Team Administrator / Assistant Project Support Officer

This is an exciting development opportunity as the Team Administrator/Assistant Project Support Officer for Strategic Estates. The postholder will need to be able to work effectively to provide an excellent project management office function. This is an essential role as part of the project governance and supporting projects of the New Hospital Programme of work for the new Emergency Department & Critical Care Unit build. The postholder will require a good knowledge of administration and possess strong organisational skills with the ability to work collaboratively with different teams, demonstrate a willingness to help others and be a key member of the team. Excellent interpersonal and communication skills are essential with an ability to deal with sensitive and challenging situations. The work is varied and demanding with an emphasis on accuracy, adaptability, flexibility and the ability to prioritise competing workloads. The right candidate will have an opportunity to also develop project management skills with career development in project delivery.

Main duties of the job:

• To deliver an effective and efficient assistant function to the team, this will include planning and organising of key programme governance and project meetings, minute taking, co-ordination and follow up of actions.
• A key function is management of risk registers, decision log, forward planners, action logs and project plans.

Working for our organisation:

At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff. Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities. We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.

Detailed job description and main responsibilities:

• Manage diaries for the senior team.
• To plan and organise a range of meetings liaising with staff across the Trust and wider system partners.
• Develop and maintain an effective ‘bring forward’ system.
• Receive telephone/MS Teams calls and emails and respond efficiently and promptly to queries.
• To prepare/draft meeting agendas and supporting paperwork.
• To attend meetings and take minutes/notes.
• To draft letters and other documents for approval/amendment by the manager.
• To develop and maintain an accurate and current filing system.
• To undertake a range of general administrative support.
• To complete and maintain spreadsheets and risk register with high level of accuracy, e.g. monitoring sickness, annual leave and training.
• To use advanced word processing skills to produce reports, collate data, monitor and manage information using excel spreadsheets or PowerPoint, for departments’ own use.
• Provide project support to project team members, undertaking agreed development activities.

Person specification:

Education, Qualifications & Training:

• Educated to Level 4 qualification (or significant equivalent previous proven experience).
• RSA III in word-processing or typing or equivalent qualification (or equivalent level of skill).
• Completion of Quality, Service, Improvement & Redesign (QSIR) training and certification.

Knowledge & Experience:

• Significant and recent experience as a PA or Senior Secretary/Administrator within a Public Sector setting, including taking minutes.
• Experience of working with computer systems, to include Microsoft Office, in a working environment.
• Experience of setting up and maintaining systems.
• Experience of working with a range of staff at all levels.

Skills & Abilities:

• Comprehensive knowledge of secretarial, administrative and operational procedures.
• Evidence of effective communication skills both written and oral.
• Evidence of proven organisational skills with the ability to plan and prioritise work to meet own and departmental deadlines.
• Evidence of Windows, dictation and audio-typing skills.
• Evidence of ability to work as part of a team and autonomously, with minimal supervision.
• Evidence of ability to make decisions within defined boundaries.

We would welcome applications from people in all under-represented groups.