Job summary
KSS AHSN is seeking to appoint two Programme Coordinators
to join our dynamic and friendly team to both support and coordinate the
delivery of KSS AHSNs programme delivery workstreams.
This is an exceptionally busy and fast-paced role. It will require proactive individual(s) who are
highly skilled in information gathering, problem-solving, prioritising
workloads, event management and writing for different audiences. They will also be experienced in providing
excellent administrative support and project coordination. Experience or a
keen interest in quality, innovation and technology would also be an advantage.
You will utilise your
exemplary project planning, stakeholder management and communication skills to
work seamlessly with both external and internal stakeholders. You will
play a fundamental role in ensuring the success of the teams collective
programme delivery objectives.
Main duties of the job
Our ideal candidate will be:
Hungry to learn all about the work we do within the Network and in particular, the programmes of work you will be coordinating and supporting.
Well organised with a strong attention to detail.
Digitally savvy: highly proficient with MS Office 365 and SharePoint.
A tenacious problem solver: you will also exhibit resilient characteristics too.
Entrepreneurial and empathetic: you will be able to grasp delivery challenges faced by both the AHSN and its key stakeholders and to build strong working relationships.
Commercially-minded: you will be able to understand organisational and programme related pain points and conceptualise solutions.
Communicative and expressive: you will be able to engage effectively and efficiently with colleagues and stakeholders alike and proactively seek out knowledge-sharing opportunities.
Creative and data-driven: you think big and execute fast on ideas you will have to test efficacy.
Ambitious and curious: you have a drive to find solutions, and a curiosity for disruptive business models and ways of working.
Flexible and collaborative: you are not precious about roles, youre a team player who does what it takes to get things done.
Highly organised and energetic: you are great at prioritising and managing workloads, you are self-motivated and love galvanising others to work with you.
About us
Kent Surrey Sussex AHSN (KSS AHSN) is one of 15 AHSNs set up by NHS England in 2013 and relicensed from April 2018 to operate as the key innovation arm of the NHS.
Our work is all about transforming lives through innovation. We aim to improve the health and wellbeing of all citizens within our communities and contribute to a vibrant local economy.
Covering an area with a population of 4.8 million people, and a health and social care workforce of over 200,000 people, we seek to understand the needs of our health system and be well placed to broker innovative solutions. We develop projects, programmes and initiatives that reflect the diversity of our region and healthcare challenges.
KSS AHSN is commissioned by the Office for Life Sciences (OLS), NHS England and NHS Improvement, to deliver a programme of work which underpins the acceleration, creation and adoption of health innovations. Our aim; to deliver improved outcomes for the population and generating economic growth, regionally and nationally with helping to enable companies/innovators to scale and create new jobs and investment.
Job description
Job responsibilities
Applications will NOT be accepted via NHS jobs. Please refer to the KSS AHSN Careers/Vacancies website for the full job description of the role. Further details on how to apply can also be found at our website.
Alternatively, please visit our ATS Platform, TeamTailor, at:
https://kentsurreysussexahsnltd.teamtailor.com/jobs/3051907-programme-coordinator
Role:Programme Coordinator
Salary:circa £32,000 to £37,000 per annum
Hours:1.0 WTE / Full-time, 37.5 hrs per week
Benefits:33 days annual leave per annum + UK Bank Holidays, flexible remote/hybrid working and optional salary sacrifice pension (employments only*)
Contract: Fixed Term employment*, on KSS AHSN Terms and Conditions.
Base:KSS AHSNs primary place of business is The Beehive, located in Gatwick/Crawley, West Sussex. We have further satellite / hot-desking arrangements at sites located in Guildford and Brighton. Contractually, your normal place of work will be KSS AHSNs primary place of business.
Location:The role is predominately remote, although KSS AHSN work on a hybrid basis. The successful candidate is expected to be based in, or be able to attend meetings in the Kent, Surrey, Sussex geography.
Reports to:Programme Manager
Job Purpose
To be responsible for providing project coordination and administrative support to various AHSN programmes, projects and workstream. These include:
Co-ordination and maintenance of contacts database for the programme
Support of programme communications
- Create and update databases of organisations and sources of good practice to support the programmes
- Horizon scan and provide summary reports to co-ordinate communications and activities
Work closely with all members of the team to support programmes, ensuring they are conducted in compliance with the AHSNs policies, governance and quality assurance
Use a high degree of organisational, communication and IT skills to coordinate the work of the programme
Maintain strong working relationships with clinical and non-clinical stakeholders
Take an active role in the programme delivery professional group to include liaison with Unity Insights colleagues.
- Facilitate and support colleagues working on other AHSN programmes, as required.
