Digital Project Support Administrator

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Job summary

This is an administrative role - applications for IT System Administrators will not be considered.

The Digital Project & Change team are excited to offer an opportunity to join the team and support us in delivering digital projects across Gloucestershire which will help to support our clinicians in delivering the very best care possible.

As a Digital Project Support Administrator, you will be joining a highly dynamic team that is supportive and puts staff development at the forefront of its business. Working with our team will provide personal development, with the chance for you to hone existing skills and develop new ones.

You will have knowledge and experience of administrative and office systems and processes including experience of secretarial and minute-taking. The postholder will be required to have excellent communication and customer services skills with the ability to communicate at all levels across the organisation and across external stakeholders.

This role will provide comprehensive support to the Digital Project & Change team, as well as administrative support for key departmental meetings (including agendas, minutes, action logs and following up on actions).

This advert may close early if we receive a high number of applications.

Main duties of the job

  • Provide support to project workstreams to manage the delivery of key change work activity.
  • Acting as a point of contact for the project and change team for incoming internal and external communications.
  • Including project progress monitoring and chasing. Undertake simple data analysis and production of project reports/charts as required.
  • Having an understanding of various technologies to support the ordering and receipting of IT Equipment for projects. To attend meetings as required and provide appropriate documentation.
  • To log incidents for the IT teams and where appropriate liaise with 3rd parties.
  • This is a wide ranging role working on technical changes and will require a desire to get an understanding of project management as well as technical awareness of operational delivery such as support for PC's, laptops, Mobile phones etc.
  • Ensuring that day-to-day management of technology services meets the trusts KPIs and customer requirements.
  • There may be a future requirement to be part of an on-call Rota for out of hours support.
  • Providing administrative support for departmental sub-committee meetings, including the collation and sending of papers, as well as the minuting and action taking.

About us

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:

  • 89.7% believe they are making a positive difference to patients/service users;
  • 73.3% would recommend the organisation as a place to work;
  • 82.4% agree that care of patients and service users is the organisations priority;
  • 76.7% would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Date posted

30 December 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

327-24-1158

Job locations

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW


Job description

Job responsibilities

  • To operate independently and as part of a project team to oversee the day to day management of IT projects and work streams being delivered by any member of the GHC IT Team.
  • To provide administrative support for departmental sub-committee meetings, including the collation and sending of papers, as well as the minuting and action taking.
  • Provide and coordinate the provision of project highlight reports to support status reporting to appropriate meetings and project boards.
  • To provide efficient and confidential support to the Trusts Digital Project team by delivering a comprehensive, high quality support service that will enable them to perform their role effectively and maximise their time efficiently.
  • Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
  • To take complete responsibility for project meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers and administration of follow-up actions.
  • Maintain an inventory of project equipment, goods and services including Technical and IT technical documentation reference libraries to permit easy access to support information by IT staff.
  • Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
  • The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moments notice.
  • Support and keep up to date key project documentation, such as risk registers, actions logs, reports (internal/external), financial tracking logs, and stock registers.
  • Communicating or requesting digital information in a manner that can be understood by non-technical or unskilled users.

Job responsibilities

  • To operate independently and as part of a project team to oversee the day to day management of IT projects and work streams being delivered by any member of the GHC IT Team.
  • To provide administrative support for departmental sub-committee meetings, including the collation and sending of papers, as well as the minuting and action taking.
  • Provide and coordinate the provision of project highlight reports to support status reporting to appropriate meetings and project boards.
  • To provide efficient and confidential support to the Trusts Digital Project team by delivering a comprehensive, high quality support service that will enable them to perform their role effectively and maximise their time efficiently.
  • Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
  • To take complete responsibility for project meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers and administration of follow-up actions.
  • Maintain an inventory of project equipment, goods and services including Technical and IT technical documentation reference libraries to permit easy access to support information by IT staff.
  • Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
  • The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moments notice.
  • Support and keep up to date key project documentation, such as risk registers, actions logs, reports (internal/external), financial tracking logs, and stock registers.
  • Communicating or requesting digital information in a manner that can be understood by non-technical or unskilled users.

Person Specification

Qualifications

Essential

  • Diploma level qualification

Desirable

  • Experience of working within the NHS
  • Aware of Prince2 principles
  • Awareness of ITIL Service Management
  • NVQ in an IT qualification or experience in a relevant role
  • European Computer Driving Licence (ECDL)
  • Microsoft Qualifications

Length and/or Nature of Experience

Essential

  • Experience of working in a project management environment

Desirable

  • Awareness of NHS Information Governance principles
  • Effective change agent with ability to be part of a team through significant programmes of change

Professional / Managerial / Specialist Knowledge

Essential

  • Good keyboard and Microsoft Office skills
  • Working knowledge of office procedures
  • Experience of working with suppliers

Desirable

  • Knowledge of procurement processes and systems

Personal Skills, Abilities and Attributes

Essential

  • Proven organisational and administrative skills
  • Good stakeholder management skills, with the ability to communicate with staff in all disciplines and at all levels
  • Good verbal and telephone communication skills
  • Demonstrate a commitment to undertake further training and development as agreed with line manager
  • Self-motivated with the ability to motivate and empower others to achieve specific goals
  • Drive, passion, and enthusiasm, with the ability to relate well with other members of the team

Other requirements

Essential

  • Ability to travel to Trust locations across Gloucestershire where necessary
  • Able to attend and participate in all mandatory and statutory training events

Desirable

  • Physical handling of computer equipment, particularly laptops, PCs and printers

Qualifications

Essential

  • Diploma level qualification

Desirable

  • Experience of working within the NHS
  • Aware of Prince2 principles
  • Awareness of ITIL Service Management
  • NVQ in an IT qualification or experience in a relevant role
  • European Computer Driving Licence (ECDL)
  • Microsoft Qualifications

Length and/or Nature of Experience

Essential

  • Experience of working in a project management environment

Desirable

  • Awareness of NHS Information Governance principles
  • Effective change agent with ability to be part of a team through significant programmes of change

Professional / Managerial / Specialist Knowledge

Essential

  • Good keyboard and Microsoft Office skills
  • Working knowledge of office procedures
  • Experience of working with suppliers

Desirable

  • Knowledge of procurement processes and systems

Personal Skills, Abilities and Attributes

Essential

  • Proven organisational and administrative skills
  • Good stakeholder management skills, with the ability to communicate with staff in all disciplines and at all levels
  • Good verbal and telephone communication skills
  • Demonstrate a commitment to undertake further training and development as agreed with line manager
  • Self-motivated with the ability to motivate and empower others to achieve specific goals
  • Drive, passion, and enthusiasm, with the ability to relate well with other members of the team

Other requirements

Essential

  • Ability to travel to Trust locations across Gloucestershire where necessary
  • Able to attend and participate in all mandatory and statutory training events

Desirable

  • Physical handling of computer equipment, particularly laptops, PCs and printers

Disclosure and Barring Service Check

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 (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Disclosure and Barring Service Check

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 (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW


Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW


Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

For questions about the job, contact:

Digital Project & Change Lead

Francis Perrin

Francis.Perrin@ghc.nhs.uk

03004215597

Date posted

30 December 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

327-24-1158

Job locations

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW


Supporting documents

Please view the full job description on NHS Jobs for attached documents.

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