Project Support Officer

Job OverviewThe Business Intelligence (BI) Project Support Officer will play a key role in supporting the delivery of projects within the BI Department. This dynamic position involves providing high-quality administrative and coordination support to ensure the smooth running of departmental operations and successful implementation of key initiatives.Working closely with the Project Manager and colleagues across the Trust, you will act as a central point of contact, organising meetings, managing information flows, and ensuring effective communication with stakeholders. This is an exciting opportunity to contribute to projects that drive data-driven decision-making and improve services across CNWL.Please note: We reserve the right to close this vacancy early should we receive a sufficient number of applications.Main duties of the jobKey Responsibilities include (but are not limited to): Monitoring and updating the departmental Project Tracker Supporting the implementation and roll-out of the BI Department Communications Plan Coordinating and arranging Trust-wide networking and training events Assisting with operational processes for new requests and issue resolution Organising, facilitating and minuting project meetings, including SMT sessions Drafting project-related correspondence and materials Managing stakeholder communications effectively Producing and distributing accurate meeting minutesWorking for our organisationAre you organised, proactive, & ready to make an impact? We’re looking for an enthusiastic Project Support Officer to join our dynamic Business Intelligence Department at CNWL. This is an exciting opportunity to play a key role in supporting projects that drive data-led improvements across the Trust.You will work closely with the Senior Management Team, Analysts, & Data Engineers to ensure the smooth delivery of projects & operational processes.Your responsibilities will include: Coordinating project activities & maintaining accurate trackers Organising meetings, preparing agendas, & taking minutes Supporting communications and engagement across the Trust Assisting with planning and delivery of events, workshops, & training sessions Providing high-quality administrative & stakeholder supportWe’re looking for someone who: Has excellent organisational & interpersonal skills Is confident using IT systems, including MS Office (knowledge of MS Project is a plus) Can manage multiple priorities & work independently Thrives in a collaborative team environment Communicates clearly & professionally with stakeholders at all levelsWhat We OfferIn return, you’ll receive: A comprehensive induction & ongoing training Professional supervision & support from an experienced team Opportunities for personal development in a vibrant, forward-thinking environmentDetailed Job Description And Main ResponsibilitiesProject Coordination and Oversight Support the Director and Assistant Director of Performance, Information & Business Intelligence in coordinating project delivery resources. Assist the Project Manager and Senior Team with high-level oversight of departmental projects and programmes, including designing and maintaining a project tracker and review process. Collate and manage project documentation (e.g., plans, risk logs, issue logs), ensuring accurate filing and timely distribution.Stakeholder Engagement and Customer Support Act as a first point of contact for stakeholders, providing professional and responsive support, and signposting queries to the appropriate project workstream lead. Support the Project Manager in assessing stakeholder satisfaction and identifying areas for improvement.Administrative and Secretarial Support Provide high-level secretarial support, including preparing agendas, drafting correspondence, taking accurate minutes, and distributing documents promptly. Organise meetings, training sessions, and departmental events, including arranging refreshments where required. Coordinate scheduling for SMT meetings and liaise with staff across the Trust to ensure smooth arrangements. Facilitate regular team meetings to keep staff informed of service developments.Communications and Information Management Assist with drafting and producing content for Trust-wide announcements and liaise with the Communications Team. Support the delivery of Departmental communications, including maintaining Trustnet and SharePoint pages. Collate and summarise feedback from workshops and webinars to inform service improvements.Reporting and Data Management Support the Project Manager prepare reports and papers for the SMT, including monthly statistics on outstanding issues, FOIs, and other key performance metrics. Support the Project Manager to ensure accurate and timely updates to project trackers and departmental records.Collaboration and Continuous Improvement Work collaboratively with PAs and administrators across other directorates to share best practice and maintain consistency. Attend and contribute to meetings relating to administrative services and departmental projects.Professional Standards Respond to queries professionally, exercising judgement and discretion, and escalate complex matters to SMT as appropriate. Prioritise workload effectively, managing competing demands and maintaining an organised structure. Be fully conversant with MS Project and other relevant software tools.Training and Development Support with the local induction of new employees within the operational team. Participate in the Trust’s appraisal, supervision, and training programmes. Undertake necessary training to fulfil the objectives of the post and enhance personal development.Other Responsibilities Model CNWL values and champion the “More Time for Care” approach. Ensure compliance with confidentiality, governance, and health and safety requirements. Adhere to professional codes of conduct at all times. Be flexible to meet service needs and provide cover for all aspects of business and administrative work.Rider ClauseThis is an outline of the postholder’s duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Department.Person specificationEducation And QualificationsEssential criteriaGCSE English and Maths Grade C and above or other equivalent qualificationRSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experiencePREVIOUS EXPERIENCE Paid/unpaid Relevant To JobEssential criteriaSignificant experience in an administration/secretarial postExperience of front-line customer service workDesirable criteriaPrevious experience of working within the NHS or social care servicesExperience in communications, including minute taking, report writing and presentationsSkills And KnowledgeEssential criteriaA comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint, TeamsMust be numerate and able to provide statistical data clearly and accuratelyConfidence to work on own initiative and to consult as neededAbility to work positively in a teamAbility to work under pressureTo understand the principles and legislative framework around confidentialityProficient email managementExcellent communication skills – both written and verbalAbility to deal with complex and sensitive informationAbility to plan and prioritise workloadAbility to multitask and deal with frequent interruptions and interventions when carrying out complex tasksAbility to learn new skills and adapt to changeDemonstrate effective organisational ability over a wide range of tasks: e.g. diary management, record keeping and spreadsheet managementATTITUDES, APTITUDES & PERSONAL CHARACTERISTICSEssential criteriaAble to work both as a motivated individual and a team player, prioritising his / her workload effectively and contributing to the overall workload of the teamDemonstrably strong customer / stakeholder focusAble to work flexibly, responding rapidly to changing prioritiesAble to work to stringent deadlinesAble to focus and concentrate on the detail of a problemPossesses self-belief – demonstrates a resourceful and problem-solving approachPossesses self-awareness – good awareness of own strengths and limitations and understanding of personal impact on othersEnthusiastic and willing to learn