Band 5 Project Support Officer - Bath NHS House

at  Avon and Wiltshire Mental Health Partnership NHS Trust

We operate a hybrid working arrangement, meaning that the role is not wholly home-working but a combination of both office and home working.
You will be a key member of the Programme Management Office and will be expected to support, facilitate and monitor the delivery of projects within budget and to agree timescales as set out in the programme plan.
You will work alongside Programme and Project Managers and key stakeholders to develop and implement programmes and projects. This role will work across a number of local delivery units and external partner organisations.
You will provide project management support and high level administration to the Project Team by managing the day to day tasks such as updating project plans, tracking progress, producing reports and guiding the team in the production of other project documentation and process as required. They may also provide support to the Project Sponsor in developing the project communication and engagement matrix and plan, including e-communication. This role will specifically support the inpatient programme.
An opportunity has arisen for a dynamic, motivated and energised person to join the Programme Management Office as a Project Support Officer.
You will require excellent inter-personal skills and be skilled in making and sustaining relationships with a range of stakeholders. You will have strong organisational skills with a keen attention to detail and be adept at fact finding, information gathering and analysis. You will be skilled in all aspects of project support (developing project plans, risk registers, highlight reports, facilitating meetings, etc) and possess exceptional IT skills (Excel and Word in particular).
You will be expected to add pace, pragmatism, enthusiasm and use your own initiative to get tasks completed, working both independently and as part of a team. You should be a quick learner, be forward thinking and have a can-do attitude.
If you have the experience and enthusiasm to deliver improvements to services that improve quality, safety and better outcomes for patients then we would like to hear from you. In return, we will help you hone your project skills and support you in your personal development as well as offering a great place to work.
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Ensure the effective coordination of programme and projects and be responsible for:
Planning and communicating the Project Work Plan, in conjunction with Project Manager, Executive Lead and Project Sponsor, adapting it as required to meet changing priorities
Administering both internal and external meetings, such as the Transformation Board and project steering groups – working with the meeting chair to ensure timely preparation of documentation and communication to members of the meeting, ensure the meetings are attended administratively and minutes or action logs are prepared and circulated in a timely manner.
Organising and facilitating project training, workshops and events.
Seeking information from project teams, at times needing to challenge them on any slippage in project deliverables, in order to produce and update high quality project plans and other core project documentation and reports.
Maintaining the project or programme shared drives, including folder structure.
Supporting communication between the team and other parties by providing timely responses to queries received, both by telephone, team e-mail inbox, in writing and in person.
Maintaining project paperwork including version control.
Ensure project reporting requirements and PMO standards are met and reviewed in a timely manner.
Gather benchmarking information to inform the programme and projects as directed.
Assist on projects benefits realisation planning and monitoring.
Assist with risk assessments and update the PMO Risk Registers as required.
Support the development and delivery of the programme and project communication and engagement plans:
Draft and Distribute reports and briefings to key committees on behalf of the Project Manager.
Provide support to the production of current and future state mapping.
Undertake and manage discrete projects or self-contained stages of larger projects. This will involve analysing project assessments, such as learning logs, change control and closure reports in order to identify and implement outstanding and mitigating actions.
Responsible for planning, organising and delivering on a broad range of task and finish groups, monitoring delivery against agreed budget and timescales and suggesting changes to the project plans where required.
Support the Project Manager in ensuring the Project is part of the Integrated Business Planning Process and synchronised with related Operational Plans.
Collect, record and report data, and to monitor progress against key performance indicators and highlight interdependencies between projects both within and outside of the Trust Programme.
To employ communication skills to negotiate on sensitive and contentious issues regarding future service delivery, service provision and ways of working, with sensitivity and diplomacy.
Organise and manage workload on a day to day basis to meet competing demands and deadlines, including an ability to respond to ad hoc requests.
Ensure smooth running of the office, ensuring all operational issues are dealt with in a timely fashion.
Ensure team members receive relevant data or reports such as essential training updates, project milestone performance, and benefits realisation.
Ensure that all tasks and procedures are fully documented and accessible by others and that cross cover procedures are maintained so that all tasks can be completed in the absence of the post holder, whether planned or unplanned.
Continuously improve everything we do in order to consistently exceed customer expectations and improve efficiencies, improve patient care and drive down costs.

To take part in regular performance appraisal.
To undertake any training required in order to maintain competency including mandatory training, i.e. Fire, Manual Handling
To contribute to and work within a safe working environment
The post holder is expected to comply with Trust Policies
Communications and Working Relationships
Head of Programme Management Office and Project Management Office
Executive Directors and Head of department
Local Delivery Unit Managers
Clinical Directors
Quality Directors
Service Managers
Lead Clinicians
Clinical teams
Administrative staff
Other corporate staff
External stakeholders and Provider Partner