PMO Administrator

Job overview

The East Midlands Cancer Alliance is seeking a PMO Administrator to support the smooth operation and success of our project management activities. This is a fantastic opportunity to play a key role in improving cancer services across the region.

As a PMO Administrator, you will provide essential administrative and coordination support to our Project Management Office, ensuring efficiency and structure in delivery.

Main duties of the job

You will be responsible for a variety of tasks, including:

• Documentation & Reporting: Maintaining project documentation, tracking performance metrics, and updating stakeholders.
• Process Improvement: Helping to refine project management processes, tools, and templates.
• Administrative Support: Managing diaries, handling correspondence, organising events, and dealing with queries from stakeholders.
• Data Management: Inputting, monitoring, and checking data required for project reporting and performance tracking.
• Communication & Engagement: Acting as a point of contact for teams, responding to complex queries, and ensuring effective information flow.

Working for our organisation

NHS Nottingham and Nottinghamshire Integrated Care Board (ICB) is a strategic component of the Integrated Care System (ICS) across Nottingham and Nottinghamshire. We were formed with the intention to improve population health and collaborate with local partners (NHS, Local Authority and Third Sector) to deliver high quality health and social care provision to our local population.

We have accountability for the system delivery of the ICS’ priorities such as improving outcomes in population health and healthcare, tackling inequalities in outcomes, experience, and access, enhancing productivity and value for money, and helping the NHS support broader social and economic development.

In conjunction, with patient experience and the growing demands of our population; we are facing significant financial challenge. We are required to reduce expenditure to sustainable levels (ICS 5-year strategic plan).

The ambitions are great, but so are the opportunities to be part of our new and evolving organisation, to make positive impactful change to the health and social care agenda across Nottingham and Nottinghamshire.

Detailed job description and main responsibilities

• Support and Coordination: Assisting project managers and teams with project setup, tracking, and reporting. This includes scheduling meetings, preparing agendas, and documenting minutes.
• Resource Management: Ensuring that resources are allocated efficiently, tracking resource availability, and ordinating with different departments to fulfil project needs.
• Documentation and Reporting: Maintaining comprehensive documentation, including plans, schedules, and reports. Regularly updating stakeholders on project progress and performance metrics.
• Process Improvement: Developing and refining project management processes, tools, and templates to enhance efficiency and consistency across projects.
• Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
• Undertaking all administrative duties such as photocopying and sorting and prioritising mail and e-mail where required. Distributing as appropriate.
• Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
• Managing the electronic diary for the department, including arranging, and changing appointments, prioritising these as appropriate.
• Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
• Organising and planning events as directed, providing all necessary supporting in local materials.
• Supporting teams in project management and participating in department events.
• Required to input, monitor, and check data produced and required for on-going programmes and projects.
• Working with all team members in the collection of information for performance reporting on relevant team projects.
• Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
• - Running and collating reports which may include reports to the Board and senior management as required.
• Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
• Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
• Working together with other administrators/PA’s across the organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators’ general duties on the base.
• Providing guidance and advice on relevant policies and procedures.
• To carry out other appropriate delegated duties as required.

Person specification

Knowledge, Training and Experience

• Higher national certificate or diploma or equivalent level of knowledge

Responsibilities for information resources

• Develops documents from relevant information

Communication and relationship skills

• Provide and receive complex and/or sensitive information where persuasive, negotiation and reassurance maybe required.

• Experience of acting as a point of contact for a team

Analytical and judgement skills

• Judgements and assessments where there is more than one solution. Analysis of a range of facts, situations and options to be presented elsewhere.

• Experience in running and collating reports

Planning and organising

• Plan and organise complex activities requiring formulation and adjustment

• Experience managing multiple diaries simultaneously

Responsibilities for policy and service development implementation

• Implement policies for own working area and practise and propose changes to policies when requires/requested

We believe that to deliver high-quality services, we need to represent all the communities we serve.

Applicants who have a disability and meet the essential criteria for the job will be interviewed under the Guaranteed Interview Scheme. Please contact the Recruitment Team if you have any specific access needs at any stage of the process.