Job Summary
We have an exciting opportunity for an enthusiastic and experienced administrator to join Viaduct Care.
The post holder will work as part of our busy, dynamic, and friendly Corporate team here at Viaduct Care with the aim to provide high quality, effective support to our SMILE training programme.
SMILE is the Stockport Multi-Professional Integrated Learner Experience programme which aims to develop the future health and care workforce that understands the journey of our people who access health and care services at GM, locality and neighbourhood/place.
To enable the future workforce to have meaningful conversations with our people in managing their own health & wellbeing, promote population health and person-centred care.
Main Duties of the Job
The aim of the Programme Support Administrator role is to co-ordinate all elements of the programme including building relationships in a specified locality, providing information and updates regarding student placements and work experience, and data collection.
The role holder will have excellent interpersonal skills and will be comfortable working with a wide range of stakeholders across health and social care (e.g. GP practices, community services, acute trusts, integrated care and voluntary), and academic organisations.
About Us
Viaduct Care is the GP Federation of Stockport. The federation was formed to empower local GPs to provide the best possible care for patients whilst tackling some of the challenges faced by General Practice by helping doctors and other healthcare professionals work together, share resources and expertise.
Our vision is to be consistently recognised for enabling the delivery of high-quality patient centred healthcare, which is innovative, equitable, efficient, effective, and contributing to a healthy population in Stockport.
Whatever stage you are at in your career, we will provide you with the high-quality support you need to continue developing your skills, achieve job satisfaction and help shape the future of healthcare to make a real difference to people's lives.
Date posted: 12 November 2024
Pay scheme: Agenda for change
Band: Band 4
Salary: £26,530 to £29,114 a year Dependent on experience. Pro rata based on 37.5 hours per week.
Contract: Fixed term
Duration: 12 months
Working pattern: Full-time, Flexible working, Home or remote working
Reference number: B0463-24-0022
Job Responsibilities
Main Roles & Responsibilities
1. Coordinate learner placements in primary care settings by liaising with universities, NHS primary care providers, and relevant stakeholders.
2. Maintain a robust placement schedule, ensuring alignment with project requirements, university timetables, and NHS operational needs.
3. Manage the booking of placements, keeping accurate and detailed records of learners, placements, and supervision details.
4. Collect, accurately store, and analyze project and programme data to inform decision-making.
5. Event and meeting planning and facilitation, including following up on actions.
6. Produce resources and services which promote the benefits of student placements to key stakeholders.
7. Identify key issues, concerns or risks that might impact on the learners' wellbeing by supporting students and supervisors to maximize the placement opportunity.
8. Play an active role in team meetings by gathering information and being prepared to update the team on patient progress towards goals.
9. Support learners in accessing community facilities, groups, and community activities and resources at a locality level and understand neighbourhood facilities.
Key Relationships/Stakeholders
The post holder will be in regular contact with staff within the project team and key partner organisations including:
1. Integrated Care Board (ICBs)
2. Health and social care organisations in Greater Manchester
3. Primary Care Networks
4. Greater Manchester Training Hubs
5. Small and Medium Enterprises (SMEs)
6. Voluntary sector organisations
Communication, Event Management and Stakeholder Management
1. Communicate with a range of internal and external stakeholders with updates on project and programme delivery.
2. Use digital and social media channels to communicate to stakeholders where appropriate and in accordance with Viaduct Care guidelines.
3. Maintain collaborative working relationships with university contacts, clinical placement staff, primary care supervisors, and NHS education teams.
4. Facilitate meetings as required, identifying and following up on actions which need to be taken forward by the team.
5. Support events including workshops and conferences where appropriate with senior managers.
6. Coordinate and generate content for e-newsletters and manage stakeholder lists for e-newsletters.
Project Administration and Data Management
1. Assist in maintaining and updating learner placement data, ensuring accurate and accessible records within the project's data management systems.