The specific area of responsibility for the role will be confirmed at appointment. Please note that this specific area of responsibility is subject to change, according to future programme delivery requirements.
This is an exceptionally busy and fast-paced role that will require a proactive individual who is highly skilled in information gathering, problem-solving, event management, writing for different audiences, and experienced in providing excellent support and project coordination.
Key duties and responsibilities
- Provide project coordination and administrative support to the programme work streams, for example collating audit results, setting up working groups, report writing and tracking actions.
- Prepare agendas and take minutes at clinical and non-clinical meetings/webinars, producing these to a high standard in a timely manner maintaining a full understanding of the context of the meeting and ensuring actions from such meetings are completed.
- Respond to emails from all partners and team members and keeping colleagues updated on progress on actions that may be outstanding or where an extension in timescale for completion may be required.
- To undertake typing up and preparation of documents and flyers as requested. To include letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.
- Collate and present data for reports using appropriate IT programmes. Assist in the analysis of survey and audit data; summarising data and preparing reports for analysis to a professional standard of presentation (using Excel, Word and PowerPoint).
- Work closely with Programme Manager(s) as well as Unity Insights colleague(s) in the preparation of agendas and presentations for events.
- Responsible for the planning and preparation of events, ensuring that the needs of the programme are met.
- Responsible for greeting attendees at events, checking the room set up (projector set up/flip chart/refreshments) and clearing the meeting room after the meeting.
- Arrange regular programme progress meetings; preparing agendas and taking action notes, ensuring that actions are tracked to completion.
Support managers in the production of programme documentation and reports, ensuring compliance with AHSN systems.
- Coordinate the tracking of programme milestones across the programmes work streams and highlight delays and conflicts to the Senior Innovation/Programme Manager and/or Associate Director or relevant clinical lead.
- Liaise closely with programme clinical leads, providing high level administrative and project support, to ensure their contribution to reported status of all programmes, highlighting any issues to the Senior Innovation/Programme Manager and/or Associate Director.
- Support the team in maintaining the stakeholder engagement map, ensuring contacts with key groups are logged.
- Set up and maintain internal and external distribution lists/databases.
- Take lead responsibility for project management of specific pieces of work, including delivery of project plans, stakeholder engagement, achievement of milestones and full reporting.
- Create and update a signposting database of organisations and sources of good practice to support the programme.
- Support communications using online and other media (e.g. KSS AHSN website, Twitter, LinkedIn, e-mail etc.), in liaison with the AHSN communications team.
- Coordinate the management of materials on the relevant web pages with the AHSN communications team.
- Be familiar with all the projects and workstreams within the programme, and key partners and be able to convey this clearly and concisely and direct enquiries as required to the appropriate person for response.
- Provide support to corporate services and programme delivery team activities as necessary to meet organisational priorities, to include assisting with the planning and delivery of corporate events, such as Team Day.
- The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
- You will be expected to actively participate in bi-annual appraisals and set objectives in conjunction with your manager. Performance will be monitored against set objectives.
General responsibilities
- To act as 'one team'.
- To promote the values of KSS AHSN.
- To share knowledge and work collegiately to mutual benefit with national and local voluntary sector organisations particularly relevant to the work theme
- To ensure effective communications within and between teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.
- To engage in regular performance reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.
Job description
Job responsibilities
Applications will NOT be accepted via NHS jobs. Please refer to the KSS AHSN Careers/Vacancies website for the full job description of the role. Further details on how to apply can also be found at our website.
Alternatively, please visit our ATS Platform, TeamTailor, at:
https://kentsurreysussexahsnltd.teamtailor.com/jobs/3051907-programme-coordinator
Role:Programme Coordinator
Salary:circa £32,000 to £37,000 per annum
Hours:1.0 WTE / Full-time, 37.5 hrs per week
Benefits:33 days annual leave per annum + UK Bank Holidays, flexible remote/hybrid working and optional salary sacrifice pension (employments only*)
Contract: Fixed Term employment*, on KSS AHSN Terms and Conditions.
Base:KSS AHSNs primary place of business is The Beehive, located in Gatwick/Crawley, West Sussex. We have further satellite / hot-desking arrangements at sites located in Guildford and Brighton. Contractually, your normal place of work will be KSS AHSNs primary place of business.
Location:The role is predominately remote, although KSS AHSN work on a hybrid basis. The successful candidate is expected to be based in, or be able to attend meetings in the Kent, Surrey, Sussex geography.
