Senior Project Coordinator

Major Responsibilities

• The incumbent resource is responsible for administering and supporting the planning and coordination of complex support activities for PHCC programs and projects and further ensuring that “good practice” is adhered to and applied to meet organizational needs and requirements.

• Provide efficient administrative and office management services to the department by ensuring tasks are completed effectively and efficiently within agreed timescales and are of a high-quality standard.

• Assist the Line Manager/Project Manager by coordinating activities and initiatives to improve capabilities, including developing reports, specialized documents, memos, etc.

• Organize meetings with stakeholders across PHCC. Support preparation of materials for meetings and follow-up actions/deadlines in a timely manner.

• Assist and prepare reports, presentations, verbal/written correspondences, policies, communications, procedures, and other required documentation.

• Support developing work plans, schedules, and status reports and communicate with line management and project team on project status.

• Support in developing process maturity roadmap to ensure processes are implemented and are measurable over time.

• Ensure that inquiries or issues related to the assigned projects are handled promptly and efficiently and escalated appropriately.

• Work closely with Process Owners to monitor and implement process improvement opportunities.

• Maintain and update PMO / Project Management documentation for PHCC Project Lifecycle and knowledge management across all PMO / Project Management processes and champion “good practice.”

• Participate in process improvement initiatives and support the implementation of process improvement activities.

• Support project documentation, plans, and further detailed review and support on risk assessment and monitoring of their risks, issues, and other project management documentation.

• Support in performing necessary data analysis and collating results for management feedback.

• Maintain processes to ensure project management documentation, reports, and plans are accurate and complete.

• Track and report on program and project performance, providing a real-time and comprehensive view of all programs and projects.

• Take initiative to continuously develop skills and knowledge and avail related training and career development opportunities.

• Ensure clear and consistent messages are communicated to the team and stakeholders according to PHCC practices. Seek advice and timely guidance from the Line Manager, as needed.

• Represent PHCC always professionally and ensure that information is directed back to the right team members/stakeholders on time.

Ensure timely communication of any points to the direct line manager.

• Gain and maintain a high level of knowledge of PHCC Project Management methodology and practices to become a strong advocate of Project Management practice within PHCC.

• Demonstrate a proactive approach to engage patients and patient safety, ensuring this is considered in program and project work from the outset and throughout the work, as needed.

• Demonstrate a sense of teamwork and effective communication.

• Partner with the line manager to understand risks in your area of work, develop a plan to mitigate those risks, and develop shared accountability for implementing and evaluating the plan.

• Support Line Manager and Project Managers with onboarding new staff members.

• Regularly communicate and report progress as agreed with the direct manager.

• Ensure high standards of confidentiality to safeguard any sensitive information.

• The incumbent will undertake any such appropriate duties or responsibilities as directed.

Requirements

Qualification

• Bachelor’s degree in business administration or another related field.

Experience & Knowledge Requirement

• Minimum 4 years of experience in administration, preferably in the Healthcare industry.

• Knowledge of database software, spreadsheets, and word processing.

• Previous related experience in the Project Management field is required, and experience in a PMO environment is desired.

• Awareness and understanding of general Project Management methodologies and project lifecycles.

Skills Requirements

• Fluent in English (written/verbal)

• Strong Interpersonal skills (fluent in English)

• Excellent skills in Microsoft Office and MS Project

• Personal drive, commitment and being a self-starter.

• Prioritizing workload and meeting tight deadlines with high quality output.

• Good Customer Service Skills

• Good analytical and critical thinking skills

• Organizational and Multi-tasking skills

• Good time management skills

• Ability to work effectively with a variety of groups

• Competent to work on most complex projects and to assist with multiple projects simultaneously

• Innovative approaches to problem solving and creative and lateral thinking though initiation and development of new ideas

• Ability to take on responsibility and use initiative to priorities and work effectively under pressure and to tight deadlines

• Customer centric – strong customer focus both internal and external

Benefits

Competitive benefits