Project Support Officer

The Project Support Officer will provide Quality Improvement programme and project management support and administration to the Strategic, Business, Clinical and Partnership boards, Senior Management Team and project leads within SHP. They will manage the day-to-day operational tasks, such as updating project plans and highlight reports. They will also provide support for the project teams communication and engagement plan.

We are looking for individuals who are:

• Professional and self-motivated
• Highly organised, with the ability to prioritise and manage competing demands
• Strong communicators, confident in engaging with a variety of stakeholders
• Adaptable and able to thrive in a fast-paced, changing environment

Main duties of the job include:

• Supporting the coordination of all phases of project delivery
• Managing documentation, plans, and reporting to ensure successful project outcomes
• Maintaining high-quality standards while meeting tight deadlines
• Contributing to the smooth operation of a busy project office
• Ensuring the effective co-ordination of programme and project documents, taking responsibility for accurate record keeping, action tracking, and meeting planning
• Utilising a range of IT applications to gather information to inform service planning, project development, and sound governance processes
• Ensuring documentation relating to Board Meetings are accurate, maintained, reviewed, and stored
• Providing administrative support to project meetings
• Contributing to service development by information gathering, participating in meetings, compiling reports, developing action logs and supporting with project management
• Coordinating external visits, events, and corresponding documentation

About us: SHP are a Solihull based partnership looking after over 56,000 patients and operating out of 7 sites. This role provides an opportunity to join a large forward-thinking organisation whose vision is to be the most respected Primary Care provider in the West Midlands. Through our centralised back-office functions, our systems are organised so we can concentrate on healthcare and not administration. Our practices place great value on teaching, training and mentorship within the team.

SHP Vision Statement: To provide person-centred care at the heart of the community.

Mission Statement: Solihull Healthcare Partnership aims to be the provider of choice in delivering holistic care to our neighbourhood.

Job responsibilities include:

• Supporting the development and delivery of the various Boards communication and engagement plans
• Creating communication briefings for senior clinical and managerial staff
• Dealing with staff queries, making decisions on what information can be shared and with whom due to its sensitivity
• Updating intranet site and external website when required
• Working with key managers to ensure regular items in newsletters and team briefs
• Distributing reports and briefings to key committees
• Providing and receiving complex or sensitive information and passing on appropriately to the relevant manager or service lead
• Ensuring smooth running of the office, ensuring any operational issues are dealt with in a timely fashion
• Administering both internal and external meetings working with the meeting chair to ensure timely preparation of documentation and communication to members of the meeting
• Organising and facilitating project training, workshops and events
• Seeking information from operational teams, in order to produce and update high-quality operational plans and other core documentation and reports
• Maintaining the shared drives
• Supporting communication between the team and other parties by providing timely responses to queries received
• Planning an advance schedule of meetings, managing room bookings
• Assisting on service planning and monitoring
• Undertaking and managing discreet projects or self-contained stages of larger projects
• Ensuring that all tasks and procedures are fully documented and accessible by others
• Using multiple computer systems as required
• Developing, managing and monitoring all databases relevant to the role
• Gathering benchmarking information to inform the services
• Completing risk assessments and updating the programmes risk register
• Distributing reports and briefings to key committees
• Collecting, recording and reporting data, monitoring progress against key performance indicators and managing interdependencies

Other Responsibilities include:

• Complying with the Health and Safety at Work etc. Act 1974
• Carrying out responsibilities in line with Equal Opportunities Policy and Procedure
• Working within the Clinical Governance Framework of the practice
• Maintaining confidentiality of information relating to patients, clients, staff and other users of the services
• Acquiring and updating knowledge on safeguarding as per the intercollegiate document requirements and SHP policies
• Participating in any training programme implemented by the practice
• Undertaking any other duties commensurate with the role

Person Specification includes:

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above
• Typing qualification, i.e., OCR or RSA Diploma
• Competent in the use of MS Office and Outlook
• Effective time management (planning and organising)
• Problem solver with the ability to process information accurately and effectively
• Ability to use own initiative, discretion, and sensitivity
• Good organisational skills
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Motivated and proactive
• Flexible and cooperative
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure

Other requirements include:

• Occupational Health clearance
• Access to own transport and ability to travel to all SHP sites
• Flexibility to work outside core office hours

Experience required includes:

• Working with the general public
• Working in a healthcare setting
• Secretarial work, including producing agendas and minutes for meetings
• Performance management, including appraisal writing, staff development and disciplinary procedures
• Workforce planning

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.