2. Prepare project documentation, supporting the development of reports and presentations.
3. Make use of office systems to ensure effective delivery of the programmes.
4. Circulate educational resources and supporting materials for learners and supervisors.
5. Prepare project documentation including project plans with clear activities and milestones.
6. Respond in a timely and accurate manner to any data queries.
7. Support with patient and service-user engagement activities such as focus groups.
8. Support quality assurance processes by collating feedback from learners, universities, and primary care supervisors.
Finance
1. Support senior managers with any budget, finance, or tariff administration.
2. Ensure invoices are accurately shared with the relevant finance teams for processing.
3. Ensure that financial control mechanisms are working effectively.
Supporting the Programme Team
1. Update placements with information from Health Education Northwest (HENW) and Health Education England (HEE).
2. Act as the main point of contact for students.
3. Provide contact details for placements, colleagues, students and all learners.
4. Support placements with timetables and documentation.
5. Keep up-to-date records of placement accreditation, reviews and student allocations.
6. Assist new placements with the accreditation process.
7. Work with the Clinical Education Specialist to establish a live register of mentors across the locality.
8. Organize meetings, take minutes and circulate related information.
9. Support team meetings and away days and contribute to fostering a strong team culture.
10. Provide meeting support and minute-taking to members of the programme team.
11. Build effective relationships within the programme and wider project team.
12. Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to an appropriate person.
Personal Development
1. Responsible for developing and sustaining own knowledge, skills and professional awareness.
2. Attend courses as deemed relevant, including mandatory training, and to attend events as appropriate.
This list of duties is not intended to be exhaustive but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the service.
Standard Clauses
Performance Management: Objectives for the post will be the subject of overall agreement and regular review between the post-holder and their line manager.
Confidentiality and Compliance with the Data Protection Act 2018: The post holder must maintain confidentiality regarding information about patients, staff and other Viaduct Care business.
Health and Safety: All employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act 1974.
Infection Control: All employees of Viaduct Care are required to contribute to the management of infection control.
Safeguarding Children and Adults: All staff are required to always act in such a way that safeguards and promotes the health and well-being of children and vulnerable adults.
Equality and Diversity: Employees should promote diversity and equality of opportunity within Viaduct Care.
Sustainability: All employees of Viaduct Care have a responsibility for working in a low carbon environment.
Person Specification
Experience
Essential:
* Evidence of ability to work both autonomously and to seek support and guidance when appropriate.
* Experience of managing a caseload of participants (learners) and keeping up to date records using a database.
* Demonstrable experience in an administrative role.
Desirable:
* Previous experience within NHS, Primary Care, or an educational institution.
* Experience of organising, coordinating and minuting meetings and logging actions.
* Evidence of working within a multidisciplinary team.
Knowledge and Skills
Essential:
* Evidence of a good working knowledge of MS Office including Word, Excel, Outlook.
* Good IT skills.
* Highly organised, with the ability to prioritise, manage multiple tasks, and meet deadlines in a fast-paced environment.
* Good communication and interpersonal skills, including an ability to build rapport and establish good one to one relationships.
* Ability to work with people from a range of agencies and organisations to develop effective working relationships.
* Demonstrates a high level of accuracy in record-keeping and data management.
Desirable:
* Experience of working without direct supervision.
Qualifications
Essential:
* English and Maths GCSE (grade A* to C) or equivalent.
* NVQ L4 or equivalent or equivalent experience in a relevant subject (i.e. business administration/project management).
Desirable:
* Project Management Qualifications or relevant experience.
Other
Essential:
* Able to respond flexibly to changing circumstances and project requirements.
* Willingness to work in settings across Stockport.
* Commitment to working towards Viaduct Care CIC's values and ethos as an organisation.
* Ability to work flexibly in an innovative and developing role.
Employer Details
Employer Name: Viaduct Care
Address: 21-23 Merseyway, Stockport, Cheshire, SK1 1PN
Employer's Website: https://www.viaductcare.org.uk/
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