KEY DUTIES Specific Delegated Projects Enable the effective running of the PMO by supporting programme management through the co-ordination of highlight report and briefing requests and receipts, maintenance of action trackers and production of agendas. Ensure the production of monthly briefings by working with key stakeholders and working to agreed timescales. Maintain an up-to-date confidential list of all appropriate professional group contacts and contact database for the CMAST PMO. Support programme managers with co-ordination of project team meetings, clinical networks, and programme board/leadership team meetings. With the relevant professional group contacts, service the Elective Recovery Programme Board, Leadership Team Meetings, and other key groups. Undertake specific projects on behalf of the Elective Recovery Programme Director, as requested. GENERAL MANAGEMENT RESPONSIBILITIES Support the Programme Director and leadership team to ensure that they are briefed in advance of scheduled meetings. Responsibilities include: o Requesting and coordinating briefings from senior staff in advance of meetings, so that the leadership team are fully informed on all the issues to be discussed. o Gathering and extracting information from a range of sources (documents, websites, databases) as requested by the Programme Director, either as a one off or on a regular basis. o Topping and tailing documents to the agreed corporate standard and providing first draft briefings as appropriate. Coordinate planned absence, to ensure there is appropriate administrative support for the programme. Manage all incoming mail/email as required, including prioritisation for action, requesting briefings, directing others to take action and ensuring timely responses from them, disseminating information and monitoring that deadlines are met. Comply with the organisations policies for the procurement of goods and services necessary to the effective running of the team. Maintain the high standards and quality of governance expected in all departmental business, both internally and externally. Draft or request responses to letters and queries addressed to the Programme Directors Prioritise the workload effectively to ensure that meetings and reports are provided in a timely fashion. Manage a forward planning system to ensure that deadlines are met with other Elective Recovery team members and colleagues in the wider Cheshire & Merseyside system. Develop and maintain an understanding and knowledge of the broad spectrum of work areas that the Programme Director is responsible for in order to maximise the support given. The postholder must be able to respond to and accommodate proactive and reactive situations that occur in a busy and fast-moving environment. Manage the review, development, and implementation of specific operating procedures, which comply with CMAST governance arrangements, and which support effective working practices. Initiate, manage, and administrate conferences and events for which the Directors have lead responsibility. Provide support with the recruitment of and guidance to new starters. Undertake any other reasonable duties required. ADMINISTRATIVE RESPONSIBILITIES Organise the diary and commitments of the Programme Director including the scheduling of formal meetings and take notes/minutes at meetings as required. Administer Board and Programme meetings, taking formal minutes to serve as an accurate record of the meetings. Maintain and update logging system to track correspondence. Manage the leadership teams travel and accommodation arrangements. Deal with telephone and email enquiries and ensure that messages are passed on as necessary. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing briefings, correspondence, reports, e-mails, presentations, project plans and spreadsheets. Record and store information using the electronic filing system to maintain corporate information in accordance with Information Governance requirements. Provide general administrative tasks (e.g., photocopying, faxing etc). Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information. Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs, and Board members being sensitive to needs whilst maintaining a high level of professionalism.