Project Support Administrator
Accepting applications until: 27-Aug-2024 23:59
Vacancy status: Open
Accepting applications until: 27-Aug-2024 23:59
Key details
Location
- Site
- Derby or Chesterfield
- Town
- Derby
- Postcode
- DE1 2FT
- Major / Minor Region
- Derbyshire
Contract type & working pattern
- Contract
- Fixed term: 6 months (Secondment opportunity - please seek approval from your employer before making a secondment application)
- Hours
- Part time
- Home or remote working
Salary
- Salary
- £26,530 - £29,114 per annum, pro-rata
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 4)
Specialty
- Main area
- Place and Partnerships
- Interview date
- 12/09/2024
NHS Derby and Derbyshire Integrated Care Board (ICB) is the health statutory body for the Derby City and Derbyshire population. ICSs are partnerships of health and care organisations that come together to plan and deliver joined-up services and to improve the health of people who live and work in their area. Serving a total population of 1,053,000 with a budget of over £1.6 billion the ICB has a staff base of approximately 500 people.
At DDICB we are passionate about making diversity and inclusion part of our DNA. We have staff engagement forums, a diversity and inclusion network run by and for our people and aim for a workforce demography representative of the local community. Together, we are building an inclusive culture, where difference is celebrated and people feel able to bring their whole self to work.
We are a disability confident employer and offer a range of family friendly, flexible working arrangements and inclusive employment policies, to support our people in the workplace.'
Job overview
We are looking to recruit an enthusiastic and motivated Band 4 Project Support Administrator to provide and coordinate administrative and project support services to the Place Team. The Place Team is leading the implementation of exciting initiatives and the role will provide an opportunity to work within the wider Joined Up Care Derbyshire system. The role is a six months fixed term contract or secondment. Experience of working on projects is desirable.
This position will be agile working with a base in Derbyshire, with the opportunity for some home-working.
The successful candidate will support day to day admin tasks for Project Managers and Workstream Leads.
The Project Support Administrator will be responsible for assisting in project planning, arranging and supporting operational and strategic meetings, coordinating project documentation, following up on actions, collating information and data, and acting as the first point of contact for enquiries for projects and workstreams.
Candidates will be required to support meetings both in person and using MS Teams, be able to travel between sites within Derbyshire, be well organised, have a good working knowledge of MS Office applications, and willingness to learn additional IT programmes and tools.
Please seek approval from your line manager/employer before making a secondment application
Interviews will be held on September 12th and 13th
Advert
The post holder will be a highly motivated and enthusiastic individual to provide and coordinate work to ensure actions are completed and delivered against demanding deadlines and timescales.
Support programmes and workstreams with the management of projects, gathering information and undertaking enquires as and when is necessary.
Provides administrative support to Leads and resolves day-to-day programme problems independently.
Acts as the first point of contact for enquiries.
Maintains project library, database and resources.
Assists in project planning;
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager;
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Working for our organisation
NHS Derby and Derbyshire Integrated Care Board (ICB) is the health statutory body for the Derby City and Derbyshire population. ICSs are partnerships of health and care organisations that come together to plan and deliver joined-up services and to improve the health of people who live and work in their area. Serving a total population of 1,053,000 with a budget of over £1.6 billion the ICB has a staff base of approximately 500 people.
At DDICB we are passionate about making diversity and inclusion part of our DNA. We have staff engagement forums, a diversity and inclusion network run by and for our people and aim for a workforce demography representative of the local community. Together, we are building an inclusive culture, where difference is celebrated and people feel able to bring their whole self to work.
We are a disability confident employer and offer a range of family friendly, flexible working arrangements and inclusive employment policies, to support our people in the workplace.
Detailed job description and main responsibilities
PLEASE NOTE: To view the Job Description and Person Specification, please click ON APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site, you will need to register if you do not already have an account
Project Support
· Input, data entry, monitor and check data to help keep track of projects;
· Gather data and feedback from the system members and partners in order to assist with the production of highlight reports;
· Develop and collate programme-wide reports from the highlights reports produced and other information;
· Compare a range of reports, facts, or data, making judgements and assessing solutions
· Support members/teams in project management and participate in department events;
· Organise and plan events, complex activities or programmes as necessary including producing and distributing any supporting information material;
· Assists the project manager in the development and preparation of the overall project plan, plans key workstreams in relation to the project
· Work with all team members in the collection of information for performance reporting
· Act as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously;
· Supply the relevant information required for financial management, supporting programmes and workstreams and team by checking and receipting invoices for payment. Order stationery as required;
· Run and collate reports which may include reports to the Board and senior management as required;
· Provide guidance and advice on relevant policies and procedures;
· Develop and implement policies and propose changes to procedures
· Carry out other appropriate delegated duties as required.
General Administration
· Acts as the first point of contact for enquiries by taking calls for the directorate when they are out of the office and expected to use their own initiative to deal with phone calls and messages;
· Sorting and prioritising all incoming e-mail, distributing as appropriate and ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner;
· Undertake administrative duties such as photocopying, organising meetings, etc;
· Organising and planning events as necessary supporting information material;
· Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team;
· Prepare agendas, take minutes and distribute notes of meetings including typing up of group discussions and interviews as necessary;
· Prepare and format documents (including Word and Excel);
· Provide administrative support including when appropriate to all team members to support a range of department initiatives;
· Work together with other senior administrator/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover senior administrator/PAs general duties on the base;
· Participate in Research and Development activities as directed;
· Carry out other appropriate delegated duties as required.
The post holder will be aligned to a specific team but may work across the Directorate depending on the current priorities.
NO AGENCIES PLEASE.
Person specification
Values
Essential criteria
- Demonstrate the behaviours that underpin the ICBs core value of 'One Team'
Knowledge, Training and Experience
Essential criteria
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience;
- Significant administrative/ secretarial experience including initiating and maintaining office systems;
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information;
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access;
- Understanding of Confidentiality and Data Protection Act;
- Knowledge of NHS issues.
- Standard keyboard skills
Communication skills
Essential criteria
- Ability to work under pressure in a busy working environment and able to multi-task;
- Effective team working;
Desirable criteria
- Minute taking
Equality and diversity
Essential criteria
- Understanding of and commitment to equality of opportunity and good working relationships.
Further details / informal visits contact
- Name
- Jo Finnegan
- Job title
- Place Manager
- Email address
- [email protected]
- Additional information
For further details and/or to arrange an informal conversation contact:
If you have problems applying, contact
- Address
- Recruitment Team
- Derbyshire Healthcare NHS Foundation Trust
- 1st Floor Kingsway House (Entrance D)
- Kingsway
- Derby
- DE22 3LZ
- Telephone
- 07900 135638
Start your application
You must sign in to a Trac account before you can apply for this job.
Sign in
Create an account
Create your account and apply for your new job!