New Hospitals Programme Project Support Administrator

The New Hospitals Programme Project Support Administrator will play a key role in supporting the delivery of projects under Kettering General Hospital's New Hospital Programme (NHP) and related strategic estates projects.
The New Hospital Programme (NHP) is the largest hospital improvement programme in a generation and at Kettering General Hospital (KGH) it presents a momentous opportunity to radically improve and extend our services, with our circa £600m redevelopment including a new Emergency Department, Urgent Care Hub and six new wards.
The Project Support Administrator will provide comprehensive support across the NHP team with specific focus on the performance and programmes management office functions.
This role provides key business management and programme support across the NHP Team. The staff member will be responsible for the co-ordination and delivery of core business and administrative function, production of high level Board reports including analysing and reporting data. The staff member will also be asked to support specific work projects on behalf of other team members as required., Provide Project Administration support for the NHP Team, including:
+ Co-ordinate programme meetings including agenda planning, collation of documentation, taking minutes and tracking actions
+ Co-ordinate and support management administration of priority projects, as agreed with senior colleagues, including collation of documentation, taking minutes and tracking actions.
Where practical, the post holder will be required to provide cover for a number of meetings across the Team
+ Work closely with NHP team colleagues to ensure that all relevant submissions and reports are collated and returned within required deadlines
+ Provide support to the team for completion of programme documentation as required
+ Provide administrative support & diary management for senior colleagues within the team
+ Draft, provide and communicate key information regarding programme initiatives to a range of internal and external stakeholders
+ Review systems, policies and procedures within the team and work to continuously improve these

Working for our organisation
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.
Our Excellence Values:
Compassion
Respect
Integrity
Courageous
Accountable

Detailed job description and main responsibilities
Planning & Organising
The post holder will be responsible for:
Planning and organising a broad range of complex activities, including projects implementing new ways of working and facilitating collaborative working to ensure that all deadlines are met.
Supporting the team in the delivery of reporting to programme and Trust meetings, and NHS England / New Hospitals Programme national colleagues, with input from team members and stakeholders as necessary
Providing support to project managers and project leads with the planning of projects utilising appropriate tools, including Asana, Excel, MS Powerpoint & MS Project.
Planning and organising meetings and conferences where requested.
Co-ordinating and organising programme information, data and documents.
Contributing to the development and delivery of short, medium and long term business plans of the function and wider team.
Undertaking auditing of projects, services, initiatives.
Carrying out web based and publications research
Development and Implementation
The post holder will be responsible for:
Supporting senior colleagues in the delivery of the overarching programme management for the programme
Support the development of programme management systems and processes for roll out across the organisation, in line with the agreed programme management framework and in collaboration with PMO colleagues
Provide the team with administrative support in the development of programme documentation in line with national policy and local direction.
Chasing progress on programme(s) activities including liaison with senior managers and external stakeholders as necessary.
Monitoring and reporting of key deliverables as by the agreed programme approach
Implementing and maintaining registers, data systems and other information systems in order to manage, collect, and present information for the programme.
Controlling the receipt, identification, storage and tracking of all programme documentation and deliverables.
Controlling the receipt, identification, storage and tracking of all new work agreed & associated documentation and deliverables.
Provide comprehensive administrative and organisational support to project leads, specific to their projects.
Ensuring that projects have evaluation systems in place to measure their success and facilitate lessons to be learnt.
Provide suggestions to changes to policy, service and own function and areas of work in order to improve outcomes and performance.
Communication
The post holder will be required to:
Be a good communicator and establish and maintain good working relationships across the system.
Communicate and share information with non-technical colleagues on the effective use of both paper and electronic documentation for use within the programme management office.
Influence and persuade key people in respect to realistic and achievable milestones and outcomes as part of the project and business case development.
Communicate clearly and appropriately with all levels of the organisation including the production of reports as required for both internal and external meetings.
Support the development, design and delivery of training for staff on programme management, including any electronic performance and monitoring systems that may be implemented across the organisation.
Partnership/Working /Collaboration
The post holder is expected to develop and maintain effective working relationships with a range of stakeholders, both internal and external to the programme, to support them in the delivery of their role and the achievement of the programme's overarching objectives.
It is the post holder's responsibility to ensure they have undertaken all mandatory training, in line with Trust policies and procedures., Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.
Correspondence regarding your application will be sent to you via a TRAC system account.
Please submit your application as soon as possible; due to the high volumes of applications we receive and we reserve the right to close any adverts before the closing date once we have received sufficient applications.
We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.
We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
Appointments will be made on merit.
In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.
If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policy which has an annual cost of £13. New employees who do not join the update service will be required to pay £50 for a new DBS check in 3 years time.
Please note that news starters with KGH are subject to a six month probationary period.
Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.
"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.