Department: Regional Medical and Dental Locum Reduction Programme
Contract type and duration: Temporary contract for 2 years initially, 30 hours per week
Location: Base to be determined with the successful applicant, hybrid working available
Reports to: Project Manager
Interviews will be taking place week commencing 25th August 2025
Job Summary
The post holder will be required to provide administrative support to the Regional Medical and Dental Locum Reduction programme team The Project Team lead on a number of Regional workstreams and sub groups designed to reduce the unsustainable utilisation of locum doctors across the HSC. The post holder will assist the Project Team with the day-to-day management of the office to ensure smooth running and will be required to work on their own initiative.
The role will involve working as part of a team, working together to ensure successful delivery of projects. The post holder will be methodical and organised in their work and will have the ability to plan ahead.
The post holder will be required at all times to communicate effectively and professionally with service users, colleagues and external stakeholders.
Main Duties & Responsibilities
· Provide administrative support to the Project Team, including organising and maintaining diaries and/or schedules to arrange appointments and meetings.
· Develop and maintain effective working relationships with other Project Team members.
· Organise and attend project meetings and workshops, as required, ensuring all the relevant paperwork is prepared and distributed, including taking minutes and action notes of meetings.
· Communicate effectively with Project Team members, Trust colleagues and external stakeholders such as consultants, advisors and contractors.
· Prioritise and take appropriate action in relation to mail, email, telephone and other enquiries ensuring effective messaging and ‘bring forward’ systems are in place so that necessary follow-up actions are taken.
· Use a range of computer software packages, including Microsoft Office, to create project documents to a high standard. This will include (but is not restricted to) reports, memos, letters, forms, presentations and excel documents and will require careful version control management of key documents.
· Support the Project Manager in the development of business cases including, where appropriate, collating statistical information.
· Support the Project Manager in developing and maintaining key project documents, including project action plans, risk registers and issue logs and meeting deadlines for their submission.
· Maintain and update information systems that underpin the capital projects, enabling the accurate and timely production of key documentation.
· Maintain the central and electronic filing systems, to ensure all documents are referenced, filed correctly and easily accessible.
· Assist the Project Team in the procurement, storage and installation of equipment, utilising EPROC as required.
· Assist with the maintenance of stock control systems and other ordering processes for the team.
· Adhere to the financial instructions and delegated limits at all times in processing receipts, payments and invoices relating to capital projects including contractor payment certificates, statutory charges, and fees, etc.
· Responsible for maintaining confidentiality when providing and receiving potentially sensitive information.
· Provide appropriate reception duties.
· Continually review office procedures and practices to suggest and implement necessary improvements.
· Assist in the absence of others to maintain and support project delivery.
· Undertake other duties in relation to capital projects as relevant to the grade of the post.
For more details view the full job description in the Additional information section below.
