PMO Systems Administrator

at  Nottingham University Hospitals NHS Trust

The Trust Programme Management Office (TPMO) has a vital role in the delivery of programmes across the Trust. The PMO is split into two functions:
The Programme Delivery Team makes available a ‘pool’ of competent project delivery professionals to the NUH organisation and is an important enabler for how we are improving quality, safety and value for money at our hospitals; and is our practical response to the challenges we face. This team targets the most important programmes and projects across the Trust and deploys project teams to work with local subject matter experts to deliver the project plan and the associated benefits.
The Programme Solutions Team comprises of a team of project professionals concerned with improving the successful delivery of programmes by providing a wide range of Project, Programme & Portfolio Management services to NUH Clinical and Corporate Divisions. This includes providing a Programme Management Framework and Standards, developing Project Management capability / training, providing Programme Governance oversight and Assurance to the Trust Board, and developing the Project Management community within NUH and across the NHS.
The PMO manages, develops and provides support and training of the NUH Matrix system which is an electronic Project and Programme Management tool used throughout the Trust. The PMO acts as the custodian of this system. We are currently in the process of switching from this system to a new Microsoft Office 365 solution.
The post-holder will be responsible for the day-to-day management of the system and co-ordination of the Programme Management Office, including line management of two admin apprentices.
The post-holder will support the delivery of a dynamic information reporting service to enable Programme Sponsors and Leads in providing assurance to senior committees for the integrity and governance of the programmes.
The post-holder will maintain and develop the Programme Management System to provide both a robust and responsive service for information needs from within the PMO and around the Trust
The post-holder will be expected to occasionally work across both campuses but will be predominantly hybrid working with some work from home and main on-site base at the City Hospital Campus.
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Develop complex systems to meet the changing needs of the Trust Executive Team to support the management of programmes of work and business changes.
Responsible for supporting staff and project managers trust-wide in the use of the PMO Programme Management system.
Provide reports for the Governance of the portfolio of projects to ensure Planning, Risk Management and Benefit Management etc are monitored for Trust wide Programmes.
To scope new reports using existing data from multiple sources, from specification through to distribution, that increase the PMOs ability to inform stakeholders through appropriately presented information.
To support the delivery of training sessions on PMO Programme Management system.
Ensure the smooth day to day running and co-ordination of the PMO.
Assist with maintaining the communication in connection with the Programme including intranet pages and production of communication material to staff across the Trust.
Produce and develop monthly reporting, presentations, documents, etc for Better for You Steering Group on behalf of senior staff in an efficient, accurate and timely manner.
Attend specific meetings to record, prepare, submit and distribute minutes and action lists as quickly and efficiently as possible. Prepare agendas and supporting papers, following up actions as necessary.
Management of staff records including Attendance Returns, sickness and absence monitoring, training records and personnel files. Deal with confidential matters, maintaining confidentiality at all times.
Perform maintenance and updates to the Programme Management System, continually engaging with stakeholders to identify their needs and reporting requirements and adding new, user-friendly functionality accordingly.
To update the scheduled PMO reports in a timely and accurate manner whilst managing ad-hoc requests for data from stakeholders and effectively prioritising these.
To continually review data quality within PMO information and work with data providers to ensure accurate data collection and completeness.
To provide line management to the Trust PMO’s admin function, ensuring that staff meet the needs of their roles.
Any other duties/projects as may reasonably be required within the grade of this post

Please refer the Job description for details