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Wakefield

    Project Support Officer - Wakefield, United Kingdom - The Mid Yorkshire Teaching NHS Trust

    The Mid Yorkshire Teaching NHS Trust
    The Mid Yorkshire Teaching NHS Trust Wakefield, United Kingdom

    6 days ago

    Default job background
    Secondment
    Description

    Job summary

    If you are a dynamic individual wanting experience within Emergency Planning and Resilience then this is an ideal opportunity to gain skills, knowledge and experience within this field.

    The NHS needs to be able to plan for and respond to a widerange of incidents and emergencies that could have an impact on health orpatient care. These could include extreme weather conditions, infectiousdisease outbreaks and major transport incident.

    The role of the EPRR project support officer is to support the EPRR governance infrastructure by providing comprehensive administrative and project support.

    This ensures the Trust maintains its readiness to respond to unexpected events and emergencies, is building resilience to potential hazards, and is prepared to deliver a response to internal or external incidents through either a direct response (delivery of care to casualties, or enacting business continuity plans) or provision of support to other organisations (mutual aid)

    Main duties of the job

    The post-holder will be required to provide a comprehensivesecretarial and administrative service working across multiple sites asrequired by the EPRR programme of work and in accordance with National and Trustpolicies and procedures. There mayoccasionally be a requirement to work at other sites with inter-facilitytransport provided.

    This post requires a self-motivated and professionalindividual with the confidence and ability to work on their own initiative oras part of a team and be available to support senior management duringsignificant incidents and emergencies within working hours and if required outof hours.

    About us

    We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

    Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

    We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

    We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

    We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

    We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

    Job description

    Job responsibilities

    Main Duties and Responsibilities

  • Maintain effective and accessible information systems to record emergency planning and business continuity data, ensuring that this is accessible in an incident.
  • Relevant daily and operational administrative support for the EPRR team, which includes logging incident, maintaining intranet page, booking training events, diary management and management of the EPRR email inbox.
  • Booking internal and external venues and travel arrangements in accordance with the Trusts policies and procedures.
  • Attending relevant EPRR and the wider health care system preparing agendas, take notes and distribute accordingly. This will entail travel to different venues if appropriate.
  • Publishing accurate information on a timely basis in appropriate formats for a diverse audience, using a range of media, for example, Trust Website, etc. This information must comply with the Trusts Governance policies and the standard work as defined by relevant national, regional and trust policies.
  • Ensure that all requests for support and actions are dealt with in an appropriate and timely manner and any issues brought to the attention of the relevant manager. Requests and actions should be recorded accurately using efficient information systems, for example progress reports and spreadsheets.
  • Keep relevant databases and SharePoint pages up to date at the request of EPRR managers.
  • Build and maintain excellent working relationships both within the service, across the Trust and with external organisations.
  • Support the delivery of education and training sessions
  • Responsible for the daily usage and environment of the Incident Command Centre.
  • Ensure effect stock control mechanisms are in place, where required and ensuring relevant stock levels fit for purpose, and process requisitions for supplies using the Trusts electronic requisition and ordering system.
  • Act as a focal point for the clinical/management team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means face to face/phone/e-mail/letter/ on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required
  • Assist clinical/management teams with administrative tasks, utilising IT systems and a variety of Microsoft Office standard applications or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
  • Undertake typing of correspondence using relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work.
  • To be responsible for the confidential management of EPRR records and ensure that all documentation is version controlled and stored in a timely manner and within standard operating procedures.
  • Contribute to the EPRR Teams business plan priorities and how these align to administrative roles.
    • Person Specification

    Qualifications

    Essential

  • Word processing or equivalent qualification or experience
  • Sound educational background (4 GCSEs grade C or above)
  • IT qualifications ECDL or equivalent

    • Desirable

  • PA/Secretarial Diploma
  • Shorthand Qualification
  • RSA Level 3 typing/word processing

    • Experience

    Essential

  • Experience and knowledge of multi-disciplinary team working
  • Administrative or secretarial experience
  • Experience of working with IT systems
  • Experience of good customer or patient care
  • Working with computer software programmes such as Microsoft Office (excel, word and PowerPoint), e-mail and internet
  • Experience of scheduling/co-ordination activities and/or resources

    • Desirable

  • Previous NHS administrative role
  • Experience of working with patients requiring health care
  • Experience with NHS/healthcare software systems
  • Experience of working with confidential material
  • Experience of Lean Improvement Methodology

    • Skills and Abilities

    Essential

  • Demonstrate good verbal and written communication skills with team/clients/relatives, demonstrate awareness of confidentiality issues.
  • Ability to deal with conflict
  • Good time management skills
  • Ability to engage and motivate others
  • High standard of accuracy
  • High level of initiative
  • Flexibility and able to adapt to change
  • Able to work as part of a team
  • Strong analytical skills
  • Ability to establish and maintain effective working relationships
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