Reports to:Programme Manager
Job Purpose
To be responsible for providing project coordination and administrative support to various AHSN programmes, projects and workstream. These include:
Co-ordination and maintenance of contacts database for the programme
Support of programme communications
- Create and update databases of organisations and sources of good practice to support the programmes
- Horizon scan and provide summary reports to co-ordinate communications and activities
Work closely with all members of the team to support programmes, ensuring they are conducted in compliance with the AHSNs policies, governance and quality assurance
Use a high degree of organisational, communication and IT skills to coordinate the work of the programme
Maintain strong working relationships with clinical and non-clinical stakeholders
Take an active role in the programme delivery professional group to include liaison with Unity Insights colleagues.
- Facilitate and support colleagues working on other AHSN programmes, as required.
The specific area of responsibility for the role will be confirmed at appointment. Please note that this specific area of responsibility is subject to change, according to future programme delivery requirements.
This is an exceptionally busy and fast-paced role that will require a proactive individual who is highly skilled in information gathering, problem-solving, event management, writing for different audiences, and experienced in providing excellent support and project coordination.
Key duties and responsibilities
- Provide project coordination and administrative support to the programme work streams, for example collating audit results, setting up working groups, report writing and tracking actions.
- Prepare agendas and take minutes at clinical and non-clinical meetings/webinars, producing these to a high standard in a timely manner maintaining a full understanding of the context of the meeting and ensuring actions from such meetings are completed.
- Respond to emails from all partners and team members and keeping colleagues updated on progress on actions that may be outstanding or where an extension in timescale for completion may be required.
- To undertake typing up and preparation of documents and flyers as requested. To include letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.
- Collate and present data for reports using appropriate IT programmes. Assist in the analysis of survey and audit data; summarising data and preparing reports for analysis to a professional standard of presentation (using Excel, Word and PowerPoint).
- Work closely with Programme Manager(s) as well as Unity Insights colleague(s) in the preparation of agendas and presentations for events.
- Responsible for the planning and preparation of events, ensuring that the needs of the programme are met.
- Responsible for greeting attendees at events, checking the room set up (projector set up/flip chart/refreshments) and clearing the meeting room after the meeting.
- Arrange regular programme progress meetings; preparing agendas and taking action notes, ensuring that actions are tracked to completion.
Support managers in the production of programme documentation and reports, ensuring compliance with AHSN systems.
- Coordinate the tracking of programme milestones across the programmes work streams and highlight delays and conflicts to the Senior Innovation/Programme Manager and/or Associate Director or relevant clinical lead.
- Liaise closely with programme clinical leads, providing high level administrative and project support, to ensure their contribution to reported status of all programmes, highlighting any issues to the Senior Innovation/Programme Manager and/or Associate Director.
- Support the team in maintaining the stakeholder engagement map, ensuring contacts with key groups are logged.
- Set up and maintain internal and external distribution lists/databases.
- Take lead responsibility for project management of specific pieces of work, including delivery of project plans, stakeholder engagement, achievement of milestones and full reporting.
- Create and update a signposting database of organisations and sources of good practice to support the programme.
- Support communications using online and other media (e.g. KSS AHSN website, Twitter, LinkedIn, e-mail etc.), in liaison with the AHSN communications team.
- Coordinate the management of materials on the relevant web pages with the AHSN communications team.
- Be familiar with all the projects and workstreams within the programme, and key partners and be able to convey this clearly and concisely and direct enquiries as required to the appropriate person for response.
- Provide support to corporate services and programme delivery team activities as necessary to meet organisational priorities, to include assisting with the planning and delivery of corporate events, such as Team Day.
- The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
- You will be expected to actively participate in bi-annual appraisals and set objectives in conjunction with your manager. Performance will be monitored against set objectives.
General responsibilities
- To act as 'one team'.
- To promote the values of KSS AHSN.
- To share knowledge and work collegiately to mutual benefit with national and local voluntary sector organisations particularly relevant to the work theme
- To ensure effective communications within and between teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.
- To engage in regular performance reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent work-related experience
- Evidence of continuous development shows strong self-development ethos and learning from a range of interests
Desirable
- An appropriate professional qualification or Masters degree.
- Experience supporting or working within health-tech company/innovation landscape.
