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Location

Prestwich, Greater Manchester | United Kingdom

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Job description

A Vacancy at Greater Manchester Mental Health NHS Foundation Trust.

An exciting opportunity has arisen for a Senior Administrator to join the Programme Management Office (PMO) at Greater Manchester Mental Health Foundation Trust (GMMH). The post holder will provide a comprehensive administration service to support the effective operation of the PMO including a secretarial service to the Director of Improvement.

The post holder will be responsible for co-ordinating all incoming correspondence both electronically and verbally and ensuring it is logged/tracked and shared in a timely way. They will have a sound knowledge of secretarial and administrative processes and will undertake general administration duties to assist the PMO team, including but not limited to diary management, collation and distribution of documentation and reports. Minute taking both verbatim and action notes. Raising purchase orders and processing invoices. They will have good working knowledge of using MS Office packages proficiently, to be able to support the organising virtual and in person meetings, exchange of emails and other data processing. This includes establishing and maintaining data both on paper and electronically, updating the PMO system and supporting with other relevant project documentation and key tasks.

The post holder will be expected to exercise confidentiality a degree of judgment and analysis when handling straightforward information which is presented to them.

The main duties of this role will be:
• Diary and calendar management.
• PA to the Director of Improvement.
• Meeting arrangement and co-ordination (internal and external).
• Supporting the collation, preparation, production and distribution of reports and papers.
• Minute taking at key stakeholder meetings.
• Initial point of contact for colleagues and key stakeholders, ensuring timely responses and follow up.
• Administration support for the wider PMO team.
• Maintaining an efficient electronic filing system using SharePoint.
• Communicating professionally and effectively in verbal and written format with internal and external stakeholders.
• Goods and service requisitioning.

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 6,400 members of staff, who deliver services from more than 160 locations.

We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.

Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options. Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.

Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.

Knowledge Skills and Abilities:
1. Support in the processing and presentation of quantitative and qualitative data to support analysis of project, specifically to support reports and presentations.
2. Support reviews of programme and project activity as required to assist the PMO in managing the delivery of the Trusts strategic objectives.
3. Processing of information and data, verbally, visually and in writing, particularly in areas of possible or known conflict or corporate sensitivity relating to PMO work streams and projects.
4. Ensures issues are dealt with in a timely fashion by the re-direction as appropriate of correspondence and enquiries in the absence of individual members of the PMO team.
5. Planning and organisation of tasks, activities and workstreams, including meetings, conferences, seminars and workshops.
6. Co-ordinate the collation of evidence, in preparation for evidence review panels.
7. Organise and maintain an efficient, effective and up-to-date electronic filing system (on share point) and shared working space to ensure information is kept securely.
8. Co-ordinate record keeping of project initiatives, including mechanisms to record and monitor progress relating to risk registers, issue logs, highlight reports, action logs, project status “at a glance” reports, and overall performance reports.
9. To requisition goods, supplies, and services relevant to the delivery of PMO areas of work and administration, including activities linked to conference/meetings, financial spend, and event planning, in line with the Trust standing financial instruction.
10. Regular use of IT equipment and Microsoft packages including advanced use of all Microsoft Office applications, including but not limited to: Word, Excel, PowerPoint, Adobe Pro, SharePoint, Microsoft Project.
11. Take responsibility for quality checking and ensuring a high level of accuracy in all tasks.
12. To support data cleanses of the PMO tool to ensure information is accurate and up to date.

Communication:
1. Communicate effectively with all PMO team members and stakeholders across the organisation and externally including managers, clinicians and representatives from other hospitals, providers agencies such as our regulators, in a professional and sensitive way.
2. Support the diary management and administration activities for the Director of Improvement.
3. Management of the shared PMO inbox and meeting schedule disseminating information to relevant members of the team in a timely way.
4. Arrange and coordinate meetings for the Programmes of work as required.
5. Provide administrative support for meetings to include; efficient accurate minute taking verbatim and action notes, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and papers, and tracking of follow up actions and deadlines.
6. Co-ordinate and facilitate appropriate communication channels to support the effective sharing of information in PMO work streams through Teams and SharePoint.
7. Ensure a sensitive and confidential approach to the communication of information and data, verbally, and in writing, in areas of possible or known conflict.
8. Provide relevant documentation and other information, to support the key stakeholders and PMO team members, as appropriate.
9. To process incoming and outgoing correspondence and distribute accordingly without delay, in accordance with Trust policies and procedures.
10. To respond appropriately to correspondence on behalf of the PMO.
11. To support the key stakeholders with training in the PMO systems and documentation.

Personal and Professional Development:
1. To actively work as part of a team in order to create working conditions conducive to providing better and fairer services to service users, their families and the wider community.
2. To value, promote, and manage diversity, and to actively encourage equality of opportunity in all areas of one’s work.
3. To ensure a safe environment for service users, colleagues, and visitors in accordance with the Trust Health & Safety Policy.
4. To adhere to Trust policies, procedures, protocols and guidelines at all times.
5. To maintain paper and electronic records in line with Trust data quality policies and respond to internal & external service information requirements in consultation with the PMO.
6. To make use of regular professional and management supervision and to take responsibility for updating personal knowledge and skills in order to meet the objectives of the post.
7. To support and attend any identified training that is appropriate to your role as identified and agreed by your line manager.

This advert closes on Friday 15 Mar 2024

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Job tags

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Salary