Project Administrator

The post holder will also provide direct project and administrative support to PMO/Transformation Leads, programme management teams and identified programmes within the gesh Transformation Portfolio, supporting the delivery of transformation portfolio, strategy and business planning activities. As well as providing specific administrative and project support to programmes, the post holder will play an active role in supporting project delivery, including maintaining programme and project documentation, coordinating governance activities, monitoring and following up actions and milestones, supporting reporting requirements and helping to keep programmes and projects on track for delivery.

The post holder will provide coordination and administrative support to relevant Clinical Strategy and Standards Groups (CSSGs) and other governance forums, supporting effective collaboration and clinical working across the Group. The post holder will serve as a central point of contact for administrative support across the Directorate, facilitating effective communication and coordination and supporting the efficient delivery of operational activities.

The post holder is expected to have a clear understanding of how this role contributes to the achievement of the Groups vision of Outstanding care, together and delivery of the Group strategy. We expect all staff to share the values that are important to the Trust Excellent, Kind, Responsible and Respectful and behave in a way that reflects these.

The main responsibility of the post holder is to provide high-quality organisational support, including general project, programme and administrative support across the Deputy CEO Directorate, Group PMO and gesh Transformation Portfolio. Provide administrative and project support to the delivery of the transformation portfolio, strategy and business planning activities.

Provide direct project and administrative support to PMO/Transformation Leads, programme management teams and identified programmes within the gesh Transformation Portfolio. Provide dedicated coordination and administrative support to relevant Clinical Strategy and Standards Groups (CSSGs), supporting effective operation of the groups and associated governance arrangements.

Provide day-to-day support for project and programme activities, including governance meetings, diary management, forward planning, action tracking and maintaining updates to programme and project plans to reflect changes agreed through programme and project meetings. Coordinate and manage meeting logistics and provide comprehensive secretariat support for relevant Programme Boards, CSSGs, project meetings, working groups and Directorate meetings, including scheduling meetings, coordinating agendas and papers, taking minutes, maintaining action logs and following up agreed actions.

Service relevant programme and project governance forums, ensuring appropriate information and documentation is coordinated and available to support effective oversight and decision-making. Support programme and portfolio planning, reporting, stakeholder engagement and communications activities.

Maintain accurate and up-to-date programme and project documentation, including plans, reports, risk and issue logs, decision and action logs and other key documentation required to support effective programme and project delivery. In conjunction with the PMO team, manage governance, version control and record keeping for relevant programmes, projects and reports across the transformation portfolio.

In conjunction with the PMO team, support the adoption and consistent application of the Group PMO framework, including agreed governance processes, templates, reporting requirements and tools. Support programme and portfolio reporting by coordinating and collating updates on milestones, deliverables, actions, risks, issues and dependencies and escalating exceptions to the appropriate programme, Transformation or PMO Lead.

Proactively monitor agreed actions and programme/project progress, identify emerging risks, issues or delays and, where appropriate, support their resolution or escalation to enable delivery to progress. Undertake initial data analysis, information gathering and research to support programme and project delivery and wider Directorate priorities.

Research background information and undertake enquiries to support projects and programmes, including contacting relevant internal and external teams and organisations for information. Support specific projects and emerging priorities as identified by programme/project teams, Transformation Leads and the PMO, providing appropriate project coordination, planning and administrative support.

Act as an initial point of contact for relevant programme and project communications, liaising effectively with stakeholders at all levels across the Group and, where required, external organisations. Liaise and work effectively with key stakeholders across directorates, sites, corporate functions, programme teams and partner organisations to support programme and project delivery.

Work flexibly across programme and project teams to support delivery across the gesh Transformation Portfolio, responding appropriately to changing priorities and requirements. Serve as a central point of contact for administrative support across the Deputy CEO Directorate, enabling effective communication and coordination and supporting the efficient delivery of operational activities.

Support the effective day-to-day operation of the Deputy CEO Directorate and its teams, including Continuous Improvement, Strategy, Performance and PMO, providing administrative and coordination support as required. Coordinate and manage recruitment administration, requisitions and onboarding activities as required, liaising with relevant teams to support timely recruitment and effective onboarding of new starters.

Provide administrative coordination for Directorate activities, including diary management, meeting arrangements, preparation and coordination of documentation, information requests and other operational requirements. Support planning and coordination of Directorate-wide activities, meetings, events and other business-critical operational requirements as required.

Maintain effective working relationships across the Directorate and wider Group to ensure information, actions and administrative requirements are appropriately coordinated and progressed. Handle information appropriately and maintain confidentiality in accordance with relevant Trust policies, information governance requirements and the nature of information handled within the Directorate.

Provide flexible support across the Deputy CEO Directorate according to operational requirements, workload and emerging priorities. Undertake additional ad-hoc project, programme, administrative and operational tasks as required to support the effective functioning of the Deputy CEO Directorate and delivery of its priorities.