Project Support Officer / Administrator

Role Summary
The Projects Officer leads on the planning and administration of this senior leadership programme. The role has three core elements:-

 Responsible for the overall scheduling and administration of the leadership programme, eg. coordinating dates with Directors' Executive Assistants (EAs) and Divisional Administrative Teams, maintaining an overall timetable of activities, booking venues, placing purchase orders on behalf of the Trust, keeping accurate and up-to-date records of delegate attendance and expenditure (eg. venue hire costs) - and ensuring an efficiently coordinated programme.

Note: This is particularly important for busy senior leaders with a range of management and (often) clinical priorities to juggle, the need to schedule clinical (patient) activities many weeks in advance, and the NHS operational context where pressures can change by the hour and require juggling of leaders' commitments.

 Providing the 'first point of contact' for delegates (senior Trust leaders), the external training suppliers, and venue administrators (likely a mix of internal and external venues), and working closely with the Trust Communications Team and Trust Clinical Media Centre to design and develop communication messaging and materials - to ensure clear, effective, engaging communication and a positive overall delegate/learner experience.

 Responsible for administering (and contributing to the development of) the leadership programme evaluation - eg. formatting and administering delegate feedback surveys, collating results, providing regular update reports (eg. numbers attending, satisfaction) for reporting to Trust Committees, and collating the end-of-programme evaluation.



Key Working Relationships

 Trust Chief Executive's Senior Executive Assistant & team
 Executive Support Team (incl. Executive Assistant to Chief People Officer - overall sponsor for the programme)
 Trust Chair's Senior Executive Assistant
 Company Secretary's office
 Divisional and Directorate Administrative Teams
 Trust Communications Team
 Administrative Leads for other Trust leadership programmes (eg. Florence Nightingale Foundation programme/Chief Nurse's office, Patient First Improvement Programme, NHS Elect programme)
 Integrated Education (Learning & Development) teams
 Trust Clinical Media Centre
 BSUH and LYH (Love Your Hospitals) Charities teams


Main Duties & Responsibilities

Communication
1. The postholder will work closely with Trust senior leaders' offices and will need to coordinate the delivery of the programme alongside other Trust activities. They will therefore need skills in persuasion, negotiating and motivation to build positive working relationships and ensure effective cooperation in the context of sometimes challenging operational pressures, and competing demands on leaders' time.

2. The postholder will work closely with the Trust Communications Team and Clinical Media Centre to design communications messaging and materials for the programme. The postholder will therefore need to be able to turn a complex schedule of activities into simple instructions for eg. delegates - in a way that reinforces overall Trust values and messaging.

3. The postholder provides 'first point of contact' for enquiries about the programme - from delegates directly, their administrative teams, external organisations etc. They will need to be able to convey complex information with tact, empathy and reassurance, and represent the Trust and programme professionally, with courteously and in line with Trust values.


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