Project Support Officer

Job overview

Are you an organised, proactive administrator who enjoys bringing people together, coordinating projects and making things happen?

Oxford University Hospitals NHS Foundation Trust is looking for a Programme Support Officer to join our Culture, Leadership and Organisational Development Service. This is an exciting opportunity to play a key role in supporting programmes that help create an open, inclusive, and compassionate culture for our staff across all five OUH sites.

Working alongside colleagues from across the Trust, you'll help deliver initiatives that improve staff experience, wellbeing, leadership development, and organisational culture, contributing to our vision of Compassionate Excellence

Main duties of the job

No two days are the same in this varied and rewarding role. You'll:

• Coordinate and provide administrative support for a range of culture, leadership, and organisational development programmes. • Organise meetings, workshops, training sessions, and engagement events. • Support project planning by tracking actions, risks, decisions, and progress updates. • Manage inboxes, mailing lists, intranet content, and communications campaigns. • Produce reports, presentations, and programme documentation. • Support data collection, surveys, and analysis to help measure the impact of our work. • Build positive relationships with colleagues and stakeholders across the Trust. • Help deliver engaging communications that promote learning, leadership, and inclusion initiatives.

Detailed job description and main responsibilities

Administrative Support

Provide effective and timely admin services to specific CL&ODS programmes, initiatives, events, tasks and the needs of leads. Maintain collection systems to provide accurate and timely data to enable the ongoing monitoring and reporting of activity across all areas of the CL&ODS. Participate in relevant working groups/projects, services and initiatives to provide support for specific CL&ODS programmes of work. Coordinate ad hoc and/or regular reports and presentations on CL&ODS programmes for colleagues as appropriate. Deliver an integrated approach to administration support for the CL&ODS through competent and effective teamwork and communication. Supporting administration of audits, frameworks and governance related to the CL&ODS. Ensure the Trust vision, values and behaviours are reflected in all activity for which this post holder is responsible. Support the management and day-to-day running of the relevant Culture inbox. Maintain mailing lists, Yammer pages, intranet pages and other communication streams used by CL&ODS. Administer and support the training programmes delivered by CL&ODS. Provide project-specific administrative support as required. This can include data entry, room bookings, event planning, and workshop resourcing. Produce certificates of attendance for any events requiring certification. Produce signature lists, directions signs and other event documentation as required. Monitor the movement of CL&ODS programme actions against project plans, prompting people to complete their actions in a timely manner; recording progress updates, risks/issues/actions/decision logs.

Communications and Engagement

Create and distribute marketing and communications material for the CL&ODS to build its brand, promote its offerings and maximise technology and social media activity. Ensure the communications plan is adhered to and the yearly events are communicated in a timely manner to increase attendance. Regularly update and maintain the CL&ODS Intranet and internet pages. Liaise with our people from across the Trust in the delivery of the CL&ODS objectives as appropriate. Attend meetings with different groups as appropriate, including a range of different service and professional groups. Have face-to-face, telephone, electronic and written communication with a range of stakeholders.

Research

Conduct research to support projects and initiatives being run by the CL&ODS. This may involve retrieval of information from Trust datasets as well as research from external sources through internet searches and publicly accessible reports.

Support and facilitate engagement events with different stakeholder groups.

Analyse data sets, providing meaningful interpretation of results for areas of responsibility.

Collect project-specific information, as required, to support development and evaluation of projects.

Support the development of surveys and other data collection tools, as required.

Personal Leadership

Take responsibility for own development and learning, including preparing for and proactively contributing to value-based appraisals and regular catch ups with your leader. Keep up to date on NHS People Plans and Strategies, including Leadership, Equality Diversity and Inclusion and wider health related initiatives. Learning, Respect, Delivery, Excellence, Compassion, Improvement Manage own workload with minimal supervision. Role model the Trust values (Learning, Respect, Delivery, Excellence, Compassion, and Improvement) in day-to-day delivery of the role. Maintain high standards of confidentiality at all times when dealing with personal information and other sensitive information.

Other

Opportunities will be available to develop facilitation skills to support co- facilitating CL&ODS events / engagement workshops, etc. With appropriate guidance facilitates C&LS related workshops training, such as Induction and CL&ODS related Core Skills training. Monitoring the CL&ODS Mailboxes on weekly basis and ensuring queries are answered within a timely manner. Ad-hoc administrative support of our Staff Networks in relation to events and other promotional activities.