Job summary
Are you an enthusiastic individual that thrives on working in a busy team? At Health Innovation Oxford and Thames Valley (Oxford HIN), we are excited to announce this vacancy within our Clinical Innovation Adoption (CIA) programme. As Programme Support Officer, you will have the opportunity to support the delivery of the CIA projects which deliver healthcare innovation into the NHS and healthcare eco system, ultimately aiming to improve outcomes the NHS.
Main duties of the job
Success in this role translates into supporting the CIA team in successfully delivering health innovation projects within the region.
Key responsibilities of the role include:o Administration support - including taking a lead role in communication activities.o Management of programme resources - including invoicingo Quality control - monitoring systems to ensure quality standards are adhered to.
The post-holder will provide project and administrative support to the CIA team, will be a good team player, be able to work flexibly and be willing to be proactive and use their initiative as a part of this busy team. The post holder will also be able to engage with partners and stakeholders from across the Health Innovation Network.
About us
Health Innovation Oxford & Thames Valley CIA programme helps implement evidence-based innovation in line with NHS needs, improving patient outcomes and reducing NHS costs. It supports changes in practice and improvement, building region-wide capability and capacity and enhancing cost-effectiveness. The CIA team is dynamic and high achieving, committed to working closely with NHS leaders in primary and secondary care, commissioners, clinical innovators, industry partners and others in line with both regional and national priorities. The CIA programme is a core team of 11, made up of Project Managers, Assistant Directors and the Director of CIA.
Health Innovation Oxford & Thames Valley is hosted by Oxford University Hospitals (OUH) NHS Foundation Trust. The successful candidate for this role will benefit from OUH employment and NHS (Agenda for Change) terms and conditions of service.
Job description
Job responsibilities
Overall Responsibilities
Provide project support, developing, documenting and implementing core project/programme processes in support of their delivery. To provide a comprehensive range of secretarial and administrative services to a consistently high standard. This includes organising and preparing for meetings, formal minute-taking and programme scheduling. To manage the smooth running of the CIA function in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To ensure enquiries are dealt with appropriately. Ensuring that the programme reports (Annual Reports, Business Plans, and Quarterly and Monthly reports) are relevant and specific, timely, detailed and tracked against the business plan milestones and KPIs and metrics. To take a lead role in communications activities for the CIA programme including website content management, and social media accounts. To act as an interface between CIA and all external partners including liaison with executive and non-executive staff; patients and service users; clinicians; academics; commissioners and industry partners. To update the Oxford HIN teams on key areas of work.
Management of Staff and Resources:
Order and invoice management Raise requisitions and purchase orders and scrutinise and reconcile all invoicing.
Personnel Management To provide advice and assistance to staff within CIA including documentation on recruitment, induction and appraisals.
Business Management To support the process for regular team meetings, and oversight groups setting the agenda, collating papers and reports.
Administrative and Programme Services
To ensure that all queries from colleagues and external organisations are dealt with quickly and efficiently, producing file notes as appropriate. To coordinate a wide range of internal and external meetings and events across the region, book appropriate venues, catering, accommodation and travel. Maintain confidentiality and sensitivity of complex and sensitive information. Work with other administrative colleagues in the HIO&TV core team to ensure the office and the phones are covered appropriately at all times. Undertake any other duties as required (e.g. support training and induction of new staff and advise on roles and responsibilities where necessary). Work with other administrative colleagues in the Oxford HIN core team to ensure the office and the phones are covered appropriately at all times.
Quality Control and Standards
To play an active part in the development and implementation of administrative and managerial procedures in the PMO, ensuring that high standards are set and maintained. To determine a set of quality standards that put in place a monitoring system ensuring quality standards are adhered to. To plan (if not already in place) and maintain a paperless office for the future (as above).
Job description
Job responsibilities
Overall Responsibilities
Provide project support, developing, documenting and implementing core project/programme processes in support of their delivery. To provide a comprehensive range of secretarial and administrative services to a consistently high standard. This includes organising and preparing for meetings, formal minute-taking and programme scheduling. To manage the smooth running of the CIA function in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To ensure enquiries are dealt with appropriately. Ensuring that the programme reports (Annual Reports, Business Plans, and Quarterly and Monthly reports) are relevant and specific, timely, detailed and tracked against the business plan milestones and KPIs and metrics. To take a lead role in communications activities for the CIA programme including website content management, and social media accounts. To act as an interface between CIA and all external partners including liaison with executive and non-executive staff; patients and service users; clinicians; academics; commissioners and industry partners. To update the Oxford HIN teams on key areas of work.
