project administrator

This is a Hybrid role

Please look at the Job description before applying

JOB SUMMARY

The equip Programme is a large and complex regional transformation programme. It has been established on behalf of HSC to procure and implement replacements for the current Finance, Procurement, Logistics, Human Resources, Pay and Travel Management systems.

The Project Administrator will provide administrative support to the equip Programme team, assisting the team to ensure that the Programme is delivered in an efficient, effective and high quality manner.

The post holder will have a culture of team working, continuous improvement and innovation, and the ability to prioritise tasks.

KEY DUTIES / RESPONSIBILITIES

Operational Delivery

• Responsible forthe organisation andprovision of administrative duties and project support to the equip Programme. This will include diary management, minute taking, word processing, mail management, file maintenance andthe preparation ofpapers, reports, briefings etc. to ensure that programme requirements are met.
• Research, collation and presentation of information andreports as necessary.
• Assist programme team in the maintenance of project controls and standards
• Drafting correspondence and reports onbehalf of theequip Programme and Project Managers.
• To maintain effective working relationships with key stakeholders both internal and external, maintaining appropriate communication networks and presenting a professional image at all times.
• Type reports, memos, letters, forms etc. to ahigh standard, as required.
• Utilise a range of software packages in the performance of the post including email, Word, Excel, PowerPoint, and specialist Project Management software
• Attend programme meetings as appropriate and support the preparation and timely issue of agenda, papers and the production of minutes.
• Maintain confidentiality within and without theworkplace at alltimes.
• Participate as an active member of the programme team and undertake any other duties appropriate to the grade that may be assigned from time to time by senior officers.

Development and Innovation

• Engage in personal and professional development to maintain a high level of relevant knowledge and skills.
• Participate in the BSO’s Staff Development and Performance Review Scheme.

Collaborative Working

• Liaise with Programme stakeholders as required, ensuring good relationships are maintained at all times

Communication and Information Management

• Support the Line Manager to embed best practice approaches to the structure and management of project documentation to ensure comprehensive project records are maintained

HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

The Organisation supports and promotes a culture of collective leadership where those who have responsibility for managing other staff:

• Establish and promote a supportive, fair and open culture that encourages and enables all parts of the team to have clearly aligned goals and objectives, to meet the required performance standards and to achieve continuous improvement in the services they deliver.

• Ensure access to skills and personal development through appropriate training and support.

• Promote a culture of openness and honesty to enable shared learning.

• Encourage and empower others in their team to achieve their goals and reach their full potential through regular supportive conversation and shared decision making.

• Adhere to and promote Organisational policy and procedure in all staffing matters, participating as appropriate in a way which underpins The Organisation’s values.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure The Organisation’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

• Adhere at all times to all Trust policies/codes of conduct, including for example:
• Smoke Free policy
• IT Security Policy and Code of Conduct
• standards of attendance, appearance and behaviour

• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

All employees of the the Organisation are legally responsible for all records held, created or used as part of their business within the BSO including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018.