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Job description

We have an exciting opportunity for a highly-efficient and organised individual, with a keen eye for detail and improvement to join a dynamic and diverse team of senior leaders in the Transformation team.

As a member of a strategic team, The Transformation Team Administration Officer is expected to work to a high level of responsibility, working with Programme Managers and Project Managers to support the delivery of crossing cutting programmes of work in local services.

This is a unique role that offers exposure to skills development across services and business functions, providing the opportunity to learn more and gains experience in project management office. Skills and remit of the role include;

The ideal candidate will have:

• Prior experience of working in an advanced Administrative role, be willing to learning, or seeking a career in PMO or Project Management and is interested in dynamic and innovative workplaces.
• Sound technical skills in supporting efficiency and process oversight, with an ability to adapt the approach to meet the team’s needs.
• Knowledge and skills of maintaining basic project documents, e.g., Risk logs, RAID logs etc

PMO:

• Undertake various general PA diary management and administrative tasks around meeting management, minute taking and project log maintenance.
• Management of team financial tasks, including raising purchase orders and analysis of budgets.
• Management of team operational/duty processes.
• Undertake information/project analysis as agreed with the Director of Transformation/Head of Mental Health Transformation in line with skills and scope of the role.
• Contribute to effective information management within the team, such as sharing information from workstreams as required, trust wide information and changes that impact team roles and delivery, updates from HR and Communications.
• Investigate, analyse and report on data and or monitoring processing of data and information, including development and maintenance of databases as required and present findings in an agreed manner.
• Assist in the project management of discreet projects as agreed appropriate with line management.
• Participate in relevant internal and external working groups/projects to provide information/analyst advice and support and to maintain data collection systems for its effective use by the team.

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK. Our team specifically has the unique opportunity to work with local partner and providers to shape change.

As a member of the team, you will have the opportunity to support and inform changes to services that impact over 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, where we enable transformation of services delivering care in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units and inpatient care.

Our team is growing, it is always open to change ideas and fosters a strong relationship of continued professional development, progress and wellbeing. We look to support our team take up new skills and bring new ideas. We are a small team with a big personality and we would warmly welcome you, if you are passionate about change and innovation, to join our team.

• Provide diary management support to Director of Transformation; and ad hoc support to Head of Transformation;
• Support transformation team members with priority activities requiring diary coordination with specified leads i.e. LSS COO and Deputy Directors;
• Printing and photocopying of documentation;
• Establishing and maintaining programme files and folders and information catalogues/databases
• Carry out web based and publications research.
• Establishing, maintaining and utilising local team processes and procedures to keep the team organised;
• Arranging and attending programme meetings, supporting forward agenda planning, co-ordinating contributions to papers, preparing papers and presentations, taking minutes, tracking actions, and ensuring that programme Boards and committees operate within organisational standards;
• Minute taking of key meetings, including the Transformation Programme Executive;
• Booking and setting up of meeting rooms, including the setup of flip charts and other equipment;
• Supporting team members in the preparation of programme documents (using full suite of Microsoft Office tools) including programme risk and issue log, organising risk reports, progress reports, and dependency logs relative to key high-profile meetings
• Provide administrative support to various programme management activities including the organisation of presentations, programme event planning, benefits management, knowledge management, and others;
• Provide high quality project, service, initiative and administrative support including information and analysis.
• Undertake reporting and analysis of information to support delivery; this may entail flagging risks or where projects/programme may clash to prevent delays
• Working in an integrated manner with the local teams and establishing NWL-wide networks.