The TMO Business Support Officer role sits within the Transformation Management Office. The Transformation Office supports the senior leadership of the university in effective strategy execution, delivering a complex set of transformation initiatives and driving sustainable improvements to our core business.

 

The TMO Support Officer will work within the Transformation Management Office, and across all projects that are part of the transformation portfolio providing day to day support for projects and the projects team. 

A key aspect of the role is reporting for projects including: projects progress and status, resources, project plans, finances, KPIs, costs, and reviews.

 

The TMO Support Officer will act as custodian of project information, maintaining one version of the truth as to a projects latest status. The TMO Support Officer also provides wider administrative support to the Transformation Office, as required.

 

The role involves assisting in the production and leading the maintenance of project scope documents, business cases, project plans, risk registers, issues logs, lessons learned reports, and other project-related documents. Ensuring timely follow-up on outstanding project actions is crucial, along with the ability to analyze and present information effectively.

Maintaining up-to-date project and team folders in the shared area is essential, filing any new documents received to support efficient electronic and physical filing systems. Additionally, the role involves supporting the development of systems, processes, and templates, including process mapping, to enhance project efficiency. Conducting project and team feedback surveys, as well as lessons learned exercises, helps drive continuous improvement.

Quality assurance on project management processes is also a key responsibility, including audits, reviews, compliance checks, and configuration management, ensuring adherence to all necessary controls.

 

 

The role requires coordinating the production of project reports on a regular basis for all stakeholders. Keeping track of change control on projects is also necessary to monitor progress and modifications effectively.

 

 

Scheduling and managing project meetings, including those involving a large number of internal and external stakeholders, is a fundamental aspect of the role. This includes facilitating key Governance and project meetings within the Transformation Office, managing attendance, preparing agendas and papers, creating meeting packs for senior colleagues when required, writing minutes, transcribing dictations, and tracking meeting actions to ensure effective communication and decision-making.

 

 

Managing purchase orders, invoices, and tracking project budgets efficiently is a key responsibility. The role also involves supporting the preparation of budget claims, tracking their progress, and completing financial reports when required. Additionally, liaising with the finance manager ensures all project budget information is accurately reconciled within the Trust’s accounting systems.

 

 

Supporting the Business Support Administrator in various administrative tasks is also a key aspect of the role. This includes HR duties such as recruitment requests, staff inductions, and onboarding new employees. Financial support responsibilities involve making purchases, raising purchase orders (POs), and managing related processes. Diary management support and office management also fall within the scope of responsibilities.

The above list of responsibilities is not exhaustive, and the post holder may be required to undertake additional tasks and responsibilities as reasonably expected within the scope and grading of the role.

 

This is a full time post (35 Hours per week), and you will be offered an indefinite contract.