Project Support Officer

This post occupies a key position in contributing to providing an efficient, effective and comprehensive support function to the Estates Development Capital Delivery Team and requires a combination of administrative, secretarial and computer literacy skills.

To act as the first point of contact for enquiries from end users, contractors, other Trust departments.

To assist the Head of Capital Delivery and Capital Delivery Project Managers in project planning.

To ensure that a high-quality administrative project support is provided to the Head of Capital Delivery and team of Capital Delivery works Project Managers, working in a flexible manner to meet deadlines and the needs of the team.

Provides administrative support to a number of Trust wide initiatives and programmes as well as being closely involved in communication with other directorates within the hospital and external organisations

Setting up, maintaining and monitoring of the departmental administrative procedures. Ensuring that these are stored centrally and updated in accordance with requirements.

The post holder will be required to demonstrate a significant level of initiative in organising their own workload, being proactive and able to competently liaise at all levels within the Trust.
- Distribution of any incoming royal mail.
- Management and maintenance of daily electronic diaries.
- Guide and direct internal/external visitors
- Deal with internal and external enquiries making decisions and taking independent action as when required.
- Typing of letters, reports, minutes and agendas to a high level of accuracy within the required timescales and in the agreed format. Distribute documentation and reports as required, track actions
- Acting as minute taker to various meetings, preparing agendas, taking, typing and distribution of minutes and other required documentation.
- Providing an efficient, bring forward system to ensure papers are available to ensure deadlines are adhered to.
- Provide admin assistance to Head of Capital Delivery to include Outlook diary management
- Maintaining adequate supplies of stationery, IT equipment and Capital Delivery team software.
- Maintain electronic diary relating to any meeting room bookings and receive visitors to those meetings.
- Co-ordinate information for the monthly Capital Review Group meeting, issuing agendas and business cases for consideration at the meeting.
- Co-ordinate information for the bi-monthly Senior Managers Joint meeting, issuing agendas, recording minutes from the meeting and circulating minutes.
- Obtain monthly timesheets and % completions from PMs.
- Obtain monthly timesheets and % completions from PMs.
- Organise annual technical trainings & CPDs

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

As a Trust, it is an expectation that you are up to date with your Covid-19 vaccinations before commencement of the role.

Secretarial Responsibilities
- Receiving, opening, sorting, arranging and presentation of incoming mail, initiating action where appropriate.
- Management and maintenance of daily electronic diaries, including delegated appointment making, prioritising and bringing forward items and files for attention, Planning and scheduling meetings with

internal/external sources, booking accommodation at internal/external venues including travel, arranging catering facilities as appropriately whilst demonstrating flexibility on a day to day basis
- Guide and direct internal/external visitors to the department, acting as first point of contact for queries in a professional and courteous manner.
- Deal with internal and external enquiries making decisions and taking independent action as when required.
- Typing of letters, reports, minutes and agendas to a high level of accuracy within the required timescales and in the agreed format. Distribute documentation and reports as required, track actions
- Acting as minute taker to various meetings, preparing agendas, taking, typing and distribution of minutes and other required documentation.
- Prov