Project Support Administrator - University Hospital Southampton NHS Foundation Trust

Southampton • Closing Date: 28/07/2017

Level 2 Apprenticeship in Business Administration

Weekly Wage £236.40pw

This is a newly created post and is an opportunity to learn about commercial services within an NHS environment.

This role would be suited to someone who is interested in administration, project management, contracting, innovation and transformation within the NHS. You will gain great experience working within an NHS environment, which will give you an advantage if you wanted to pursue a career within the public health sector in the future.

The role is working 4 days a week, equivalent to 30hours including 30mins lunch break per day with a nominated day to continue studies in line with the apprenticeship training programme. Working hours between 9 -5pm (but can be flexible) 

Job Role & Responsibilities

To coordinate the administrative aspects of the Commercial Services team and Private Patient Services, making proactive decisions that will help the team deliver to the agreed timescales. The post holder will have the following key responsibilities:

  • Provide administrative and project support to the Director of Commercial Services and the Private Patient Manager.
  • Provide project updates and reports via Excel as and when required.
  • Carry out meeting administration – including booking rooms, equipment, refreshments and taking minutes.
  • Liaise with project teams regarding arrangement for meetings.
  • Support other strands of the project of work as and when required.
  • Proactively engage with NHS staff, including clinicians and contractors, on a variety of topics and projects.
  • Maintain constructive relationships with a broad range of internal and external stakeholders.
  • Participate in relevant internal and external working groups/projects, services and initiatives to provide information, advice and support.
  • Liaise with other managers to share best practice.
  • Work with colleagues in the Commercial team and provide high quality administrative support.
  • Arrange steering group meetings, liaising with the project teams and collaborators.
  • Take formal minutes of meetings for the Private Healthcare Services programme group, forming part of the audit trail.
  • Collate actions and ensure actions are completed within agreed timescales.  
  • Collate information for the quarterly reports, including financial and activity analysis reports.
  • Build effective relationships within the team
  • Communicate accurately and diplomatically with internal and external colleagues and collaborators via email.
  • Deal with commercially sensitive and contentious issues and ensure these are dealt with in an appropriate manner.
  • Provide timely information and provide updates on project activities to the team.
  • Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to the appropriate person.
  • Assist in the development of policies and procedures relating to the private patient services and commercial contract services.
  • Co-ordinate stationary orders, log calls for IT queries.
  • Enter data on electronic systems and contribute to discussions as appropriate, regularly updating spreadsheets on progress and providing summaries as required.
  • Support the development of project schedules and plans.
  • Build, format and disseminate progress reports for the project. Research and Development.
  • Support the other key strands of the project as required (e.g. updating content for the web and social media, basic online research).

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post.

Essential Skills Required

  • Health and physical abilities sufficient for the post (if necessary with reasonable adjustments with respect to the Equality Act/Disability Discrimination Act).
  • Professional appearance in line with the Trust Uniform Policy.
  • Previous or relevant experience necessary
  • Experience working with Microsoft Office programmes.
  • Keyboard and word processing skills
  • Organised and logical working methods
  • Clear written and verbal communication
  • Ability to work as part of a team
  • Able to work on own initiative
  • Keen to learn
  • Patients First
  • Fresh Thinking
  • Working Together
  • Friendly and approachable manner
  • Polite, sympathetic, patient and diplomatic
  • Reliable with good timekeeping.
  • Flexible approach to work.
  • Ability to demonstrate work-life balance.

Desirable Skills Required

  • Able to visit different locations around the Trust and other NHS sites.
  • Qualifications training required
  • An interest in working in the healthcare sector
  • Work experience in an administrative function or in a busy office environment.
  • Understanding of the importance of confidentiality and data protection.
  • Enjoys people contact
  • Able to be flexible with working hours if required
  • Ability to interact with a range of professionals

Qualifications Required

As a minimum to be educated to GCSE A-C (or equivalent) including English and Maths





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