Improvement Support Service Office / PA Director of Improvement

Job overview

An exciting opportunity has arisen to join the Improvement Team as an administrative officer and personal assistant. We are looking for an enthusiastic and motivated individual to join our team.

In this role, you will provide high quality administrative and project support across a range of Trust-wide strategic improvement programmes including the Improvement Academy. You will also be responsible for delivering event co-ordination and provide personal assistant support to the Director of Improvement.

Main duties of the job

Based at Trust Headquarters, this role is ideally suited to a talented administrator who is keen to develop themselves as they provide a vital role in a productive improvement team.

The technical and practical skills required for the job include:

• Organisational skills and the ability to adapt to changing priorities
• Understanding and appreciation of project management
• Reliability and a genuine interest in the job, coupled with a willingness to learn are essential.
• Proactively work in close collaboration with the Quality Improvement (QI) team and senior colleagues across the organisation
• Demonstrate initiative in identifying, analysing and solving problems
• IT literacy, including Word, Excel, PowerPoint and Outlook
• Data analysis skills
• Communication skills

Detailed job description and main responsibilities

Please review attached Job description for more information

Functional Responsibilities

Administration Support:

• Provide administrative support to the Head of Quality Improvement and the QI team on a number of Trust Strategic Programmes in line with Prince2 project management principles.
• Work closely with the Director of Improvement and provide Personal Assistant (PA) support to plan and organise calendar commitments across their wider portfolio.
• Planning and organisation of team away days, learning, training and conference events managed by the ISS Team, including liaison with venues, caterers, transport, etc. This may involve liaison with a wide number of internal and external agencies.
• Personal Assistant to the Director of Programmes
• Undertake the full range of secretarial duties for the Associate Director of Programmes including management of diaries, maintenance of appropriate filing systems, photocopying, processing all incoming mail, and ensuring that all outgoing mail is distributed efficiently and quickly.
• Assist the Director of Improvement in producing business reports, presentations and project work as required, including the use of information systems.
• Assist in an administrative role in arranging annual appraisals and monthly supervision meetings for staff within the Quality Improvement, Information Governance and Serious Incidents teams.
• Prepare and co-ordinate agendas for identified committees, groups and team meetings, circulate papers, take and produce formal minutes, book venues and arrange catering.
• Be the main point of contact for all committees, groups and meetings for which they are the lead co-coordinator.

Financial and Physical Resources:

• Be responsible for the procurement and maintenance of office equipment, departmental stationery and other items within the QI team, coordinating with relevant departments e.g. Procurement, Health and Safety, Maintenance when necessary.
• Be responsible for arranging and managing the ISS teams supplies for use in office, workshops and training/conference events.
• Be responsible for the administration of purchasing via the Trust procurement system, including raising of purchase orders and arranging payment of invoices

Information Management:

• Work with members of the QI Team to implement data collection systems that will provide accurate and timely data, undertaking data analysis, reporting and presentation as agreed with programme/line manager, e.g. analysis and reporting of participant feedback following training sessions.
• Act as the system administrator for the LifeQI system, ensuring data cleansing activities take place on a regular basis and produce appropriate reports