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Capital Planning Project Administration Officer
4 months ago
Job summary
Come and join our busy Capital Planning and Projects Team
We are a small but friendly team, responsible for delivering a portfolio of Capital building projects across all three of the Worcester Acute Hospitals sites. You will have the opportunity to input on how services are improved for patients and staff, by ensuring buildings are delivered to the highest standards and that staff are able to care for patients in healing environments.
We manage a wide variety of projects from small office refurbishments to multi-million pound Theatre developments. You will be central to the delivery of all of these, not only by carrying out core admin duties, but by managing communications with critical stakeholders, ensuring finance and governance approvals are tracked correctly and project documentation is up to date. This is not purely a desk based job, you will be able to provide practical support to projects in progress.
You will have the opportunity to develop your project management skills, and under take the planning and delivery of simple projects as appropriate- you might find you enjoy this and decide to join us as a fully fledged Project Manager
The Trust has many ambitions to improve services and we can promise you will never be bored. The work is fast moving and critical to the delivery of clinical services but you will always be supported by a caring and committed team.
Main duties of the job
You will provide an efficient administration service, and business support to the Capital Planning Team, working collaboratively with managers and other support staff to ensure smooth running of all office based systems.
Stakeholder management is critical to this role- you will be required to communicate with all levels within the organisation, up to and and including Executive level, as well as building supportive and meaningful relationships with clinical and operational teams. There will also be regular communication with external organisations such as NHSE and Local Authorities. Being able to keep calm and clearly articulate complex information will be a key skill.
You will be required to support the tracking and reporting of projects, working closely with the relevant support departments ( Finance, Business Intelligence etc.) to ensure accurate reporting. You will also be responsible for ensuring financial approval processes and project governance are adhered to.
You will develop, update and implement improvements to project documentation and processes as agreed with the team.
Knowledge of common construction terms and processes will be helpful but not essential.
You will be required to support onsite with projects as appropriate to the role, and will need to work across all 3 sites belonging to Worcester Acute Hospitals Trust.
With the development of skills, you will be able to develop, manage and deliver simple projects in line with the Capital team processes
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best peopleBetter never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
Post Title: Capital Planning Project Admin Officer
Pay Band: 4
Hours: Full time hours
Contract: Permanent
Location / Department: Worcestershire Acute Trust Estates and Facilities Directorate, Capital Planning Team
Accountable to: Head of Capital Planning
Responsible to: Capital Planning Project Support Officer
Job Purpose:
To provide an efficient administration service, and business support to the Capital Planning Team, collaboratively with managers and other support staff to ensure smooth running of all office based systems.
Support the tracking and reporting of projects, working closely with the relevant support departments ( Finance, Business Intelligence etc.) to ensure accurate reporting.
To raise and track Purchase Orders and DAFs as requested by the Team, ensuring adherence to Trust SFIs and governance procedures
Contribute to the continued service improvements of the team and, on occasions, will comment on policies and procedures within the team.
Key Working Relationships:
Internal
Director of Estates and Facilities
Deputy Directors of Estates and Facilities
Head of Capital Planning
Head of Estates
Finance partners
PFI team
Divisional Management Teams
Corporate Management Teams
PMO
External
Consultants
Contractors
Other NHS bodies
Key Duties:
Office Administration:
Establish and maintain an administrative service that ensures work is prioritised to meet agreed timescales.
Develop and maintain an effective system (both electronic and paper based) for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information.
Manage the department email accounts.
Receive, screen and write emails, deal with general enquiries and develop a comprehensive system in the department which ensures that all messages are actioned within appropriate timescales.
Maintain mandatory and other staff training databases as required.
Work on own initiative to ensure that all emails are dealt with, that all urgent correspondence is identified and that papers are brought to the attention of the relevant manager prior to attendance at meetings.
Effective day to day administration of the office team annual leave tracking, hot desk system management, team folder management, MS Teams channel management, recruitment administration.
Ensure adequate arrangements are in place to cover duties during annual leave and be a point of contact during colleagues annual leave as and when required.
