Project Support Officer

Main Duties and Responsibilities Maintain effective and accessible information systems to record emergency planning and business continuity data, ensuring that this is accessible in an incident. Relevant daily and operational administrative support for the EPRR team, which includes logging incident, maintaining intranet page, booking training events, diary management and management of the EPRR email inbox. Booking internal and external venues and travel arrangements in accordance with the Trusts policies and procedures. Attending relevant EPRR and the wider health care system preparing agendas, take notes and distribute accordingly. This will entail travel to different venues if appropriate. Publishing accurate information on a timely basis in appropriate formats for a diverse audience, using a range of media, for example, Trust Website, etc. This information must comply with the Trusts Governance policies and the standard work as defined by relevant national, regional and trust
policies. Ensure that all requests for support and actions are dealt with in an appropriate and timely manner and any issues brought to the attention of the relevant manager. Requests and actions should be recorded accurately using efficient information systems, for example progress reports and spreadsheets. Keep relevant databases and SharePoint pages up to date at the request of EPRR managers. Build and maintain excellent working relationships both within the service, across the Trust and with external organisations. Support the delivery of education and training sessions Responsible for the daily usage and environment of the Incident Command Centre. Ensure effect stock control mechanisms are in place, where required and ensuring relevant stock levels fit for purpose, and process requisitions for supplies using the Trusts electronic requisition and ordering system. Act as a focal point for the clinical/management team. Provide a friendly and professional service; deal with enquiries
from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/ on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required Assist clinical/management teams with administrative tasks, e.g. utilising IT systems and a variety of Microsoft Office standard applications or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. Undertake typing of correspondence using relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other
administrative work. To be responsible for the confidential management of EPRR records and ensure that all documentation is version controlled and stored in a timely manner and within standard operating procedures. Contribute to the EPRR Teams business plan priorities and how these align to administrative roles.