Administrative Support Officer

Job description

Detailed job description and main responsibilities
• Prepare and co-ordinate meeting agendas, papers, rooms, and facilities for project or programme meetings, workshops, engagement meetings or other sessions. This will include virtual as well as face to face meetings;
• Attend project or programme meetings and accurately capture minutes and/or actions where required. The post holder will be expected to keep action trackers updated which may involve following up with colleagues internally;
• To support the QI programme by arranging the training sessions, maintaining the database and coordination;
• Work collaboratively with Executive Assistants, senior leaders and improvement leads to coordinate, schedule and support the delivery of the Trust's Morning Improvement Huddles, including identifying speakers, managing forward plans and ensuring appropriate leadership representation and content for each session;
• Support the meeting holder by assisting with meeting facilitation for the participation of the attending group members;
• To create and maintain project documentation for a number of projects including project plans, GANTT charts, risk registers and action trackers;
• Work with members of the team and key stakeholders to investigate the causes of any variance from plan/ delivery of targets and contribute to the implementation solutions;
• Support Transformation and Improvement Managers, Leads and Officers with updating the Trust risk registers and raising any concerns with risk management;
• Assist Transformation and Improvement Managers, Leads, and Officers with financial management by updating financial trackers;
• Produce/draft other documents as required, including reports, narratives, template documents, spreadsheets and presentations using MS Office, ensuring work is of a high quality;
• Collect, collate, analyse and evaluate data and information relating to projects and/or programmes. The post holder is expected to present such information in a clear and understandable way;
• Escalate issues or barriers to project delivery to Transformation and Improvement Managers, Leads and Officers with resolutions where required;
• Liaise between the Transformation and Improvement Managers, Leads and Officers with the Trust Communications Team when necessary. For example, communicating major disruptions or system changes;
• Assist system administrators with the access requests and training of users.
• Undertake and maintain Loggist training and competency to support the Trust's Major Incident and Emergency Preparedness, Resilience and Response (EPRR) arrangements, acting as a Loggist during incidents, exercises and business continuity events as required.
• Providing day to day administrative support to Transformation OD and Improvement Leadership team including coordinating diary management, ESR tasks and support in recruitment activity for the team.
• Managing the team's stationary budget and ordering stationary items for the team when required;
• Supporting the Compliance Officer by providing strong governance processes through maintaining electronic project files and storing associated project documents within these;
• Monitor and maintain a generic inbox, sorting and prioritising e-mails and escalating urgent requests as necessary; answer telephone calls, take messages and pass on information accurately to the relevant departments/person, acting as a point of contact for the team. The post holder will use initiative when handling these calls;
• Support the team in capturing lessons learnt;
• Assist with collation of internal, regional or national returns or data submissions where required, this may involve the co-ordination of returns internally:
A. Communication responsibilities
• Communicate and provide information to a wide range of internal and external stakeholders (which include clinical colleagues, commissioners, other NHS trusts and healthcare providers).
• Act as the point of contact with the Trust Communications Team; ensuring the Team intranet page is updated, circulation of project newsletters and project communication plans.

Person specification

Experience

Essential criteria

• Experience providing administrative (or other) support within a Programme Management Office or similar team
• Experience of organising and supporting meetings; minute taking and scheduling
• Proficient in the use of electronic file management (within Teams)

Desirable criteria

• Experience of completing and understanding project management documents such as GANTT charts
• Experience of working within a project team

Education/Knowledge and Qualifications

Essential criteria

• Educated to GCSE level in English Language and Maths, or equivalent

Desirable criteria

• NVQ 3 in Business and Administration or equivalent experience
• Understanding and experience of working in a healthcare environment
• Knowledge of QI project management principles and methodology or willingness to train in this

Skills and Abilities

Essential criteria

• Excellent knowledge of Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Good time management skills; well-organised and able to prioritise effectively
• Excellent verbal & written communication to construct and deliver clear messages

Disclosure & Barring Check Fee

Where your role requires a DBS check, the Trust will pay the fee upfront and reclaim the cost (including a £5 admin fee) from your first month's salary. Volunteers are exempt.

Our Values - At the heart of all we do
We recruit not just for skills but for behaviours aligned with our core values: dedication, care, courage, and innovation. Show us how you live these values in your application and interview.

Early closure notice

We may close this advert early if we receive enough applications-please apply without delay.

International Applicants & Sponsorship
Applications from candidates requiring UK sponsorship are welcome where the role is eligible for sponsorship under current UK Visas and Immigration (UKVI) rules.

Please note that not all roles will meet the eligibility requirements for Skilled Worker sponsorship. Eligibility is determined by factors including occupation code, skill level and salary thresholds in line with UKVI guidance.

Most non-UK/Republic of Ireland nationals require a visa to work in the UK. Candidates are encouraged to review current visa requirements and eligibility before applying: