Programme Support Officer

Job description

Job responsibilities

Main Duties and Responsibilities

To provide specialist administrative support and advice to the programmes and projects, as well as wider support where required.

To work as a key member of the People directorate (Workforce, Strategy and Planning team)

To assist programme teams in undertaking their duties efficiently and to help effectively manage workload and maximise the efficient use of time.

To provide the programme support for key governance and programme groups, including the setting up of Board meetings, the development of agendas, the distribution of papers, taking minutes and maintaining and updating action logs and risk logs.

Efficiently organise seminars, workshops, meetings and other complex activities. Prepare and distribute paperwork timely, either electronically or hard copy as appropriate. Co-ordinate delegates and speakers to ensure the smooth running of events.

To prepare agendas, take minutes and distribute notes of workstream meetings including the typing up of group discussions and workshops as necessary.

To ensure website content for Programmes and projects is kept up to date and to support communications and engagement plans

To establish and maintain sites for Programmes on the Future NHS Collaboration Platform to enable the sharing of resources.

To manage electronic diaries, including arranging, changing appointments and prioritising these as appropriate.

To collate regular performance reports against Programme indicators, identifying and scoping appropriate data sources, analysing and interpreting data, ensuring deadlines are communicated and met and reports formatted appropriately.

To collate and input into regular highlight/progress reports including liaising with key individuals and ensuring deadlines are communicated and met. To support the preparation of draft reports and presentations.

Inputting, monitoring and checking data, required for finite and ongoing projects within the teams.

To contribute to continual improvement and development, using opportunities and lessons learned.

Participate in Research and Development activities as directed.

Collaborative Working

To maintain a working knowledge of the key priorities of the programmes and ensure that these are communicated effectively across partners to support the achievement of the Programmes objectives

To establish and maintain effective working relationships with colleagues across West Yorkshire and Harrogate and wider and support opportunities to work together to realise maximum benefits across the Partnership.

To support stakeholder engagement and to be able to communicate clearly and effectively across a wide range of stakeholders across WY.

Act as a point of contact for programme teams, dealing and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously

To work together with colleagues within the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.

Planning and Organisation

The post holder will be required to work on their own initiative, managing conflicts of work, planning and prioritising own workload and activities to ensure key deadlines linked to the role are met.

Be able to balance and prioritise conflicting deadlines and work to often changing and tight timescales

Ensure that all draft reports and presentations are completed to a high quality and within defined timescales

Information Management

Responsible for developing, updating and maintaining a range of personal IT based filing systems, utilising accurate version control and standardised reporting templates, e.g. email, Microsoft folder management.

Ensure that organisational Information Governance requirements are upheld.

Financial and Physical Resources

To supply the relevant information required for financial management, supporting the Programme teams by checking and sending invoices for payment.

Physical Effort

Accuracy and dexterity in the use of keyboards is a constant requirement.

Occasional lifting of computer equipment and presentational equipment e.g. LCD Projectors and projection screens.

Mental Effort

Frequent and prolonged periods of concentration are required. This is required for planning and meetings.

Emotional Effort

Occasional exposure to emotional circumstances when communicating contentious information to a range of stakeholders and organisations.

Working Conditions

Post-holder is required to use computer / VDU for long periods of time. Frequent travel is required to attend meetings across sites.

General

The post holder will:

Promote a culture of equality, diversity and inclusion.

Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.

The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures.

Ensure that any infection prevention and control issues are reported to the line manager/ Infection Prevention and Control.

Ensure compliance with all mandatory and statutory training relevant to the post

Person Specification

Skills & Behaviours

Essential

• Clear communicator with excellent written, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
• Ability to work under pressure in a busy working environment and able to multi-task.
• Able to work on own initiative, organising and prioritising own workload to changing and sometimes tight deadlines.
• Effective team working.
• Ability to work without supervision.

Desirable

• Minute taking

Qualifications

Essential

• Educated to NVQ level 4 in a relevant subject or equivalent previous proven experience.
• Significant administrative/ secretarial experience including initiating and maintaining office systems.
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Advanced keyboard skills

Experience

Essential

• Understanding of Confidentiality and Data Protection Act.
• Understanding of the NHS
• Understanding of the importance of patient, public and community engagement
• Understanding of the voluntary, community and social enterprise sector
• Understanding of and commitment to equality of opportunity and good working relationships.

Additional Requirements

Essential

• An ability to maintain confidentiality and trust.
• Positive and flexible approach to work.
• Commitment to continuing professional development.
• Professional, calm and efficient.

Employer details

Employer name

NHS West Yorkshire Integrated Care Board

Address

West Parade

Wakefield

West Yorkshire

WF1 1LT

Employer's website

http://www.westyorkshire.icb.nhs.uk (Opens in a new tab)