Project Coordination Specialist

3 weeks ago

Darlington, Darlington, United Kingdom County Durham & Darlington NHS Foundation Trust Full time

Position Overview

This is a Fixed Term or Secondment opportunity.

The Project Coordination Specialist will assist the MS365 Project Manager and will be an integral part of a vibrant team dedicated to delivering an efficient service. This role involves supporting the Project Manager in organizing, planning, and scheduling project activities from initiation to final completion and realization of benefits.

Key Responsibilities

Core responsibilities include:

- Coordinating and facilitating meetings for the MS365 project.

- Ensuring that performance against work plans is monitored effectively.

- Providing support for Work Planning initiatives.

- Assisting in managing business transformations.

- Monitoring project activities to ensure they are executed as intended, and identifying any potential risks to progress.

- Supporting the delivery of projects in alignment with established business requirements.

- Collaborating with stakeholders to ensure projects meet initiation criteria and that project benefits are achieved.

- Ensuring timely and accurate project communications.

- Taking ownership of project deliverables and managing day-to-day project issues within the designated area of responsibility.

- Identifying risk factors and escalating them as necessary.

The post holder will also assist in developing project trackers and other reporting tools to meet the needs of the Project Board.

Additionally, the Project Coordination Specialist will provide high-level administrative support and coordination to the Project Team.

About the Organization

Candidates must accept an interview slot in the system to proceed, even if previously arranged with the manager.

All essential certificates listed in the person specification must be provided to complete pre-employment checks.

The organization provides healthcare services across multiple sites and community settings, ensuring comprehensive care delivery.

We encourage applications from individuals with disabilities and from Black, Asian, and Minority Ethnic (BAME) backgrounds, as these groups are currently under-represented.

Please note that sponsorship for healthcare roles is not available unless the minimum salary requirement is met, and candidates must have the Right to Work in the United Kingdom.

Job Responsibilities

The role encompasses the following duties:

- Assist the Project Manager in coordinating project activities while ensuring adherence to Standard Operating Procedures (SOPs) and relevant Policies.

- Maintain processes to ensure project management documentation, reports, and plans are accurate and comprehensive.

- Monitor and track Project Plans, Risks and Issues (RAID), Lessons Learned, and Benefits.

- Provide necessary support to team members in preparing project documentation, including progress tracking and report updates.

- Assist the Project team in ensuring that all information reported to the Project Manager regarding timelines, risks, issues, and benefits is accurate and regularly updated.

- Monitor project interdependencies and ensure they are documented and updated within the RAID log by key stakeholders.

- Build relationships with key stakeholders to facilitate the sharing of lessons learned and best practices across the project.

- Assist the Project Manager in effectively communicating with all relevant stakeholders.

- Help produce communication and learning materials.

- Organize and schedule meetings, support the preparation of materials, and ensure timely distribution.

- Provide administrative support for board and team meetings.

- Take minutes during meetings, capturing decisions and actions, and ensure follow-up on actions and updates to action logs.

- Assist the team with ad hoc administrative requests to enable successful portfolio delivery.

- Perform any other duties as required by the line manager.

Experience and Qualifications

Essential

  • Experience in program or project management.
  • Experience in a process-driven environment adhering to governance standards.
  • Background in business support or administrative roles, providing general administrative duties in a dynamic environment.
  • Proficiency in taking effective minutes in a changing environment, including accurate records of actions and decisions.
  • Demonstrated experience with Microsoft Office applications.

Desirable

  • Experience in a Programme or Project Management Office.
  • Familiarity with working in an NHS environment.
  • Experience in a challenging, change-driven environment.
  • Knowledge of Microsoft 365/SharePoint.
  • Experience in facilitating group discussions and promoting collaborative working.

Special Requirements

Essential

  • Ability to travel independently as required for the role.
  • Maintain a professional image at all times.

Qualifications

Essential

  • Educated to degree level or equivalent in a relevant field, or possess equivalent experience in a similar role.

Desirable

  • One or more of the following: PRINCE2 (Foundation), Managing Successful Programmes (Foundation).

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