PMO Administrator

2 days ago

Sheffield, United Kingdom Sheffield Health and Social Care NHS Foundation Trust Full time

Project, Programme and Portfolio Administration Assist with the maintenance of key project documentation for example, action logs, plans and risk registers. Assist with the maintenance of the PMO SharePoint site as a configuration library for project documentation. Assist with the maintenance of project IT systems such as granting access rights and creating folder structures. Assist with the organisation of project events such as workshops, stakeholder engagement activities etc.

Assist colleagues with the creation of communications, briefings and presentations pertaining to projects and programmes. Schedule Project and Programme Team Meetings, Programme Boards and the Transformation Board to ensure the flow of information to Committee and Board of Directors meetings. For some meetings, agree agendas and required papers with the Chairs of meetings, often of Director or Executive level, prior to meetings. Inform colleagues of required papers for meetings, support them to submit papers on time to the PMO, and as required, schedule and arrange for their assurance prior to issuing for the meeting.

Facilitate meetings ensuring Chairs are provided with attendees, apologies, details of quoracy and key documentation to promote the smooth running of the meetings. Write high quality summary notes and maintain action and decision logs for approval by the Chair. PMO Administration Service delivery Support SHSCs Quality and Equality Impact Assessment (QEIA) process by arranging QEIA panel meetings, managing the pipeline of assessments, coordinating documentation, and issuing invitations to attendees. Support change initiatives to be successful by creating document repositories, creating and monitoring action plans, and arranging workshops.

Maintain the MS Teams channel enabling the team to work together effectively. Book training, venues, raise orders and fulfil similar administrative tasks on behalf of the team. Communication and Relationship Skills Build relationships and effective lines of communication with colleagues across SHSC. Understand and be able to clearly communicate PMO processes to colleagues from across SHSC.

Provide and receive sensitive and contentious information orally, in writing and electronically to inform directorates, project boards and stakeholders. This may include confidential data. Planning and Organisational Skills Assess and prioritise your workload within given timeframes to meet deadlines.

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