Project Support Officer

Job overview

Are you an organised, proactive administrator who enjoys bringing people together, coordinating projects and making things happen?

Oxford University Hospitals NHS Foundation Trust is looking for a Programme Support Officer to join our Culture, Leadership and Organisational Development Service. This is an exciting opportunity to play a key role in supporting programmes that help create an open, inclusive, and compassionate culture for our staff across all five OUH sites.

Working alongside colleagues from across the Trust, you’ll help deliver initiatives that improve staff experience, wellbeing, leadership development, and organisational culture, contributing to our vision of Compassionate Excellence

Main duties of the job

No two days are the same in this varied and rewarding role. You’ll:

• Coordinate and provide administrative support for a range of culture, leadership, and organisational development programmes.
• Organise meetings, workshops, training sessions, and engagement events.
• Support project planning by tracking actions, risks, decisions, and progress updates.
• Manage inboxes, mailing lists, intranet content, and communications campaigns.
• Produce reports, presentations, and programme documentation.
• Support data collection, surveys, and analysis to help measure the impact of our work.
• Build positive relationships with colleagues and stakeholders across the Trust.
• Help deliver engaging communications that promote learning, leadership, and inclusion initiatives.

Working for our organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals – the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals – Issuu

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel .

Detailed job description and main responsibilities

Administrative Support

• Provide effective and timely admin services to specific CL&ODS programmes, initiatives, events, tasks and the needs of leads.
• Maintain collection systems to provide accurate and timely data to enable the ongoing monitoring and reporting of activity across all areas of the CL&ODS.
• Participate in relevant working groups/projects, services and initiatives to provide support for specific CL&ODS programmes of work.
• Coordinate ad hoc and/or regular reports and presentations on CL&ODS programmes for colleagues as appropriate.
• Deliver an integrated approach to administration support for the CL&ODS through competent and effective teamwork and communication.
• Supporting administration of audits, frameworks and governance related to the CL&ODS.
• Ensure the Trust vision, values and behaviours are reflected in all activity for which this post holder is responsible.
• Support the management and day-to-day running of the relevant Culture inbox.
• Maintain mailing lists, Yammer pages, intranet pages and other communication streams used by CL&ODS.
• Administer and support the training programmes delivered by CL&ODS.
• Provide project-specific administrative support as required. This can include data entry, room bookings, event planning, and workshop resourcing.
• Produce certificates of attendance for any events requiring certification.
• Produce signature lists, directions signs and other event documentation as required.
• Monitor the movement of CL&ODS programme actions against project plans, prompting people to complete their actions in a timely manner; recording progress updates, risks/issues/actions/decision logs.

Communications and Engagement

• Create and distribute marketing and communications material for the CL&ODS to build its brand, promote its offerings and maximise technology and social media activity.
• Ensure the communications plan is adhered to and the yearly events are communicated in a timely manner to increase attendance.
• Regularly update and maintain the CL&ODS Intranet and internet pages.
• Liaise with our people from across the Trust in the delivery of the CL&ODS objectives as appropriate.
• Attend meetings with different groups as appropriate, including a range of different service and professional groups.
• Have face‑to‑face, telephone, electronic and written communication with a range of stakeholders.

Research

• Conduct research to support projects and initiatives being run by the CL&ODS. This may involve retrieval of information from Trust datasets as well as research from external sources through internet searches and publicly accessible reports.
• Support and facilitate engagement events with different stakeholder groups.
• Analyse data sets, providing meaningful interpretation of results for areas of responsibility.
• Collect project-specific information, as required, to support development and evaluation of projects.
• Support the development of surveys and other data collection tools, as required.

Personal Leadership

• Take responsibility for own development and learning, including preparing for and proactively contributing to value‑based appraisals and regular catch ups with your leader.
• Keep up to date on NHS People Plans and Strategies, including Leadership, Equality Diversity and Inclusion and wider health related initiatives.
• Learn, Respect, Delivery, Excellence, Compassion, Improvement
• Manage own workload with minimal supervision.
• Role model the Trust values (Learning, Respect, Delivery, Excellence, Compassion, and Improvement) in day‑to‑day delivery of the role.
• Maintain high standards of confidentiality at all times when dealing with personal information and other sensitive information.

Other

• Opportunities will be available to develop facilitation skills to support co‑facilitating CL&ODS events / engagement workshops, etc. With appropriate guidance facilitates C&LS related workshops training, such as Induction and CL&ODS related Core Skills training.
• Monitoring the CL&ODS Mailboxes on weekly basis and ensuring queries are answered within a timely manner.
• Ad‑hoc administrative support of our Staff Networks in relation to events and other promotional activities.

Person specification

Education, knowledge, skills, experience and technical lteracy

• GCSE grade A-C/4-9 or above in English & Maths (or equivalent)
• NVQ Level 3 in Business Administration or an equivalent level of experience.
• Experience of working in an administration role.
• Experience of working with or supporting stakeholders from a diverse range of backgrounds.
• Computer literate with experience of working with the Microsoft Office package including Excel, Word, Outlook and Powerpoint.
• Experience of working with other provider platforms, eg. TMBC, ATF, HLM360, SurveyMonkey
• Experience of developing communications for a range of stakeholders.
• Previous experience of working in the NHS or other public sector environment.
• Basic understanding of Project Management and Equality, Diversity and Inclusion and how it impacts staff, patients are carers

Sexual Safety Charter : In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles

Oxford University Hospitals promotes a safe, respectful hiring environment.

If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK – GOV.UK

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job’s requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.

No unsolicited recruitment agency telephone calls or emails.

Vacancies with our PFI partners

Domestic / catering / portering services at the John Radcliffe Hospitalare provided by Mitie.

Domestic / catering / portering / maintenance engineer services at the Churchill HospitalandNuffield Orthopaedic Centreare provided by G4S.

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.

Departments and services

You can view our departments and services alphabetically. Some areas also have dedicated microsites, which are featured in the linked images below.

Oxford University is a registered trade mark of the University of Oxford, and is used with the University’s permission.

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