Project Support Officer

Interpersonal and communication skills • Develop effective working relationships with clinical teams, procurement colleagues, supply chain staff, IM&T teams and external suppliers. • Support stakeholder engagement activities associated with inventory management system implementation. • Coordinate meetings, workshops, implementation sessions and user engagement activities. • Support communication of project updates, actions, risks and implementation plans to stakeholders. • Support the development and distribution of user guidance, training materials and implementation communications. • Support maintenance of the IMS LINK page and associated resources. Professional knowledge and expertise • Support delivery of the IMS Phase 2 implementation programme.Support pre-go-live data capture, product validation and inventory mapping activities. • Assist with maintaining implementation plans, project documentation and action trackers. • Maintain a working knowledge of inventory management processes and associated workflows. • Support the development and maintenance of implementation guidance, procedures and standard operating documentation. • Maintain awareness of relevant inventory management, traceability and Scan4Safety requirements. • Problem-solving and decision-making • Identify implementation issues, risks and dependencies and escalate appropriately. • Support investigation and resolution of routine implementation issues. • Analyse information to support project planning and implementation activities. • Support resolution of data quality, mapping and implementation issues through liaison with stakeholders. Planning and coordination • Coordinate implementation schedules, project activities and rollout plans. • Coordinate pre-go-live activities including data collection, validation and stock count planning. • Support logistical arrangements associated with go-live and hypercare activities. • Monitor implementation actions and milestones, escalating delays or risks where required. • Maintain project plans, implementation trackers and action logs. • Support coordination of training activities and operational readiness reviews. Practical and technical skills • Use inventory management system, Microsoft Office and project management tools to support implementation activities. • Maintain implementation records, trackers and project documentation. • Support system testing, validation and workflow reviews associated with inventory management system deployments. • Support implementation of inventory management processes that contribute to product availability, product traceability and patient safety. Patient care and support • No direct patient care responsibilities. • Produce reports, presentations and implementation materials for stakeholders. • Support activities that contribute to reducing clinical time spent on stock management activities. Service development and improvement • Support process mapping, workflow reviews and service improvement activities. • Support implementation of standardised inventory management processes. • Assist with development and review of guidance documents and procedures. • Coordinate lessons learned and improvement opportunity arising from implementations. • Support transition of services from implementation into business-as-usual operation. Finance and resource management • Maintain accurate records associated with implementation activities. • Support monitoring of project resources and implementation activity. • Assist with collection of information supporting project reporting and benefit-tracking activities. • Support efficient use of Trust resources through effective coordination of implementation activities. Leadership and team management • Provide day-to-day coordination of implementation activities. • Support onboarding and implementation training activities. • Provide guidance relating to implementation processes, documentation and project activities. • Support Supply Chain Stock Assistants and stakeholders participating in rollout activities. • May provide-day-to-day supervision and coordination of implementation activities that will be undertaken by Supply Chain Stock Assistants during rollout, go-live and hypercare periods. • Provide cross-cover for project activities and assist with implementation activities across the Inventory Management Service as required. Information and data management • Maintain project documentation, action logs, risk logs and implementation records. • Produce implementation reports, status updates and meeting documentation. • Support collection, validation and analysis of implementation-related information. • Maintain version control of project documentation and implementation resources. • Ensure information is managed in accordance with Trust policies and procedures. Innovation and continuous improvement • Support evaluation of implementation activities and service developments. • Participate in process reviews and improvement initiatives.Support identification and implementation of lessons learned. • Assist with development of improved implementation approaches and supporting documentation. • Autonomy and decision authority • Work independently within agreed implementation plans and project frameworks. • Prioritise workload to met implementation deadlines and project requirements. • Exercise judgement in identifying issues requiring escalation. • Operate under the direction of the IMS Manager for complex or strategically significant issues. Physical demands • Frequent use of computer systems and display screen equipment.Frequent movement between departments and clinical areas. • Occasional participation in stock count activities, go-live events and implementation exercises. • Occasional handling of project materials and equipment. Cognitive demands • Frequent concentration when maintaining project documentation and coordinating implementation activities. • Regular requirement to manage competing priorities and deadlines. • Frequent interruptions associated with implementation and operational requirements. • Requirement to assimilate and communicate complex information to a variety of stakeholders. Emotional resilience • Occasional exposure to pressure associated with implementation deadlines and go-live activities. • Maintain a professional and customer-focused approach during periods of organisational change and competing priorities. Work environment • Frequent office-based working. • Frequent work within clinical and non-clinical areas. • Occasional attendance at stock counts, implementation activities and go-live events outside normal working hours. • Frequent use of digital systems and project management tools. Job