Job Title:Project Admin Officer

Job description

Job title:Project Admin Officer

Responsible to:Head of Business Development

Duration:Fixed-term contract of 6 months with possibility of extension

Location:Aylesbury office, Buckinghamshire

Hours of Work:Full-time (i.e., 35 hours per week)

Salary:Full-time equivalent of £23,000 - £25,000 per annum (i.e., £11,500 - £12,500 for a six-month contract)

Main purpose

The ICT Programme is a 2-3 year programme of work to improve the Association’s systems, technology, processes and information use, as part of the wider programme aimed at ensuring that the Association is able to continue to support and campaign for those affected by Lymphoma.

The primary purpose of the role is:

To assist the project manager in delivering the programme.
To assist staff in the delivery of their elementsof the projects.
To track, manage and communicate key project actions, particularly where specialist knowledge is not required.
To maintain project documentation.
To assist in assuring the quality of the projects

Key internal and external relationships

Senior management team
All internal teams
Suppliers and external consultants
Supporters, volunteers and beneficiaries

Main duties

Programme specific

Organise meeting and workshops as required by the projects.
Minute meetings, record actions and ensure timely completion.
Liaise with suppliers and co-ordinate their activities with the projects.
Support staff in the delivery of their project activities, such as working with them and providing ad-hoc backfill to free up their time.
Carry out research, information collation and reporting to support project activities.
Track, manage, communicate and complete project tasks where they do not require specific expertise.
Co-ordinate communication with stakeholders in accordance with the communications plan
Manage the project information and filing, ensuring key documents such as the RAID log are up to date, and everything is readily available to the project teams.
Assist with project quality assurance, organising product reviews, and testing, and assisting in testing, recording and evaluation of results and feedback.

General

To meet with the line manager for the purpose of regular supervision and annual appraisal.
To participate in staff training, organisation/team meetings and events, as required.
To keep up-to-date with developments and learning in the field of cancer-related patient information and support.
To comply with the organisation’s health and safety, confidentiality, data protection and other policies.
To promote equality of opportunity and anti-discriminatory practices.
Any other duties deemed appropriate by the line manager and Head of Business Development, subject to time and commensurate with level of responsibility and salary.

Person specification

It is not expected that the successful candidate will have experience/ competency in all the areas highlighted. Lymphoma Association is committed to helping individuals develop professionally and personally, and your application is encouraged.

Education, experience and knowledge

Experience ofsupporting delivery of change programmes, ideally in a healthcare or charity setting.

Experience of providing project support in IT, process or information focussed project environment

Desirable but not essential: Experience of quality assurance and testing

Desirable but not essential: Degree level qualification

Skills and abilities

Excellent communication (oral and written) and interpersonal skills.

Ability to draft and write compelling and easy-to-understand materials to support programme delivery.

Good IT skills and computer literacy.

Attention to detail.

Flexible approach to work and highly organised working practices.

Ability to work as part of a team.

Ability to deal professionally and sympathetically with people affected by lymphatic cancer.

Desirable but not essential: Experience of using project management tools.

* The job may involve occasional travel within the UK for the purpose of visiting suppliers or potential suppliers, and attending meetings or training. Occasionally, there may be the need to work at weekends or during anti-social hours, for which notice and time off in lieu will be given.

Personal competencies

The Lymphoma Association works to a clear set of values in everything that it does, as follows:

SPECIFIC about lymphoma

Specialists – in lymphoma
Proactive and ambitious – in bringing about change for people affected by lymphoma
Empathetic and caring– about people affected by lymphoma
Confident– about what we can achieve
Inclusive and representative – of people affected by lymphoma
Focused and clear – on what we need to achieve
Influentialand empowering – in what we do
Collaborative– in how we work

The table below sets out how our values relate to the competencies required for this role.

Competency area / Ability to….
Specialist /

Specialise in applying knowledge and expertise to the benefit of those affected by lymphoma.
Work with the programme stakeholders to deliver the ICT programme effectively.
Apply own knowledge and expertise to supporting and developing the organisation’s goals and objectives.

Proactive and ambitious /

Successfully deliver ICT project activities that meet ambitious outcome targets.
Take the initiative in proposing and bringing about change within the organisation’s ICT programme and the arrangements for delivering it.
Has a “can do” approach to dealing with work challenges and dilemmas.

Empathetic and caring /

Understand the needs of people affected by lymphoma and how the ICT programme can help them cope with their diagnosis.
Empathise with the different levels of understanding and knowledge among staff, service users and supporters aboutthe programme, in order to ensure that communication, planning and engagement strategies are clear, informative and easily-understandable.

Confident /

Confident about proposing new ideas and bold solutions to the challenges facing the Lymphoma Association.
Not afraid to challenge ways of working in order to bring about improvements in processes and outcomes.
Confident that will succeed in contributing to and delivering organisational objectives.

Inclusive and representative /

Involve staff, service users and supporters in the review and further development and implementation of the project, ensuring as wide a range of needs are met as possible.
Understand and appreciate the diversity and wide range of backgrounds from which our staff, service users and supporters are drawn, and how this impacts on involvement and communicating with them and then meeting their needs.
Consider developments in other similar organisations, learning from their experiences and introducing relevant information, ideas and intelligence for the benefit of the Lymphoma Association.

Focused and clear /

Maintain a clear focus on the key priorities and operational needs of the Lymphoma Association.
Generate and produce clear documentation and supporting materials for the ICT programme.
Be well-organised in managing and prioritising a wide range of competing tasks.

Influential and empowering /

Oversee, through working with others, the effective delivery of the project.
Ensure that problems and conflicting demands are anticipated and that solutions are identified quickly.
Influence and improve organisational processes and workflows.
Empower staff, volunteers, services users and supporters to engage with and benefit from the programme in their work or to meet their support needs.

Collaborative /

Form good relationships with people in other departments throughout the Lymphoma Association.
Build a positive, committed atmosphere for the programme within the organisation. Also build constructive and successful working relationships with key suppliers and partners.
Inspire people to work together to set up and deliver the project.

Project Admin Officer – job description and person specification – Lymphoma Association – May 2017