EPMA Programme Support Officer

Job description

Job responsibilities

JOB SUMMARY

The EPMA programme support officer will provide day to day programme management support to multiple pieces of work, with a focus on supporting and delivering organisational change through staff and public engagement and equality and inclusion processes across the Trust. The post holder will work with a wide network of staff throughout the Trust and beyond, providing practical leadership and support to programme initiatives to ensure defined positive outcomes are achieved.

This job description is an outline of the main duties of the post. The post holder will be required to undertake other duties commensurate with the grade as directed.

The content of this post will be reviewed in consultation with the post holder when necessary and in line with the service developments.

KEY RESULT AREAS:

1. Support the day to day delivery of multiple projects within the EPMA programme. The portfolio of projects will support on-going service improvement and business developments for the programme.
2. Manage and process matters arising, taking appropriate action to ensure urgent issues are dealt with appropriately.

3. In conjunction with others in the team, contribute to the preparation of business cases and option appraisals.

4. Lead on designated projects or elements of the programme. Support, facilitate and monitor progress, formulating and adjusting plans and documentation appropriately. Support staff with project delivery and implementing system improvements. Resolve project delivery problems. Plan key work streams in relation to projects.

5. Communicate information clearly and effectively with the team and others, receiving, handling and forwarding as necessary incoming and outgoing correspondence (email, and telephone).

6. Develop positive relationships with colleagues, service users, carers, volunteers and partners.

7. Ensure the efficient progression of improvements by keeping the necessary people informed on a regular basis.

8. Suggest changes and support the development and implementation of new concepts, models, methods, and ways of working to achieve service change.

9. Work with staff, service users, carers, volunteers and local groups to involve and seek their views on programme improvements and development projects.

10. Identify information requirements by gathering, analysing, interpreting, and reporting quantitative and qualitative data and information to inform.

11. Obtain information to inform projects. Liaise between information services and service areas to identify available information which can be extracted from information systems and how the information can be used to support business processes.

12. Arrange meetings as requested: scheduling and coordinating the meetings and events, taking notes and minutes, preparing the meeting agendas, distributing papers and be responsible for progress chasing of actions to be taken.

13. Collect statistical, and other information on a regular basis and prepare reports and circulate as appropriate.

14. Undertake ongoing programme support work, including:

Contribute to the preparation of plans and undertake scheduling activities.

Identifying information requirements and liaising with other departments to obtain information.

The collation and preparation of reports and other documentation

Assisting in the facilitation of staff engagement sessions and other programme activity sessions

Creating and setting systems up to collect data

Creating and maintaining spreadsheets

Performing routine and ad-hoc data analysis tasks

Advising appropriate staff of requirements for data collection

15. Monitor progress of projects and set up scheduling processes for project plans using e.g. MS Project, MS Excel etc.

16. Set up and manage the maintenance of programme files, in electronic format.

17. Manage own workload effectively in accordance with the priorities of the programme, seeking advice and guidance as appropriate.

18. Actively participate in regular supervision sessions with Manager or other key staff.

19. Undertake all mandatory training as required and any additional training as agreed.

Trust Values:

The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respectat all time. The post holder must all time act in accordance with the Trusts Values:

Honest, open, transparent

Respectful

Person first and in the centre

Improve and be outstanding

Relevant today, ready for tomorrow

Families and carers matter

Safeguarding:

Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.

Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.

Trust policies and commitments to be read in line with the relevant Trust Policy:

All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:

ensure they are aware of the Whistleblowing Policy and how they raise concerns;

maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct;

understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the The General Data Protection Regulation (GDPR), The Data Protection Act 2018 (DPA) and Trust Data Protection policy;

comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually;

receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed;

understand their responsibilities under the Trusts Equal Opportunities in Employment Policy and ensure that they adhere to the provisions of the policy;

recognise, respect and support the equality diversity of staff, colleagues, service users, carers and the public. Contribute to a working environment which promotes and responds positively to difference and diversity;

ensure they carry out their duty to safeguard and promote the welfare of children and young people under the age of 18 years, as issued under Section 11 of The Children Act 2004, by being familiar with and adhering to Trust safeguarding policies and participatingin relevanttraining;

comply with their professional responsibilities to develop their practice and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision);

demonstrate, through practice and practical understanding, the importance of the continual development of individual, team and service wide quality improvement;

abide by relevant codes of professional practice, with the organisation taking action when codes of conduct are breached;

work flexibly to meet the needs of the service/organisation, whilst working within a culture of progressive employment practices and commitment to the Investors in People (IiP) Standards.

adhere to the Trusts smoke free policies, which prohibits smoking anywhere on Trust grounds;

being socially responsible by complying with measures that support the Trust in reducing or offsetting our environmental impact;

Identify and report risks, hazards, incidents, accidents and near misses promptly;

In addition to the Trusts own responsibilities under the Health and Social Care Act 2008, Code of Practice on the prevention and control of infections and related guidance, for your safety, ALL staff (and contractors) are responsible for ensuring their work adheres to this Code in the delivery of safe patient care.

This job description is an outline of the main duties of the post. The postholder will be required to undertake other duties commensurate with the band as directed. The content of this post will be reviewed in consultation with the postholder when necessary and in line with the service developments.

For full Job Description please see the attachedin 'Supporting Information'

Person Specification

Qualifications

Essential

• Educated to Degree level in an appropriate subject or with a demonstrably equivalent level of experience

Desirable

• Specific qualification related to use of information technology e.g. Advanced ECDL

Experience

Essential

• Co-ordinating successful projects or elements of programmes and undertaking project work, data collection and analysis.
• Computer literate with working experience of Microsoft Office, Excel.
• Producing & presenting reports.
• Presenting to groups of people.
• Of success in using programme and project management tools and techniques in supporting the delivery of complex (multi-stranded) pieces of work.

Desirable

• Knowledge of service improvement/innovation techniques.
• Knowledge of national policy/guidance affecting the NHS.
• Use of Project Management software.
• Experience of preparing business cases.

SPECIAL KNOWLEDGE/SKILLS

Essential

• Knowledge gained through practical application of Project Management tools and techniques
• Ability to manage multiple pieces of work across different projects
• Is able to evidence use of effective influencing, facilitation and negotiation skills
• Must be able to communicate: difficult to explain information/data, sensitive and contentious information
• Ability to identify information/data requirements and analyse, interpret and report on incomplete/ambiguous information
• Ability to problem solve, suggest and recommend solutions/approaches to resolve them
• Organisational/planning skills

Desirable

• Understanding of the modern NHS and the context in which Foundation Trusts operate and a clear understanding of how these challenges impact on our organisation and are translated into effect.
• Undertaking searches and finding evidence of best practice etc.

PERSONAL ATTRIBUTES

Essential

• A Current driving licence and access to a car during the working day is essential (reasonable adjustments will be considered for any applicants who are unable to drive due to a disability) .
• Ability to work with people in a supportive and empowering way.
• Ability to work flexibly.

PHYSICAL ATTRIBUTES

Essential

• Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).

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.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Fieldhead Hospital

Ouchthorpe Lane

Wakefield

WF13SP

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)