Undertake preparation of Power point slides, agendas, action notes and minutes.
Undertake general photocopying and distribution of papers (physically and virtually).
Compose routine correspondence and initiate responses to general enquiries.
Support with electronic diary management and maintain an effective bring forward system to ensure availability of appropriate papers for meetings.
Word process to a high standard from both manuscript and audio for the produce of a range of documents including reports and correspondence.
Coordinate and arrange meetings, events and working groups for the department and trust-wide, booking appropriate venues and hospitality.
Understand and be able to navigate (with training) through Trust information systems.
Support with preparing information in the desired format report, spreadsheets, charts etc.
Support the team with the on the day running of meetings, workshops and training sessions
Develop user friendly and effective spreadsheets
General Duties:
Work independently and manage own work area within the team.
Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department.
Show a flexible approach in a changing, demanding environment which has an unpredictable workload.
Be proficient in using Windows based computer packages in particular Word, Excel, Access, Power Point, Teams and MS Outlook.
Communicate effectively and courteously when receiving complex or sensitive information that comes into the department, where tact and re-assurance is necessary.
Undertake any other duties commensurate with this grade of post in agreement with the relevant line manager.
Communication and Relationship Skills
Provide and receive complex or sensitive information
Provide advice, instruction or training to groups
Overcome barriers to understanding
Exchange complicated administrative and politically sensitive information with other departments/ external contractors
Communicates complex, sensitive and contentious information with a range of stakeholders, where persuasion or negotiation is required
Knowledge and training
Knowledge of administrative procedures and systems used within the Trust, specifically Microsoft Office
Knowledge of specialist common construction and project management terminology, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures
Understanding of NHS governance processes
Analytical and Judgement Skills
Judgements involving facts or situations, some requiring analysis/
Range of facts or situations requiring analysis
Exercises judgement when dealing with enquiries. Analyses information to resolve problems for team, stakeholders and external contractors eg on appointments, diary commitments
Planning and Organisational skills
Plan and organise straightforward activities, some ongoing
Plan and organise complex activities or programmes, requiring formulation, adjustment
Develop and maintain project documentation to ensure up to date information is available for Senior Management Team
Physical skills
Keyboard skills for regular use of computer systems
Patient care
Incidental contact with patients
Able to coordinate mitigations for Health and Safety risks during construction works as prescribed by the Project Manager
Policy/ Service Development
Follows existing policies and procedures;
May be required to comment on proposals/implements policies and procedures in own area
Proposes changes to policies and procedures in own area
Financial
Required to facilitate tracking of spend against budget
Required to understand and administer process to raise Purchase Orders
Required to manage the process of contract governance and signing
Human resources
Demonstrates team processes and procedures to new starters
Provides day to day coordination of team, including site attendance
Coordinates annual leave requests
Manages team inboxes, responding to emails or delegating as appropriate
Person Specification
Personal Qualities
Essential
Positive attitude. Ability to work both independently and as part of a team. Reliable. Produce accurate and timely work.
Experience
Essential
Relevant recent experience using MS Office packages in either a work or education environment Experience of diary management and event booking Experience of organising meetings with multiple attendees Experience of taking minutes and producing and maintaining action logs
Desirable
Previous Administration experience Previous NHS Experience
Qualifications
Essential
Educated to a minimum of GCSE Grade C in Maths and English or equivalent Working knowledge of Microsoft Office packages Word, Excel, PowerPoint and Outlook Knowledge of administrative procedures, including specialised IT systems (knowledge acquired through formal training, NVQ Level 3 or equivalent experience
Other Job Requirements
Essential
Willing to undertake further training relevant to post. Flexibility Home working and site working Ability to travel between sites
Knowledge and skills
Essential
Ability to work accurately and methodically. Pleasant telephone manner. Flexible approach to duties and take on new tasks. Understanding of the Data Protection Act and code of confidentiality. Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listen. Knowledge of basic office procedures. Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams
Desirable
Knowledge of the 4Ward Improvement System