Job summary
- Main area
- Digital Transformation & Innovation
- Grade
- Band 4
- Contract
- 2 years (fixed term/secondment opportunity)
- Hours
- Full time
- Flexible working
- Job ref
- 265-6105920-A
- Employer
- Northampton General Hospital NHS Trust
- Employer type
- NHS
- Site
- Northampton General Hospital
- Town
- Northampton
- Salary
- £25,147 - £27,596 Per Annum - pro rata
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
Employer heading
Digital Transformation & Innovation Project Support Officer
Band 4
Job overview
Are you looking for your next challenge in digital?
We are pleased to be able to offer an exciting opportunity to join the Electronic Patient Record (EPR) Programme Team at Northampton General Hospital. In partnership with our chosen supplier, we have embarked on our digital excellence journey to implement a nationally-leading EPR system that will transform the quality of care for our patients and staff by having instantly accessible information using the latest mobile technology, reducing paper usage and utilising clinical decision support tools.
The EPR Project Support Officer will play a key role in the implementation of the Trust’s EPR, supporting the successful delivery of the EPR. As part of a dynamic and agile team that is committed to our Vision ‘Dedicated to Excellence’, you will have significant personal opportunities to grow and develop, as well as to tangibly impact how care is delivered in the future.
Main duties of the job
The post holder will provide administrative support to project teams and lead specific elements of project implementation. This will include supporting project managers to report regularly on project performance, risk management and financial control. The post holder will lead on specific elements of project implementation (e.g KPI (key performance indicator) collation; data collation; coordination of project reporting) and will serve as the first point of contact for enquiries to the EPR team from internal and external stakeholders.
Travel to the hospital site will be required.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
- Compassion
- Accountability
- Respect
- Integrity
- Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
Main Duties
- Provide project administrative support to the project delivery team who are delivering the EPR programme.
- Support project managers to report regularly on project performance, risk management and financial control.
- Lead on specific elements of project implementation (e.g. KPI (key performance indicator) collation; data collation; coordination of project reporting).
- First point of contact for enquiries to EPR team from internal and external stakeholders – postholder will manage responses to these enquiries.
- Promote agile methodologies in delivery.
- Responsible for overseeing use of project management system – ensuring all projects are utilising the tool to best effect.
- Lead on financial reporting – including tracking and reporting of purchase orders and invoices.
Project assurance
- Support project managers in scheduling tasks and deliverables in order to deliver project successfully.
- Oversee use of the project management system including supporting project teams to ensure the system is up to date.
- Support projects in collation of key operational management data and project reports, for review and use by the necessary Programme Board.
- Responsible for collation of project reports for Programme Boards.
- Coordinate collation of key performance indicator data and benefits data to support projects in showcasing the impact of projects on desired outcomes.
- Organise project and programme meetings across multiple teams – inside and outside of digital. These meetings will range in frequency and format.
- Support in gathering of materials and preparation for meetings/ workshops.
- Support in fostering of continuous improvement culture within projects team – proactively suggesting changes to project management processes.
- To foster a culture that values respect, teamwork and excellence in all aspects of the delivery of patient care.
Finance tracking
- Lead on tracking and reporting of purchase orders and invoices within digital team – this includes profiling future planned spend as well as tracking actual spend.
- Work closely with procurement and finance team to create reports to summarise programme finance position.
- Work closely with projects and business as usual teams to understand spend against forecast.
- Ability to absorb and understand complex, financial information, whether in written, verbal, numerical, analytical and electronic forms.
- Support monitoring and management of budgets and expenditure
Communication and relationships
- Support programme to work with users to understand their needs and ensure digital products meet their needs and provide benefits for organisation, staff and patients.
- Use persuasive, and influencing skills to support projects when required to overcome significant barriers to acceptance of projects.
- Assist project teams with communications planning including writing communication material as required.
- Record actions and decisions (and minutes as required) for Programme Boards.
- Communicate information in varying formats (word, presentation, emails) to a wide range of internal and external staff to support with project delivery.
Professional/ personal development
- The post holder will take responsibility for their own professional development, identifying training and educational needs and agreeing ways of addressing these with the Digital Transformation Programme Manager.
Job requirements
- We support distributed and flexible working arrangements, however, subject to business needs, there may be a requirement to travel to Northampton Hospital site and other sites across the Group and ICS.
- Frequent VDU use is required for this post for periods of up to 3 to 4 hours at a time in order to produce complex reports and analysis to support decision-making.
- Standard keyboard skills
- Frequent concentration will be required on a wide variety of complex issues throughout the day.
- The post holder will participate in and support meetings, which require frequent concentration, with a variety of audiences and mixtures of attendees.
- There will also be a requirement to present complex information at meetings which will require the individual to have frequent concentration to ensure that there is active engagement in the subject matter at hand.
- Exposure to unpleasant working conditions or hazards is rare. Office conditions, with an occasional requirement to travel between sites in this role (for example to support go lives of projects; an unforeseen level of absence at one site; support training or onboarding of new starters; team workshops etc).
Person specification
Skills
Essential criteria
- Ability to organise, plan and coordinate meetings/ schedules across many stakeholders
- Ability to self-motivate and work on own initiative and organise own workload
- Good interpersonal skills, including negotiation and influencing, with internal and external stakeholders
- Good verbal communication skills; ability to build rapport with a wide range of stakeholders at all levels and to develop wider networks
- Good written communication skills; ability to convey complex information in a way that is understood by a range of target audiences
- Ability to respond to shifting priorities, demands and timescales in a high-pressure environment where there are competing demands.
- Ability to absorb and understand complex financial information
- Good persuasive skills to help projects overcome barriers to accepting change
- Comfortable using range of communication styles and formats/ tools including powerpoint and word
Key Competencies/Personal Qualities and Attributes
Essential criteria
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
- Ability to travel to the Northampton Hospital site and to other sites across the Group
Knowledge and experience
Essential criteria
- Evidence of continuing professional development
- Experience of providing administrative support including setting up and administrating meetings and ad-hoc task support
- Evidence of producing reports to summarise complex information in a more digestible format
- Experience of working with a wide range of stakeholders using different communication approaches relevant to the audience
- Experience of gathering data (e.g. operational management data) and converting into graphs/ reports to support business delivery
- Experience of financial reporting and tracking – including forecasting
- Experience of working across organisational boundaries
Desirable criteria
- Experience of working with external suppliers and holding them to account
- Experience of managing/ supporting large, complex projects
- Experience of utilising a project management reporting system
- Experience of working within the NHS
- Experience and understanding of agile methodology and thinking
Education, Training and Qualifications
Essential criteria
- Knowledge of administrative procedures, including specialised Digital systems and project management, training knowledge, acquired through formal training or experience to diploma level equivalent
Desirable criteria
- Quality improvement or project management methodology qualification e.g. QSIR, AgilePM
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Paula Dunnan
- Job title
- Head of Digital Transformation & Innovation
- Email address
- [email protected]
List jobs with Northampton General Hospital NHS Trust in Administrative Services or all sectors