Single Hospital Service Programme

Job Description

Job Title / Programme Administrator
Band / 4 (indicative)
Department / Single Hospital Service Programme
Responsible to / Head of Delivery
Reports to / Project Manager
Hours / Full time – 37.5 hours per week
Location / University Hospital of South Manchester (Wythenshawe Hospital) - Flexibility may be required to support meetings and events
Term / Fixed Term secondment until end of October 2017

Role Overview

The Programme Administrator will be a key member of the Single Hospital Service Programme team, providing an effective and comprehensive administration support service for the Programme Team. The role will provide diary management support for the Deputy Programme Director, the Director of Transformation for the Programme and the Team Secretariat Diary (including support in arranging meetings for the team members and Workstream leads). The role will also provide comprehensive administration support, assisting the project managers and the overall team as required to support the effective delivery of the programme. The post holder will also ensure to demonstrate an awareness of the political sensitivity of the Single Hospital Service programme and the GM sector.

Main duties and responsibilities

Administrative

  • Diary management for the Deputy Director and Director of Transformation of the Programme.
  • Diary management of the Team Secretariat Diary (including support in arranging meetings for the team members and Workstream leads).
  • General Office Management (Stationary ordering/ updating annual leave charts/liaising with Sodexo/looking after the Conference phone equipment and line etc.)
  • General clerical duties e.g. filing, photocopying etc.
  • Provide secretariat support for meetings and workshops – e.g. arranging and organising meetings, issuing agendas and papers and attending, taking and distributing minutes and follow-up actions.
  • Support the project management office and wider programme team with any administrative related activities.
  • Support the production of key programme documentation.
  • Support for all administration functions within the team, including problem solving, supporting and resourcing.
  • Ensure robust systems are in place for the monitoring and management of all governance structures.
  • Carry out a range of administrative tasks and be able to provide cover for any members of the administrative team within areas of responsibility as and when required.
  • Support the gathering and provision of data as requested by external advisors
  • Maintain departmental stationery stock and dealing with repair/maintenance of office equipment.
  • Maintain sight over the Programme Team’s Mandatory Training status, and to ensure members of the team are compliant.
  • Deal promptly with a wide range of enquiries from stakeholders flagging up to line manager unresolved issues/problems as they arise.
  • Maintain a bring-forward file and ensuring appropriate papers are available for meetings.
  • Assist with the review of secretarial procedures within the department to continually improve service provision.
  • Follow departmental or Standard Operation Procedure (SOP’s).
  • Comply with the Data Protection Act and Caldicott Guidelines in relation to confidential data.

Financial Resources

  • Procure stationary and office equipment as per delegated authority.
  • Assist the project team to process invoices in line with the host organisation’s Standing Financial Instruction.
  • Assist the managers with any issues relating to maintenance, facilities, procurement etc.

Communication and Leadership

  • To ensure effective administrative systems are in place to support the work of the team. This will include working closely with all team members.
  • Assist in liaising and the communicating of programme information.
  • Ensure that an appropriately level of confidentiality is applied when dealing with any sensitive information.

Planning and organising

  • Contribute to the efficient running of all functions of the areas managed including arranging activities.
  • Support the team in the arranging of any team events or programme workshops
  • Ensure all work is processed by the team promptly and accurately upon receipt.

Analysis and Data Management

  • Develop and maintain excellent data quality standards in all aspects of work.

Partnership Working

  • Actively assist in promoting and fostering good working relationships within the team.

Person Specification

Factors / Description / Essential / Desirable
Knowledge, Training & Experience / Educated to degree level or relevant equivalent experience
Educated to NVQ 3 / GCSE level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Significant administrative/ secretarial experience including initiating and maintaining office systems
Advanced Microsoft office skills including Outlook, Word, Excel (including creating databases) and Powerpoint. / 

 / 
Skills / Excellent electronic diary management and time management skills
Problem solving ability
Ability to develop excellent working relationships with colleagues and external stakeholders
Excellent oral and written communications skills
Self-motivated, pro-active and able to manage own workload
Ability to use own initiative in understanding tasks with minimal supervisions
Minute taking / 






Communication / Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
Ability to work effectively as part of a team.
Ability to work under pressure in a busy working environment and able to multi-task / 



Autonomy / Ability to work without supervision; Able to work on own initiative, organising and prioritising own workload to changing and often tight deadlines / 
Equality & Diversity / Understanding of and commitment to equality of opportunity and good working relationships. / 
Other / Excellent customer service skills; An ability to maintain confidentiality and trust. Good time keeping.
Flexible approach to work.
Professional, calm and efficient manner; Understand of and commitment to equality of opportunity and good working relationships
Conscientious and hard working
Tactful and diplomatic
Demonstrates a ‘can do’ approach at all times / 