Project Administrator

• Support the project managers across allocated programmes and services ensuring processes, programmes and service information packs, guidance and associated documentation are accurate, current and relevant.
• Be the first point of contact for allocated programmes and services, responding to enquiries via phone and email, and appropriately signposting or escalating queries where required.
• Take responsibility for maintaining accurate and up-to-date records and supporting the completion of reports for ICBs, ICSs, national governing bodies and other external stakeholders, working alongside project managers and programme/service clinical leads as required
• Maintain programme trackers, action logs and any relevant spreadsheets to ensure deadlines and actions are monitored and escalated where required.
• Maintain accurate and appropriate records for each programme and service, including information relating to General Practices, PCNs, individuals and other relevant stakeholders
• Work closely with project managers to coordinate relevant administrative tasks, actions and associated activities to ensure all programmes and services are coordinated effectively and run smoothly.
• Liaise with external stakeholders including national governing bodies, ICBs, training providers, facilitators and other relevant organisations.
• Engage with General Practices and provide accurate and timely information to support workforce, education & training needs.
• Work collaboratively with other team members to provide effective cross-cover for the administration of programmes and services, as required.
• Coordinate training sessions, workshop and events, including bookings, venues, facilitators, attendance and associated administration.
• Attend and support external meetings, Connect Days, workshops, events and other activities as required.
• Support the coordination of meetings, including arranging meetings, preparing documentation, taking minutes and maintaining action logs, where required.
• Contribute to the development and review of SOPs, templates, guidance, website updates and administrative processes, identifying opportunities to improve efficiency and consistency.

• Ensure they adhere to their individual responsibilities for infection control and health and safety.
• Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
• Using personal security systems within the workplace according to TPC guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed.
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the organisation.
• Undertaking periodic infection control training (minimum annually).
• Routine management of own team/team areas, and maintenance of workspace standards.
• Demonstrate due regard for safeguarding and promoting the welfare of children.

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with TPC procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.

• To be responsible for the self-development of skills and competencies through participation in training and development activities and maintain up to date technical and professional knowledge relevant to the post.
• To undertake any identified training and development related to the post and undertake statutory and mandatory training as deemed appropriate by TPC.
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload, and resources.

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

• Apply TPCs policies, standards, and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Essential

• Ability to prioritise workload effectively.
• Ability to use Microsoft Office (Word, PowerPoint, Excel).
• Ability to work with minimal supervision.
• Able to set up/manage effective document management systems.
• Excellent organisational and administrative skills.

Essential

• Ability to analyse information, formulating this into reports.
• Problem solving and respond to sudden unexpected demands.
• Organise workload with minimal supervision working to tight and changing timescales.
• Ability to plan, manage, monitor, and deliver activities to a time and agreed specification.

Essential

• Excellent communication, and interpersonal skills.
• Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports.
• Ability to communicate effectively with a wide range of stakeholders.
• Excellent written and verbal communications.

Essential

• Adaptable, flexible, and innovative approach to work.
• Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect.
• Appreciate the need for confidentiality and discretion.
• Committed to accuracy and efficiency.

Essential

• Deliver the highest standards and quality outcomes possible.
• Build positive working relationships, respecting and valuing others, being helpful and inclusive.