as Outlook, Word, Excel, PowerPoint, and Access.
  • Understanding of confidentiality and the Data Protection Act.

Communication Skills

Essential

  • Effective team collaboration.

Autonomy

Essential

  • Ability to work independently and exercise initiative, organizing and prioritizing workloads to meet changing and often tight deadlines.

Equality & Diversity Commitment

Essential

  • Understanding and commitment to promoting equality of opportunity and fostering positive working relationships.