Job description

Job responsibilities

We are looking for an enthusiastic and adaptable Project Administrator to join our project team.

The main responsibility of the post holder is in providing high quality organisational, project and general administration to South Peterborough PCN, including but not limited to; project administration, excellent record keeping in line with project methodologies, supporting recruitment, knowledge of management systems e.g. SharePoint/MS packages.

The post holder will support the PCN Project Team as follows:

Project Coordination: Assist in the planning, execution, and monitoring of projects, ensuring tasks are completed on time and within scope.

Documentation Management: Prepare, maintain, and organise all project-related documents.

Communication Support: Facilitate communication between project teams, stakeholders, by preparing and distributing meeting agendas, minutes, and status reports.

Technology Setup for Online Groups: Assist with the administration required for setup of virtual platforms for online patient groups, ensuring all participants have access and are familiar with the technology.

Risk Management: Monitor project risks and assist in identifying potential issues, providing solutions to mitigate delays or obstacles.

Reporting and Monitoring: Provide regular updates to project managers and stakeholders on project status, including progress, risks, and timelines.

Post-Project Evaluation: Help compile post-project reports to evaluate the project's success, lessons learned, and areas for improvement.

DUTIES & AREAS OF RESPONSIBILITY

Key Responsibilities

Project Administrator

• Assist in the planning, coordination, and execution of project delivery, ensuring alignment with project goals, timelines, and budgets.
• Prepare and maintain project documentation, including project plans, schedules, meeting notes, action logs, and status reports.
• Coordinate meetings, ensuring agendas are prepared, and taking minutes to capture key decisions and action items.
• Track project progress and report updates to the Project Manager, ensuring that deadlines are met and potential issues are flagged in a timely manner.
• Support the administration of project budgets, including processing invoices, tracking expenditure, and ensuring compliance with NHS procurement policies.
• Manage communication between project stakeholders, including team members, senior leaders, and external partners, ensuring clear and consistent information flow.
• Help maintain a central filing system for project-related documents, ensuring they are stored and accessed in line with NHS data protection and confidentiality guidelines.
• Assist in risk management processes, helping to identify and monitor potential risks and suggesting mitigation strategies.
• Provide logistical support for patient groups both face to face and online associated with the project, including booking venues, diary management and preparing materials.
• Contribute to the preparation of reports and presentations for project stakeholders and senior management.
• Provide general administrative support to the project team as required.

• Support with recruitment.

Analytical and Judgement

• Carry out data analysis.
• Extract data and reports from systems.
• Support the design of, and run searches, in various clinical systems.
• Support the compliance, clinical and management teams to identify areas for improvement in data quality.
• Monitor performance.

Communications and Key Working Relationships

• Communicate with a wide range of internal and external stakeholders
• Effective communication skills, both verbal and written, are crucial for this role, as the Project Officer will be involved in preparing reports, creating project documentation, hosting meetings, and delivering presentations.
• Regular collaboration with project team, including project manager, clinical project lead and external stakeholders to ensure alignment on project goals, deliverables, timelines, and resource allocation.
• Frequent reporting to senior management, providing updates on project progress, milestones, risks, and resource needs. The Project Officer will also work with senior management to address any strategic issues or changes in project scope.

Knowledge and Skills

• Ability to organise and maintain your own workload, working with minimal supervision for daily tasks.
• Ability to coordinate other staff for the purposes of project implementation.
• Ability to deal with working in a changing and customer responsive environment
• Support implementation of initiatives through timely and review information analysis and administrative support.
• Experience of service changes and implementation of new systems
• Friendly, professional, and approachable
• Highly motivated and reliable.
• Able to work under pressure.
• Articulate and numerate.
• Good working knowledge of MS Office, including, Teams, Excel, Outlook, and Word.
• Ideally experience of working with SystmOne and designing and running searches.

Other

• To safeguard the health, well-being, and safety of the patients we work with, some of whom maybe classed as vulnerable people or adults at risk. In the event of a risk to a Patient becoming apparent or if concerns arise about a vulnerable persons welfare, to immediately report these concerns in line with the appropriate policy and procedure

NB. in addition to these responsibilities, employees are required to carry out such other duties as may be reasonably required. Lakeside Healthcare reserves the right to vary this job description from time to time in line with business needs.

Job responsibilities

We are looking for an enthusiastic and adaptable Project Administrator to join our project team.

The main responsibility of the post holder is in providing high quality organisational, project and general administration to South Peterborough PCN, including but not limited to; project administration, excellent record keeping in line with project methodologies, supporting recruitment, knowledge of management systems e.g. SharePoint/MS packages.

The post holder will support the PCN Project Team as follows:

Project Coordination: Assist in the planning, execution, and monitoring of projects, ensuring tasks are completed on time and within scope.

Documentation Management: Prepare, maintain, and organise all project-related documents.

Communication Support: Facilitate communication between project teams, stakeholders, by preparing and distributing meeting agendas, minutes, and status reports.

Technology Setup for Online Groups: Assist with the administration required for setup of virtual platforms for online patient groups, ensuring all participants have access and are familiar with the technology.

