Job summary
Are you a highly motivated, skilled individual with strong communication and administration skills? Are you looking for an exciting development opportunity as a Programme Support Officer to support and lead service transformational projects? If the answer is yes, then we'd love to hear from you.
You will provide portfolio, programme and project management administrative support to teams within the Research, Data and Digital Directorate, such as:
Congenital Anomaly Registration Information Service (CARIS)
Adult Rare Diseases Register (ARD)
Child Measurement Programme (CMP)
Reporting to the Manager within the relevant team, you will be responsible for providing professional robust governance and efficient administrative support enabling the delivery of successful programmes/projects. This will involve working with key stakeholders to design, plan, manage and deliver the programmes/projects on time and to agreed goals, objectives, resources, milestones, and measures of success which deliver the programme/project objectives.
You will be expected to work across multiple programmes/projects and be able to easily adapt to meet organisational priorities.
Previous applicants should not reapply
Main duties of the job
To develop and maintain key reporting documents and programme documentation including (but not limited to) programme/project plans, impact assessments (including DPIA) issue logs and risk registers. Escalate issues and risks as appropriate.
Assist theManager within the relevant teamand Consultant by providing administrative support for meetings involving accurate recording of minutes and action notes and timely circulation of papers, generating reports, and maintaining effective audit trails, version control and tracking processes using SharePoint.
Act as a first point of contact and reference for the identified programmes/projects for queries and information. Dealing with and responding effectively to queries from stakeholders providing relevant information as appropriated.
To assist with the development of service specifications and subsequent monitoring requirements which enable evidencing delivery of required outcomes.
Coordinate and manage programme/project activities, ensuring effective delivery and compliance with organisational standards.
About us
We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in Wales. Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us and the benefits we offer please visithttps://phw.nhs.wales/careers/
For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description
Job responsibilities
The Programme Support Officer is responsible for the effective planning and organisation of a range of programme activities and work streams including:
Communication and Stakeholder Engagement: Ensure effective communication by engaging with leads using negotiation and diplomacy, keeping stakeholders informed and involved in programme/project development and progress. This includes maintaining a consistent communication strategy, presenting complex and sometimes sensitive information appropriately, and fostering strong relationships and teamwork across various disciplines and departments within the Trust.
Facilitating Project Outcomes: Coordinate and implement programme processes, ensuring they are managed according to targets and timelines. This involves communicating sensitive business information professionally and compassionately, especially when there are barriers to understanding or the need for cooperation through tact, negotiation, or persuasive skills.
Handling Complex Inquiries: Serve as the first point of contact for complex programme inquiries, assessing, resolving, or escalating issues. Build relationships with colleagues within the organisation, wider system partners, and external organisations. Plan, evaluate, and recommend the appropriate use of resources within the programme.
Managing Administrative Tasks: Ensure the programme operates effectively by handling comprehensive administrative tasks. These include developing programme scope and objectives with stakeholder involvement, managing programme activities and workstreams, maintaining the programme library on SharePoint, organising meetings and events, managing agendas, taking confidential formal minutes, recording clear actions and initiating implementation, coordinating and allocating tasks, measuring and analysing programme performance using appropriate tools, implementing process changes where necessary, and completing standard forms, surveys, and audits.
Ensuring Compliance: Maintain compliance with Information Governance policy and Standard Operating Procedures by keeping organisational and programme reports accurate and efficient. This includes completing Data Sharing Agreements, Data Protection Impact Assessments (DPIAs), Information Asset Registers, and managing all documentation in line with the organisations Record Keeping Policy.
Developing and Implementing Procedures: Lead the development, implementation, and compliance of programme processes and standard operating procedures throughout the programme/project lifecycle. Advise and assist the programme team in applying project procedures, updating risk registers, managing delegated budgets, handling programme correspondence, and facilitating prompt action while ensuring confidentiality compliance in handling sensitive data.
Engaging in Quality and Service Improvement: Monitor, evaluate, and review programme/project delivery, identifying new ways of working or potential efficiencies. Investigate issues, reflect on personal and others practices, and coordinate with project team members regarding development.
For further details contact:
Name Dr Rosalind Reilly
Job title Public Health Consultant
Email address rosalind.reilly@wales.nhs.uk
Job description
Job responsibilities
The Programme Support Officer is responsible for the effective planning and organisation of a range of programme activities and work streams including:
Communication and Stakeholder Engagement: Ensure effective communication by engaging with leads using negotiation and diplomacy, keeping stakeholders informed and involved in programme/project development and progress. This includes maintaining a consistent communication strategy, presenting complex and sometimes sensitive information appropriately, and fostering strong relationships and teamwork across various disciplines and departments within the Trust.
Facilitating Project Outcomes: Coordinate and implement programme processes, ensuring they are managed according to targets and timelines. This involves communicating sensitive business information professionally and compassionately, especially when there are barriers to understanding or the need for cooperation through tact, negotiation, or persuasive skills.
