Project Administration Manager

Job overview

An exciting opportunity has arisen for a Band 5 Project Administration Manager: The Cheshire and Merseyside (C&M) Children and Young People’s(CYP) Transformation Programme hosted by Alder Hey Children’s NHS Foundation Trust.

The appointed candidate will be passionate about improving health and care outcomes for children, young people, and their families.

The Beyond Programme is jointly funded by NHSE and the Cheshire and Merseyside Health and Care Partnership (HCP).  The Programme currently has seven workstreams which are underpinned by a focus on addressing health inequalities and integrated working.

• Emotional wellbeing and Mental Health wellbeing of CYP
• Healthy Weight and obesity
• Asthma and Respiratory Health
• Learning disabilities, difficulties and autism
• Epilepsy
• Diabetes
• Oral Health

The successful candidate must be able to travel flexibly across Cheshire and Merseyside both to attend mandated office days and face to face meetings and events as required.

Main duties of the job

The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of workstreams that comprise the programme portfolio and the development and implementation of such frameworks for new programmes.  Accountable to the Programme Manager, the post holder will be required to work closely with, and in support of, the Project Team and Programme stakeholders, Finance managers, Business Intelligence, Communications Team, HR representatives and clinical leaders. This role will be required to ensure the maintenance of the Programme Workstreams, whilst ensuring that programme activities are well co-ordinated, closely monitored and accurately reported.  The post holder will also provide day to day administrational support to the Programme team including the Programme Director.

Detailed job description and main responsibilities

The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme.  This post is a fixed term opportunity for 12 months.

Have awareness of programme and project management methodologies (e.g. ‘Managing Successful Programmes’ (MSP) and ‘Projects Run In a Controlled Environment’ (PRiNCE 2)

Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals

Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme

Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting

Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.

Lead the diary management requirements of the team including the Programme Director.

Undertake any other administrative tasks as specified by the Programme Manager or Programme Director

Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team

Line management responsibilities of the Programme Support Officer

Communication

Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders

Maintain and analyse stakeholder database

Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information

Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery

Persuades stakeholders of the importance of the project including linking with external staff

Take ownership of central inbox, responding to enquiries in a timely manner

Support the Programme Support Officer in their role

Analytical Skills

Skills for investigating a variety of issues and proposing solutions

Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required.

Planning and Organising Skills

Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources

Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates

Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director

Maintain and organise Programme computer filing system

Physical Skills

Keyboard/typing skills

Advanced use of IT packages – MS Teams, Microsoft Word, Microsoft Excel

Responsibility for Policy/Service Development

Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.

Contribute to the development of programme and project management skills and related competencies within the organisation.

Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.

Responsibility for Financial and Physical Resources

To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices

Maintain close working relationships with providers to support timely invoicing

In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.

Responsibility for Human Resources

Line management/day to day supervision of Project Support Officer

Development of induction programme for new starters

Train new members of staff on database and filing system

Manage recruitment process through Trac on behalf of Programme Manager

Maintain Programme secondment database, and work with Programme Manager to proactively manage this

Act as point of liaison with HR for Programme leadership secondments

Responsibility for Information Resources

Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.

Manage, maintain and develop computer filing system

Uses a range of IT programmes to create reports

Responsibility for Research and Development

Contribute to a culture of continuous improvement

To be an exemplar of positive action and advocacy for the programme.

Freedom to Act

Work is managed rather than supervised on a day to day basis

Work on own initiative and display a high level of autonomy within role

Physical Effort

Light physical effort

Combination of sitting/standing/walking

Frequent light effort for several short periods

Mental Effort

Frequent concentration required for checking accuracy of documents and minutes

Work pattern unpredictable due to busy nature of the role

Emotional Effort

Exposure to distressing circumstances is rare

Working Conditions

Office conditions

May be required to travel across Cheshire and Merseyside using own vehicle or public transport

Working within the Beyond CYP Transformation team, providing a reliable and confident service , ensuring your work is accurate, on time and clearly communicated.

Key attributes and experience required include:

• Helpful, open and friendly attitude
• Keen to learn and develop skill base
• Able to work flexible hours
• Present a positive image of the Trust
• Significant experience working as PA at a senior level
• NHS experience

Communication and Relationship Skills

• Excellent verbal and written communication
• Accurate typing skills
• Accurate minute taking
• Attention to detail
• Ability to cope under pressure
• High organisational skills
• Ability to work flexibly within a team environment
• Ability to deal with sensitive/confidential issues