description Job responsibilities Interpersonal and communication skills • Develop effective working relationships with clinical teams, procurement colleagues, supply chain staff, IM&T teams and external suppliers. • Support stakeholder engagement activities associated with inventory management system implementation. • Coordinate meetings, workshops, implementation sessions and user engagement activities. • Support communication of project updates, actions, risks and implementation plans to stakeholders. • Support the development and distribution of user guidance, training materials and implementation communications. • Support maintenance of the IMS LINK page and associated resources. Professional knowledge and expertise • Support delivery of the IMS Phase 2 implementation programme.Support pre-go-live data capture, product validation and inventory mapping activities. • Assist with maintaining implementation plans, project documentation and action trackers. • Maintain a working knowledge of inventory management processes and associated workflows. • Support the development and maintenance of implementation guidance, procedures and standard operating documentation. • Maintain awareness of relevant inventory management, traceability and Scan4Safety requirements. • Problem-solving and decision-making • Identify implementation issues, risks and dependencies and escalate appropriately. • Support investigation and resolution of routine implementation issues. • Analyse information to support project planning and implementation activities. • Support resolution of data quality, mapping and implementation issues through liaison with stakeholders. Planning and coordination • Coordinate implementation schedules, project activities and rollout plans. • Coordinate pre-go-live activities including data collection, validation and stock count planning. • Support logistical arrangements associated with go-live and hypercare activities. • Monitor implementation actions and milestones, escalating delays or risks where required. • Maintain project plans, implementation trackers and action logs. • Support coordination of training activities and operational readiness reviews. Practical and technical skills • Use inventory management system, Microsoft Office and project management tools to support implementation activities. • Maintain implementation records, trackers and project documentation. • Support system testing, validation and workflow reviews associated with inventory management system deployments. • Support implementation of inventory management processes that contribute to product availability, product traceability and patient safety. Patient care and support • No direct patient care responsibilities. • Produce reports, presentations and implementation materials for stakeholders. • Support activities that contribute to reducing clinical time spent on stock management activities. Service development and improvement • Support process mapping, workflow reviews and service improvement activities. • Support implementation of standardised inventory management processes. • Assist with development and review of guidance documents and procedures. • Coordinate lessons learned and improvement opportunity arising from implementations. • Support transition of services from implementation into business-as-usual operation. Finance and resource management • Maintain accurate records associated with implementation activities. • Support monitoring of project resources and implementation activity. • Assist with collection of information supporting project reporting and benefit-tracking activities. • Support efficient use of Trust resources through effective coordination of implementation activities. Leadership and team management • Provide day-to-day coordination of implementation activities. • Support onboarding and implementation training activities. • Provide guidance relating to implementation processes, documentation and project activities. • Support Supply Chain Stock Assistants and stakeholders participating in rollout activities. • May provide-day-to-day supervision and coordination of implementation activities that will be undertaken by Supply Chain Stock Assistants during rollout, go-live and hypercare periods. • Provide cross-cover for project activities and assist with implementation activities across the Inventory Management Service as required. Information and data management • Maintain project documentation, action logs, risk logs and implementation records. • Produce implementation reports, status updates and meeting documentation. • Support collection, validation and analysis of implementation-related information. • Maintain version control of project documentation and implementation resources. • Ensure information is managed in accordance with Trust policies and procedures. Innovation and continuous improvement • Support evaluation of implementation activities and service developments. • Participate in process reviews and improvement initiatives.Support identification and implementation of lessons learned. • Assist with development of improved implementation approaches and supporting documentation. • Autonomy and decision authority • Work independently within agreed implementation plans and project frameworks. • Prioritise workload to met implementation deadlines and project requirements. • Exercise judgement in identifying issues requiring escalation. • Operate under the direction of the IMS Manager for complex or strategically significant issues. Physical demands • Frequent use of computer systems and display screen equipment.Frequent movement between departments and clinical areas. • Occasional participation in stock count activities, go-live events and implementation exercises. • Occasional handling of project materials and equipment. Cognitive demands • Frequent concentration when maintaining project documentation and coordinating implementation activities. • Regular requirement to manage competing priorities and deadlines. • Frequent interruptions associated with implementation and operational requirements. • Requirement to assimilate and communicate complex information to a variety of stakeholders. Emotional resilience • Occasional exposure to pressure associated with implementation deadlines and go-live activities. • Maintain a professional and customer-focused approach during periods of organisational change and competing priorities. Work environment • Frequent office-based working. • Frequent work within clinical and non-clinical areas. • Occasional attendance at stock counts, implementation activities and go-live events outside normal working hours. • Frequent use of digital systems and project management tools.