Risk Management: Monitor project risks and assist in identifying potential issues, providing solutions to mitigate delays or obstacles.

Reporting and Monitoring: Provide regular updates to project managers and stakeholders on project status, including progress, risks, and timelines.

Post-Project Evaluation: Help compile post-project reports to evaluate the project's success, lessons learned, and areas for improvement.

DUTIES & AREAS OF RESPONSIBILITY

Key Responsibilities

Project Administrator

• Assist in the planning, coordination, and execution of project delivery, ensuring alignment with project goals, timelines, and budgets.
• Prepare and maintain project documentation, including project plans, schedules, meeting notes, action logs, and status reports.
• Coordinate meetings, ensuring agendas are prepared, and taking minutes to capture key decisions and action items.
• Track project progress and report updates to the Project Manager, ensuring that deadlines are met and potential issues are flagged in a timely manner.
• Support the administration of project budgets, including processing invoices, tracking expenditure, and ensuring compliance with NHS procurement policies.
• Manage communication between project stakeholders, including team members, senior leaders, and external partners, ensuring clear and consistent information flow.
• Help maintain a central filing system for project-related documents, ensuring they are stored and accessed in line with NHS data protection and confidentiality guidelines.
• Assist in risk management processes, helping to identify and monitor potential risks and suggesting mitigation strategies.
• Provide logistical support for patient groups both face to face and online associated with the project, including booking venues, diary management and preparing materials.
• Contribute to the preparation of reports and presentations for project stakeholders and senior management.
• Provide general administrative support to the project team as required.

• Support with recruitment.

Analytical and Judgement

• Carry out data analysis.
• Extract data and reports from systems.
• Support the design of, and run searches, in various clinical systems.
• Support the compliance, clinical and management teams to identify areas for improvement in data quality.
• Monitor performance.

Communications and Key Working Relationships

• Communicate with a wide range of internal and external stakeholders
• Effective communication skills, both verbal and written, are crucial for this role, as the Project Officer will be involved in preparing reports, creating project documentation, hosting meetings, and delivering presentations.
• Regular collaboration with project team, including project manager, clinical project lead and external stakeholders to ensure alignment on project goals, deliverables, timelines, and resource allocation.
• Frequent reporting to senior management, providing updates on project progress, milestones, risks, and resource needs. The Project Officer will also work with senior management to address any strategic issues or changes in project scope.

Knowledge and Skills

• Ability to organise and maintain your own workload, working with minimal supervision for daily tasks.
• Ability to coordinate other staff for the purposes of project implementation.
• Ability to deal with working in a changing and customer responsive environment
• Support implementation of initiatives through timely and review information analysis and administrative support.
• Experience of service changes and implementation of new systems
• Friendly, professional, and approachable
• Highly motivated and reliable.
• Able to work under pressure.
• Articulate and numerate.
• Good working knowledge of MS Office, including, Teams, Excel, Outlook, and Word.
• Ideally experience of working with SystmOne and designing and running searches.

Other

• To safeguard the health, well-being, and safety of the patients we work with, some of whom maybe classed as vulnerable people or adults at risk. In the event of a risk to a Patient becoming apparent or if concerns arise about a vulnerable persons welfare, to immediately report these concerns in line with the appropriate policy and procedure

NB. in addition to these responsibilities, employees are required to carry out such other duties as may be reasonably required. Lakeside Healthcare reserves the right to vary this job description from time to time in line with business needs.

Person Specification

Qualifications

Essential

• GCSEs in English and Mathematics (or equivalent) as a minimum, Business Administration Level 2 or equivalent experience.

Desirable

• Educated to A level or equivalent or relevant work experience, Project management qualification or relevant coursework (e.g., PRINCE2 Foundation, APM).

Experience

Essential

• Experience of working in an administrative or project coordination role, preferably within the NHS or healthcare environment, Experience of planning and delivering initiatives or projects, Experience with meeting scheduling, minute-taking, and managing communications within a team, Experience of data entry, validation and producing reliable information for decision making purposes, Experience of working effectively in a team environment.

Desirable

• Experience of working with the SystmOne clinical system.

Qualifications

Essential

• GCSEs in English and Mathematics (or equivalent) as a minimum, Business Administration Level 2 or equivalent experience.

Desirable

• Educated to A level or equivalent or relevant work experience, Project management qualification or relevant coursework (e.g., PRINCE2 Foundation, APM).

Experience

Essential

• Experience of working in an administrative or project coordination role, preferably within the NHS or healthcare environment, Experience of planning and delivering initiatives or projects, Experience with meeting scheduling, minute-taking, and managing communications within a team, Experience of data entry, validation and producing reliable information for decision making purposes, Experience of working effectively in a team environment.

Desirable

• Experience of working with the SystmOne clinical system.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Lakeside Healthcare Group

Address

Lakeside Healthcare

Landsdowne Road

Yaxley

Peterborough

PE7 3JL

Employer's website

https://www.lakesidehealthcaregroup.co.uk (Opens in a new tab)