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Job summary

Main area
Gastroenterology and Hepatology
Grade
Band 4
Contract
18 months (Fixed Term for 18 Months)
Hours
Full time - 37.5 hours per week
Job ref
287-RMED-236-25
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Royal Liverpool Hospital
Town
Liverpool
Salary
£27,485 - £30,162 per annum
Salary period
Yearly
Closing
28/07/2025 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Project Office Administrator

Band 4

Job overview

There is an exciting opportunity to join our Administration Team at the Cheshire and Merseyside Hepatitis ODN.  This role will provide a robust and responsive administration service to our busy and energetic Community Liver Health Checks project.  Based at the Royal Liverpool Hospital you will be  you’ll be part of a hardworking and friendly team.  The role will work with Consultants, Nurse specialists and other members of the administration team.

Main duties of the job

Working directly with the ODN Leadership team and clinical nurse specialists and management the successful applicant will provide an effective and efficient administration service. Covering patient data collection and validation, clinics management, database management and general administrative services.  This will include facilitating management meetings and staffing rotas.  

They will be expected to support the onboarding and induction of new starters to the team to ensure the best possible start in their new role.

At times activities are varied and diverse, the post-holder is expected to adapt to support the ODN Team, a full UK Driving Licence is a requirement of this post. 

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. 

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women’s, visit their careers page.

Detailed job description and main responsibilities

Please see JD attached for full details.

Job Summary
Working within the Project Office, the main focus of the post will be to provide a project administrative support service primarily to programme and project management teams.
Key responsibilities
1- To act as a central hub for receiving, processing and distributing programme and project information and documents, and maintaining project database.
2- Set up and maintain a configuration library to identify, record and track all documentation associated with a programme or project, maintaining version control. Undertake word processing.
3- To support the production and tracking of project plans and associated 
reports in-line with internal project governance standards (PRINCE2). 
5- Be involved in the development of standards to support the successful 
delivery of programmes and projects. 
6- Be responsible for coordinating the preparation of agendas and papers for meetings as well as the production of minutes. 
7- Book venues and arrange meetings, seminars, training, travel and 
accommodation for team staff, as well as providing support with the 
preparation and running of events and workshops. 
8- Make and receive calls, acting as the first point of contact on behalf of 
programme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.
10- Monitor and sort incoming/outgoing correspondence for action (both 
electronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
11- Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.
12- To provide a quality assurance role in respect of documentation and 
programme and project standards used.
13- Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.
14- To liaise with external agencies and suppliers, as required on behalf of the project office and project staff. This will include the processing and sharing of information relating to particular projects. 
15- To provide cover where necessary for other Project Office staff.

– Drive the Clinical Van as/when driver cover is needed

– Have experience on NHS IT systems (ICE, IPM etc.)

– Support with Stock take activity


Performance Management
1. The post holder will work to achieve agreed objectives working within broad professional policies
2. Provide regular progress and update reports as appropriate. 
3. Provide support for audits of their area.

 

 

Person specification

Qualifications

Essential criteria
  • ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalent
  • HND or equivalent

Experience

Essential criteria
  • Ability to demonstrate experience and success in supporting projects
  • Experience of administration procedures
  • Experience of receiving, collating and updating numerous documents and logs
  • Experience of working in a programme/project environment
  • Ability to comment on proposals for change in own work area

Skills

Essential criteria
  • Excellent interpersonal skill
  • Ability to use different styles of communication at all levels
  • Ability to deliver training
  • Ability to appropriately communicate changes to project information
  • Able to manage own time and work unsupervised

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
David Byrne
Job title
Programme Manager
Email address
[email protected]
Telephone number
0151 706 2657
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