Handling Complex Inquiries: Serve as the first point of contact for complex programme inquiries, assessing, resolving, or escalating issues. Build relationships with colleagues within the organisation, wider system partners, and external organisations. Plan, evaluate, and recommend the appropriate use of resources within the programme.
Managing Administrative Tasks: Ensure the programme operates effectively by handling comprehensive administrative tasks. These include developing programme scope and objectives with stakeholder involvement, managing programme activities and workstreams, maintaining the programme library on SharePoint, organising meetings and events, managing agendas, taking confidential formal minutes, recording clear actions and initiating implementation, coordinating and allocating tasks, measuring and analysing programme performance using appropriate tools, implementing process changes where necessary, and completing standard forms, surveys, and audits.
Ensuring Compliance: Maintain compliance with Information Governance policy and Standard Operating Procedures by keeping organisational and programme reports accurate and efficient. This includes completing Data Sharing Agreements, Data Protection Impact Assessments (DPIAs), Information Asset Registers, and managing all documentation in line with the organisations Record Keeping Policy.
Developing and Implementing Procedures: Lead the development, implementation, and compliance of programme processes and standard operating procedures throughout the programme/project lifecycle. Advise and assist the programme team in applying project procedures, updating risk registers, managing delegated budgets, handling programme correspondence, and facilitating prompt action while ensuring confidentiality compliance in handling sensitive data.
Engaging in Quality and Service Improvement: Monitor, evaluate, and review programme/project delivery, identifying new ways of working or potential efficiencies. Investigate issues, reflect on personal and others practices, and coordinate with project team members regarding development.
For further details contact:
Name Dr Rosalind Reilly
Job title Public Health Consultant
Email address rosalind.reilly@wales.nhs.uk
Person Specification
Skills & Attributes
Essential
- Excellent written and verbal communication skills including presentation skills.
- Excellent interpersonal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority.
- Ability to structure, schedule & monitor programmes of work.
- Confident in the understanding of the project life cycle and able to implement processes for successful monitoring and delivery of the projects/programmes
- Proven ability in developing work processes, assess the effectiveness of these and make appropriate improvements.
- Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
- Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
- Strong problem solving skills.
- Ability to work unsupervised with responsibility for managing own work.
- Ability to demonstrate understanding and application of our workplace values, together with the underpinning behaviours identified for success in this role.
Desirable
- Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other
Essential
- Ability to travel between sites in a timely manner to meet the needs of the service
Qualifications & Knowledge
Essential
- Level 6 qualification (e.g. bachelor's degree BA/BSc, NVQ level 6); or equivalent qualification; or equivalent level of relevant knowledge and skills
- Project Management qualification e.g. Agile or equivalent
- Knowledge of project management methodologies
- Evidence of continuous professional development
Experience
Essential
- Experience supporting projects in a formal project environment where professional management methods and techniques were applied including evaluation.
- Experience of managing and organising multiple projects simultaneously.
- Experience of implementing and managing documentation control systems including the use of SharePoint.
- Full understanding of the Principles of Data Protection, Information Asset management, including completing of DPIA's and other impact assessments or data sharing agreements.
- Experience of using MS Project or equivalent to manage project reporting.
- Risk Management experience.
- Formal minuting.
Desirable
Person Specification
Skills & Attributes
Essential
- Excellent written and verbal communication skills including presentation skills.
- Excellent interpersonal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority.
- Ability to structure, schedule & monitor programmes of work.
- Confident in the understanding of the project life cycle and able to implement processes for successful monitoring and delivery of the projects/programmes
- Proven ability in developing work processes, assess the effectiveness of these and make appropriate improvements.
- Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
- Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
- Strong problem solving skills.
- Ability to work unsupervised with responsibility for managing own work.
- Ability to demonstrate understanding and application of our workplace values, together with the underpinning behaviours identified for success in this role.
Desirable
- Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other
Essential
- Ability to travel between sites in a timely manner to meet the needs of the service
Qualifications & Knowledge
Essential
- Level 6 qualification (e.g. bachelor's degree BA/BSc, NVQ level 6); or equivalent qualification; or equivalent level of relevant knowledge and skills
- Project Management qualification e.g. Agile or equivalent
- Knowledge of project management methodologies
- Evidence of continuous professional development
Experience
Essential
- Experience supporting projects in a formal project environment where professional management methods and techniques were applied including evaluation.
- Experience of managing and organising multiple projects simultaneously.
- Experience of implementing and managing documentation control systems including the use of SharePoint.
- Full understanding of the Principles of Data Protection, Information Asset management, including completing of DPIA's and other impact assessments or data sharing agreements.
- Experience of using MS Project or equivalent to manage project reporting.
- Risk Management experience.
- Formal minuting.
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
