Programme Support Assistant

Job description

Job responsibilities

At Sheffield Health & Social Care NHS Foundation Trust (SHSC) our staff are our top priority. We are committed to building Team SHSC which confirms our collaborative approach to working across teams to deliver outstanding care and making sure SHSC is a great place to work.

Based within the People Directorate, the post will be central to the OD Team, working with all team members as part of supporting the full range of OD programme. It will report to the Organisation Development Practitioner for line management and be accountable to the Head of Leadership & OD regarding supporting the OD portfolio.

Working within a challenging, deadline driven environment, we all work flexibly to support the People Strategy Delivery Plan. This postholder will need to be proactive and dynamic in managing their workload and excellent in liaising across the team, the People Directorate and beyond. You will be responsible for driving forward your area of responsibilities. We are developing new offers and collaborate widely with teams across SHSC, our Executive group, Staffside and Staff Network Groups etc. Excellent communication skills, problem-solving skills and thriving on variety and a challenge are all essential for this post. As is, attention to detail, forward thinking and a commitment to inclusion and on-going improvement. This postholder will work to a high standard consistently and at speed, with new challenges every day it is a fast paced, demanding and exciting environment to develop your career in.

To deliver on this, the postholder will:

IT skills

Use the full Microsoft Office suite to full advantage, particularly MS Teams, Word, Power Point and Excel packages. Use of Canva and Adobe will also be required.

Use the best techniques in IT and best practice to ensure high quality management information and administration systems are in place.

Support staff engagement e.g. maintenance of our staff web pages, working with our senior management team (SMT) to ensure content and improving our profile supporting accessibility of our offers for all staff.

Communication/Admin Support

Provide administrative support for all OD programs and associated delivery and assurance groups reporting to People Committee as part of our governance arrangements. This work will include, but is not exclusive to, programmes of work such as SHSC Welcome event as part of on-boarding, conferences and large-scale events e.g. Working Together Conference and a range of engagement events including embedding our values, staff survey/experience, wellbeing, our in-house leadership and manager development programmes, team engagement development tool and scope for growth career conversations.

Note-taking in range of meetings and maintaining and driving forward action logs

Initial drafting and working with colleagues on reports, PowerPoints, flyers, posters and other forms of engagement communications as required for a wide range of topics and audiences.

Deal with highly confidential, potentially sensitive information about staff and finances.

Prepare documents for external and internal distribution where appropriate.

Produce regular routine information and reports in excel, Qualtrics and other formats.

Set up and maintain efficient systems for managing multiple programs of activity; effective electronic data storage and ensure prompt handling of correspondence and enquiries.

Deal with and respond to enquiries, which includes maintaining confidential and accurate communication channel management.

Receive, screen and make telephone calls/emails. The post holder will be expected to resolve queries at first point of contact wherever possible, taking messages or redirecting calls/emails as appropriate and ensuring that timely action is taken.

Planning & Time Management

Meetings scheduling and diary management to support the programmes of work and the Head of Leadership & OD.

Organise meetings - from team meetings through to staff events, booking rooms/venues, arranging hospitality etc.

Support Directorate and Trust meetings of a significant nature e.g. Collective Leadership Group and be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.

Completion of relevant e-forms on behalf of the team

Finance & Resources

Prepare invoices for payment with venues, external service providers, purchasing materials etc and querying/investigating invoice problems.

Order supplies and completing requisitions etc.

Maintain financial records and track all OD budget spend and information e.g. including events, contracts and service level agreements (SLAs)

Ensure regular contract management review meetings are scheduled and processed for example renewal of staff survey contracts, Insights and HLM360

Management/Human Resources

Manage key areas of responsibility within the team, which will include the instruction/direction of other members of staff within these areas of responsibility, e.g. invoice processing.

Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.

Provide cover for other administrators across the directorate, ensuring a consistent level of support for the service is always available.

Information/data gathering for governance & performance purposes, for example maintaining and tracking compliance with mandatory training for the team/directorate.

Person Specification

Other

Desirable

• oCar driver/access to car in case of attending events/functions off site

Knowledge & Skills

Essential

• oExcellent communication skills including presentation of information for reports etc.
• oWide range of admin skills, including programme /workstream management, minute taking, meeting management etc.
• oExperience of setting evaluation questions and analysing resulting data and providing reports e.g. via Qualtrics or similar
• oAbility to handle direct requests for information/contact from service users and staff
• oAbility to adapt to varying demands of the job role within a dynamic environment.
• oAbility to manage and prioritise workload autonomously.
• oAbility to work as part of a team
• oHigh level of accuracy and attention to detail
• oAbility to work flexibly with colleagues to meet the needs of the team and Directorate
• oExperience of supporting large meetings on MS Teams
• oExperience of producing quality PowerPoints/posters etc to support staff engagement/reporting/ development sessions
• oAbility to take a responsible approach to dealing with confidential issues

Desirable

• oExperience of undertaking research/accessing information
• oKnowledge/understanding of processing invoices
• oUse of Canva or similar for creating engaging materials

Training and Qualifications

Essential

• oGood standard of education at GCSE level or higher including GCSE English or equivalent
• oRSA 3 Word Processing/Typewriting or equivalent standards within Microsoft packages
• oBTEC in business admin or equivalent level of experience.

Desirable

• oEuropean Computer Driving Licence/equivalent Microsoft IT skills qualification
• oExcel skills/qualification to support analysis of data

Experience

Essential

• oPrevious administrative/secretarial experience gained in a similar dynamic and responsible role.

Desirable

• oExperience of working in an NHS environment
• oPrevious experience of working with diverse and vulnerable populations
• oExperience of line managing/supervising other staff

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

Sheffield Health and Social Care NHS Foundation Trust

Address

Centre Court

Atlas Way

Sheffield

S4 7QQ

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)