Project Support Manager

The role of the Project Support Manager (Operational Managerial Team Memory Service) The role of this job will be pivotal in ensuring the provision of dedicated, comprehensive and effective support to the Senior Management and Operational Team. The post-holder will be able to demonstrate excellent communication and organisation skills, be able to multi-task planning and prioritising workload pulling information together to support the delivery of Navigo objectives gathering of information relative to requirements. The role will plan and manage elements of projects, support and facilitate and monitor progress of projects across or within sites and support performance improvement. The postholder will be able to provide high level dedicated support including complex diary management at Senior level fielding inboxes and prioritising responses in line with Operational need and Senior workload. The post-holder will be well organised and able to demonstrate effective management of workload with proven communication, organisational and decision making skills; putting the needs and opinions of the service users, staff and stakeholders at the forefront of their actions. The post-holder will have the skillset for dealing with complex enquiries and investigating a variety of issues and proposing solutions and will support the development and delivery of objectives, achieving high quality outcomes, planning and prioritising own workload and working to tight and often changing and challenging deadlines. The postholder will have sufficient understanding to escalate project risks and issues that cannot be resolved at project level. The post-holder will demonstrate the ability to plan and organise a range of events including travel arrangements, venue bookings and the organising of attendees and speakers as directed. The postholder will have an excellent working knowledge of the full range of administrative and organisational policies and procedures of the organisation. The post-holder will have a proven track record of working within and promoting Navigo values dealing effectively with conflict; negotiating; empowering others and facilitating effective teamwork. MAIN DUTIES / RESPONSIBILITIES 1. To provide full business support and assistance to the Senior Management and Operational team, including Senior Manager and Team Leads, offering comprehensive and highly complex diary management skills. 2. To provide dedicated SI support to the Senior Management and Operational team where they are the Lead Investigator for Serious Investigations, complaints and staff grievances etc 3. To manage multiple high level senior inboxes managing complex enquiries and prioritising requirements and workload for Senior Management and Operational team. 4. The role will support the delivery of Navigo objectives, service objectives, planning, collating and supporting management of projects gathering of information relative to requirements. 5. To manage elements of a project and support and facilitate and monitor progress of a project across or within sites supporting performance improvement supporting and administering high-level project work producing specific project reports as directed including: Setting up/producing and updating/maintaining project documentation, including, producing reports, the role holder will oversee production and updating of project plans to ensure all actions are undertaken, fed back appropriately and updated into project/actions plans. Maintain activity registers and actions plans for operational areas of the service. Contributing to the development of programme and project documentation including Plans and Business Cases etc. Keeping the Senior Manager aware of the project status. Preparation of project reports. Attend Project meetings as required, feedback and maintain action logs as required. 6. To be the first point of contact for the Senior Manager, dealing with communications professionally and appropriately responding to sensitive and complex enquiries with the ability to feedback and investigate a variety of issues and propose solutions. 7. To set up, manage and support complex internal and external management (Senior Management team) business meetings, taking accurate meeting minutes (verbatim as required), following up and reporting back on meeting actions including: Sourcing and booking of suitable venue Invitations/Meeting apology collation for Chair in relation to meeting attendees Preparation of Meeting Agendas and dissemination of documentation pre meeting Taking, producing and distributing accurate and reflective minutes of meetings and relevant documentation. Undertaking post meeting actions, following up and reporting back on attendee actions relative to the role of the Project Support Manager (Operational management Team). To plan and prepare, in draft, correspondence and reports on behalf of the Senior management team in accordance with agreed priorities. 9. To set an example to all staff in terms of professionalism and customer care. 10. The postholder will maintain an excellent working knowledge of the full range of organisational policies and procedures. 11. The post-holder must be able to analyse information received and when the information received is not straightforward, use initiative or seek advice as necessary when making a decision regarding the appropriate course of action. Collates information and data for the preparation of reports and management information. Collates and presents statistical data to Managers, as required. 14. Effectively communicates information and actions across the management Team. 15. Prepares written responses to other agencies and enquiries. 16. To provide and receive complex and sensitive information. 17. The ability to work with and co-operate with NHS staff and other staff, families, carers, users and other professionals at all levels within a variety of situations with the ability to deal tactfully and professionally with service users and external stakeholders. 18. Maintains an excellent knowledge of all mental health teams and will have a proficient working knowledge of policies and procedures including administration. 19. Informs staff, other agencies and the general public on relevant changes to policy and procedures appropriate to the specified section if requested. 20. Participates in new initiatives as service dictates. 21. The post-holder must be able to deal with a demanding workload which will involve continuous interruptions. 22. The post-holder must have effective time management skills and be able to prioritise own workload on a day to day basis and that of others. 23. Must have a working knowledge of and comply with Health and Safety regulations, confidentiality and data protection policies and Access to Health Records ensuring that they are adhered to at all times. 24. Ad hoc duties to meet the needs of the Service. Undertakes any other relevant duties required from time to time, as reasonably correspond to the general character of the post and is commensurate with the level of responsibility. NB: This job description gives only the principal duties and responsibilities; therefore the post holder may be required to undertake various duties that are implicit in the principal duties of an administrator / project manager. Navigo reserves the right to review and modify the job description (in accordance with the grade of the post). Any changes will be discussed fully with the post holder in advance. The job description will be reviewed periodically to take into account changes and developments in service requirements and any modifications will be by mutual consent wherever possible.