Project Support Officer - Management and Team Leader Development

The Project Support Officer role will be one of three roles that operate in project support to Organisational Development. This role focuses on the coordination and delivery of management development activity across the organisation, enabling colleagues to be great people managers. The programme of activity currently includes Managers Orientation, a First-time People Managers’ Programme and our new Team Leaders’ Programme that launched in July, all 2200 team leaders across the Trust will be invited to attend.

This role will work collaboratively with colleagues across the wider Learning & Organisational Development team to ensure the day-to-day operations of management development activity run efficiently and effectively. The postholder will be responsible for project managing the programmes, developing communications and partnering with colleagues of all professions to promote the offers with support from the Programme Lead, curating cohorts to maximise learning spaces, reporting on performance indicators, and optimising processes and resources to support the operational management of the portfolio. The postholder will line manage a small administrative team, responsible for supporting management development activity.

The role requires an attention to detail, a proactive and customer-focused approach, and an ability to oversee multiple complex programmes of work at an administrative level. Main duties of the job

The successful candidate will need to live and breathe our values of being kind, inclusive, ambitious and working as one team. You will:

demonstrate commitment to the needs of the service and its people

work beyond the boundaries

have a bias towards considered action, with the skill to quickly spot an issue, define the challenge, and move to fix it

think creatively to identify opportunities and be tenacious in your determination to execute a plan., Coordination

1. Support the OD Service Leads to track progress against plans, reporting any variations and proactively contribute to implement solutions.

2. Deliver proactive support to the OD Service Leads and complete individual work on projects (both solely and in a supported capacity) as required.

3. Intelligence gathering (qualitative and quantitative) for example, to support operational performance reporting and improvement report and other

4. Work flexibly and adapt to situations as they arise using judgment and initiative to make informed decisions, in line with flexible working arrangements

5. Plan and organise own time and able to make decisions on the prioritisation of their own workload and of the admin team

6. As a member of the admin team, act as a point of contact for enquiries for projects and events from all internal and external stakeholders and have the autonomy to make decisions on behalf of the team as necessary. Preparation of reports, flow charts, presentations and other project documents.

7. Take a central role in communicating information regarding projects/work programme or activities to a range of audiences, including maintaining and updating information displayed on the Trust website, intranet and social media and internal communications.

8. Ensure organization of meetings and events for projects (both virtually and physically), which may include co-ordination of venues and speakers, helping to prepare supporting information and documents, creating agendas and taking minutes.

9. Maintain project information systems and produce documents and regular ad hoc reports as required.

10. Collect, collate, record and analyse data and support evaluation of OD activities.

11. Support OD surveys, which could be via on-line portal, face to face or on paper.

12. Support the development of departmental or Trust wide policies and procedures and lead in the development of OD SOPs.

13. Monitor programme and project progress and support project administration as required

14. Communicate with key individuals and use negotiating/persuasive skills to gain solutions, using own initiative.

15. Maintain constructive relationships with a broad range of internal and external stakeholders, delivering any routine presentations as required.

16. Plan and organise own work and that of the admin team to meet set deadlines managing, at times, any unpredictable work patterns as best as possible, being adaptable to priority requests.

17. Maintain an active knowledge of the projects, roles and objectives.

18. Suggest and support improvements to current management information, analysis and reporting to enhance decision making processes

19. Develop knowledge and keep updated of relevant national/local strategies and policies and local improvement programmes.

20. Regularly use IT systems such as Microsoft Office, Microsoft Word, Microsoft PowerPoint and in-house Trust systems to manipulate data to produce key reports in a variety of different formats

21. Manage the ordering process for management development activity within the OD department adhering to the local financial perimeters set out within the department or Trust wide if applicable.

22. Support the procurement process for relevant projects

23. As required, line management of members of the admin team.

24. Carry out training as required, both as a learner and to other learners in the team about new Standard Operating Procedures/ Policies; use of new software, ICT applications, electronic devices

25. Undertake any other reasonable request.

Delivery

1. Support delivery of training (virtually and face to face), including technical support for virtual training.

2. Support team development facilitation

3. Engage NUH colleagues in management development work (e.g. co-running focus groups and conversations with colleagues and customers)

Professional

1. Contribute to the ongoing development of a life-long learning and continuous professional development culture at the Trust.

2. Manage own and support team members personal and professional development, promoting a culture of continuous learning and professional development.

3. Work flexibly and undertake other duties commensurate to the grade as required

• Diploma/Degree level qualification or equivalent experience.
• Evidence of continued professional development

Desirable

• Project management qualification

Experience Essential

• Relevant and extensive experience within administrative / project / programme support/ events organisation
• Experience in dealing with complex issues
• Experience of supporting service improvement and partnership working
• Experience of reviewing / contributing to policies and procedures
• Experience of supporting meetings/events such as process mapping or project group meetings
• Experience of working with confidential, sensitive or contentious information
• Experience of working in a customer focused environment
• Ability to manage others
• Basic knowledge of project management principles
• Experience of compiling and writing reports
• Possess keyboard skills, with good knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.

Desirable

• Experience of highly complex data manipulation and analysis
• Advanced skills in MS Excel.
• Experience of programme management

Communication and Relationship skills Essential

• Capable of establishing and developing working relationships with a range of key stakeholders and team members
• Able to communicate on complex project, information and administrative matters, requiring developed interpersonal and oral/written communication skills.
• Able to prepare and produce concise yet insightful communications for dissemination to a broad range of stakeholders as required.
• Experience of preparing presentations to a varied group of internal and external stakeholders.
• Able to negotiate, network and persuade others.

Desirable

• Able to communicate effectively with a broad range of stakeholders at various levels of seniority. (Internally and externally).

Analytical and Judgement skills Essential

• Demonstrated capability to act upon incomplete information, using experience to make inferences and decision making.
• Able to pull together comprehensive reports, data and correspondence adhering to the NHS confidentiality policy and with minimum supervision.
• Experience of complex data manipulation to be able to produce key reports in a variety of formats such as tables and graphs to be presented to various stakeholders.

Desirable

• Experience of highly complex data manipulation and analysis
• Experience of ESR and Business Intelligence reporting systems

Physical skills Essential

• Able to concentrate for long periods in a sedentary role
• To have the ability to prioritise workload and to recognise changing priorities and act within the team to re- prioritise as appropriate
• Ability to manage time effectively
• Ability to consistently work to a high standard and within prescribed deadlines

Desirable

• Is able to work both as an individual using own initiative and as a team member, prioritising workloads for self and others.

Physical skills Essential

• Able to concentrate for long periods in a sedentary role
• Ability to use all office equipment (PC, printer and photocopier/fax) given appropriate training

Disclosure and Barring Service Check

We are the largest employer in Nottinghamshire and one of the biggest and busiest NHS Trusts in the country, serving more than 2.5m residents of Nottingham and Nottinghamshire and a further four million people across the East Midlands and beyond. Our Trust spans over three sites including Queen’s Medical Centre (QMC), Nottingham City Hospital and Ropewalk House. We provide a range of national and internationally renowned specialist services, and we are at the forefront of new surgical procedures and research programmes.

The Trust vision is that by 2026 NUH will ‘create a culture where staff feel safe, supported and included, where individual differences and variety are valued and where people have equal access to the same opportunities.’ The Organisational Development team is instrumental in helping the organisation and its people achieve this vision.