Values & Behaviours
Essential
- To set a high-quality standard, and work in a positive and mature manner
- Can adopt an objective view and be a good team player, as well as work independently, when required
- Reliable work record
- Flexible and adaptable work style to reflect the needs of a small organisation
- Understands own strengths and limitations and impact on others
- Demonstrates the confidence, resilience and energy to overcome obstacles to achieve the best outcome
- Highly results orientated, with a strong drive to deliver and have an impact
- A strong sense of personal and team accountability, delivers on commitments
- Positive, pro-active and has a can do attitude
- Values diversity and looks for opportunities to improve equality
Skills & Abilities
Essential
- Excellent written and verbal communication skills, with the confidence to communicate effectively with people at all levels within the organisation and externally, including high-level clinical staff i.e. able to produce targeted messages for different audiences
- Able to make sensible judgements involving facts/situations which may require analysis and interpretations
- Able to present and make understandable complex information and analysis to non-technical staff in a user-friendly way
- Can demonstrate skills in planning and organising a wide range of activities as well as prioritising diaries and schedules
- Able to deal with constantly changing workload, prioritise effectively and meet deadlines
- Interested in disruptive technologies and able to learn and adapt to new innovations
- Able to use own initiative within sphere of responsibility
- Able to use own judgement and logic to resolve issues
- Able to be flexible and adaptable and cope with frequent and unpredictable interruptions
- Able to work within a team environment and display initiative
- Able to work independently with limited supervision
- Able to demonstrate tact and diplomacy
Experience
Essential
- Experience of providing high level administrative support, project management and event management
- Competent in using analytical and database software, including extensive knowledge of MS Office, applications for managing, analysing and presenting information and other relevant social media platforms.
- Experience of using content management systems and social media for business
- Experience of conducting evidence-based research e.g. literature reviews, primary and secondary research, market evaluations, horizon scanning
- Experience of communicating with a wide range of professionals
- Experience of writing targeted messaged and information for different audiences, for both printed and digital communication
- Experience in prioritising workload for the programme manager to ensure priorities are flagged-up
- Experience of servicing meetings with agenda formation and minute taking
Desirable
- Experience of providing business case advise to health-tech companies.
- Experience of providing advice to senior managers and consultants.
- Experience of clinical transformation projects
Other requirements
Essential
- Demonstrates flexibility within working patterns and prepared to work flexible hours if required
- Acts in such a manner as to maintain and always protect patient and staff confidentiality
- Ability to work at sites across Kent, Surrey and Sussex when required for particular meetings and events
Desirable
- Able to drive between meetings
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent work-related experience
- Evidence of continuous development shows strong self-development ethos and learning from a range of interests
Desirable
- An appropriate professional qualification or Masters degree.
- Experience supporting or working within health-tech company/innovation landscape.
Values & Behaviours
Essential
- To set a high-quality standard, and work in a positive and mature manner
- Can adopt an objective view and be a good team player, as well as work independently, when required
- Reliable work record
- Flexible and adaptable work style to reflect the needs of a small organisation
- Understands own strengths and limitations and impact on others
- Demonstrates the confidence, resilience and energy to overcome obstacles to achieve the best outcome
- Highly results orientated, with a strong drive to deliver and have an impact
- A strong sense of personal and team accountability, delivers on commitments
- Positive, pro-active and has a can do attitude
- Values diversity and looks for opportunities to improve equality
Skills & Abilities
Essential
- Excellent written and verbal communication skills, with the confidence to communicate effectively with people at all levels within the organisation and externally, including high-level clinical staff i.e. able to produce targeted messages for different audiences
- Able to make sensible judgements involving facts/situations which may require analysis and interpretations
- Able to present and make understandable complex information and analysis to non-technical staff in a user-friendly way
- Can demonstrate skills in planning and organising a wide range of activities as well as prioritising diaries and schedules
- Able to deal with constantly changing workload, prioritise effectively and meet deadlines
- Interested in disruptive technologies and able to learn and adapt to new innovations
- Able to use own initiative within sphere of responsibility
- Able to use own judgement and logic to resolve issues
- Able to be flexible and adaptable and cope with frequent and unpredictable interruptions
- Able to work within a team environment and display initiative
- Able to work independently with limited supervision
- Able to demonstrate tact and diplomacy
Experience
Essential
- Experience of providing high level administrative support, project management and event management
- Competent in using analytical and database software, including extensive knowledge of MS Office, applications for managing, analysing and presenting information and other relevant social media platforms.
- Experience of using content management systems and social media for business
- Experience of conducting evidence-based research e.g. literature reviews, primary and secondary research, market evaluations, horizon scanning
- Experience of communicating with a wide range of professionals
- Experience of writing targeted messaged and information for different audiences, for both printed and digital communication
- Experience in prioritising workload for the programme manager to ensure priorities are flagged-up
- Experience of servicing meetings with agenda formation and minute taking
Desirable
- Experience of providing business case advise to health-tech companies.
- Experience of providing advice to senior managers and consultants.
- Experience of clinical transformation projects
Other requirements
Essential
- Demonstrates flexibility within working patterns and prepared to work flexible hours if required
- Acts in such a manner as to maintain and always protect patient and staff confidentiality
- Ability to work at sites across Kent, Surrey and Sussex when required for particular meetings and events
Desirable
- Able to drive between meetings