Management of Staff and Resources:
Order and invoice management Raise requisitions and purchase orders and scrutinise and reconcile all invoicing.
Personnel Management To provide advice and assistance to staff within CIA including documentation on recruitment, induction and appraisals.
Business Management To support the process for regular team meetings, and oversight groups setting the agenda, collating papers and reports.
Administrative and Programme Services
To ensure that all queries from colleagues and external organisations are dealt with quickly and efficiently, producing file notes as appropriate. To coordinate a wide range of internal and external meetings and events across the region, book appropriate venues, catering, accommodation and travel. Maintain confidentiality and sensitivity of complex and sensitive information. Work with other administrative colleagues in the HIO&TV core team to ensure the office and the phones are covered appropriately at all times. Undertake any other duties as required (e.g. support training and induction of new staff and advise on roles and responsibilities where necessary). Work with other administrative colleagues in the Oxford HIN core team to ensure the office and the phones are covered appropriately at all times.
Quality Control and Standards
To play an active part in the development and implementation of administrative and managerial procedures in the PMO, ensuring that high standards are set and maintained. To determine a set of quality standards that put in place a monitoring system ensuring quality standards are adhered to. To plan (if not already in place) and maintain a paperless office for the future (as above).
Person Specification
Knowledge, Training and Experience
Essential
- Educated to degree level or equivalent knowledge, skills and experience.
- IT literate with ability to use all Microsoft Office applications.
- Demonstrable experience of event management.
- A good understanding of the changing NHS environment.
- Ability to support change and to work collaboratively to implement and embed new ways of working.
- Experience in communicating with a wide range of professional groups.
- Ability to work independently, prioritise effectively and actively plan.
Desirable
- Business or Project Management Qualification or equivalent.
- Knowledge of Innovation Adoption and/or Quality Improvement methodologies.
Communication Skills
Essential
- Demonstrable inter-personal and communications skills with a range of people and professionals.
Values & Behaviours
Essential
- High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude.
- A commitment to improving services through an ability to sustain a clear performance focus on achieving demanding goals.
- Strong sense of commitment to openness, honesty and integrity in undertaking the role.
- Personal resilience and determination to make a tangible contribution to healthcare.
- Professional attitude to handle confidential and complex information appropriately.
- Values team working and knowledge sharing as being beneficial and essential for success.
Equality and Diversity
Essential
- The promotion of equality of opportunity and good working relations (providing practical leadership).
Person Specification
Knowledge, Training and Experience
Essential
- Educated to degree level or equivalent knowledge, skills and experience.
- IT literate with ability to use all Microsoft Office applications.
- Demonstrable experience of event management.
- A good understanding of the changing NHS environment.
- Ability to support change and to work collaboratively to implement and embed new ways of working.
- Experience in communicating with a wide range of professional groups.
- Ability to work independently, prioritise effectively and actively plan.
Desirable
- Business or Project Management Qualification or equivalent.
- Knowledge of Innovation Adoption and/or Quality Improvement methodologies.
Communication Skills
Essential
- Demonstrable inter-personal and communications skills with a range of people and professionals.
Values & Behaviours
Essential
- High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude.
- A commitment to improving services through an ability to sustain a clear performance focus on achieving demanding goals.
- Strong sense of commitment to openness, honesty and integrity in undertaking the role.
- Personal resilience and determination to make a tangible contribution to healthcare.
- Professional attitude to handle confidential and complex information appropriately.
- Values team working and knowledge sharing as being beneficial and essential for success.
Equality and Diversity
Essential
- The promotion of equality of opportunity and good working relations (providing practical leadership).
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).
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
Oxford Science Park
Health Innovation Oxford & Thames Valley, Magdalen Centre – Whitehead Building, 1 Robert Robinson Avenue, Oxford Science Park
Oxford
OX4 4GA
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
