Job summary Fixed Term/Secondment - Up to 12 months We are looking for a highly organised, logical and dynamic individual who is seeking a challenging and rewarding position providing project and administration support to the Sheffield ICB SEND Team. You will work closely with the Designated Clinical Officer (SEND) and the SEND Clinical Case Manager to ensure that the team delivers upon the ICBs statutory duties related to SEND health needs and provision. This post is fixed term to provide maternity leave cover. This is an exciting opportunity to be an integral part of the ICB SEND team, who work closely with Sheffield City Council, to develop a more integrated approach to how we assess and meet the health care needs of children and young people with SEND. You will support a team of health professionals, all of whom have the same aim in ensuring that services for children and young people with SEND are optimised to enable them to meet their full potential. The ICB SEND team provide duties which support children and young people with SEND where there is health need, in line with the Children and Families Act 2014. The Senior Project Support Officer - SEND role is critical to provide administrative, coordination and project support to ensure this process runs smoothly. We also welcome secondment posts from individuals who can demonstrate transferable skills and experience, including from outside the NHS. Interview date: w/c 03/03/2025 Main duties of the job The post would suit a highly motivated project administrator to provide a coordination and supporting role to the ICB SEND Team. This requires high standards of time management, team working and highly developed interpersonal skills. The post holder will: - Need to demonstrate flexibility in their approach. - Support Sheffield place South Yorkshire Integrated Care Board within local authority processes. - Work as part of the multi-agency team across education, health, and care. - Support the SEND agenda in Sheffield. - Develop, coordinate and manage data relevant to delivery of ICB quality assurance and improvement in population level outcomes. You will be involved in developing systems to support the functions of health within the statutory SEND assessment and review process. You will need a strong understanding of the statutory duties and application into practice under the Children and Families Act and SEND Code of Practice, along with a degree of understanding of the specialisms of NHS services that contribute to the EHCP process. You will work closely with partners throughout Sheffield, including social services, the Special Educational Needs Service, Schools, Sheffield Childrens Hospital and Sheffield Teaching Hospitals to support children and young people with additional needs. About us NHS South Yorkshire Integrated Care Board oversees health and social care for a population of 1.4m people. Working through our 4 places, Barnsley, Doncaster, Rotherham, and Sheffield, we are building on the strengths, capacity and knowledge of all those directly involved with our local communities to deliver our four key aims of Improving outcomes in population health and healthcare; Tackling inequalities in outcomes, experience and access; Enhancing productivity and value for money; and Helping the NHS support broader social and economic development. Our near 1,000 staff are committed to addressing the broader health, public health, and social care needs of the population across South Yorkshire through our values of One Team, Empowered and Innovative. We work as a key partner with the Integrated Care Partnership (ICP) of health and care providers within the South Yorkshire Integrated Care System (ICS) to collectively deliver health and care services that meet the needs of the local population. In total there are 186 GP practices in the region, 72,000 health and social care professionals working across seven NHS trusts and four local authorities, and a further 6,000 voluntary, community and social enterprise sector (VCSE) organisations. We work alongside all these colleagues through local councils, our VCSE partners and other partners to address health inequalities and wider determinants of health in South Yorkshire. South Yorkshire ICB is a Disability Confident Employer Date posted 07 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Fixed term Duration 12 months Working pattern Full-time Reference number D9133-1070 Job locations SY ICB 197 Eyre Street Sheffield S1 3FG Job description Job responsibilities The work is at times challenging but also incredibly rewarding. As a team we champion a highly supportive working environment that facilitates individual development and improvement in city- wide outcomes with a focus on the children and young people within our population. Project Management Providing project coordination and administrative support to the NHS Sheffield SEND team (ICB). Attend Sheffield City Council SEND panel meetings as required. Working with the Designated Clinical Officer to review and develop systems to work into the Local Authority assessment and review processes. Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to members of the team in line with ICB policy. Working with the Designated Clinical Officer for SEND to scope opportunities, including contributing to the development of funding proposals or bids, where required. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Undertake diary management for the team, resolve conflicting appointments and schedules when required. Managing the electronic DCO mailbox on behalf of the team. Provide general administrative support to the SEND team including organising meetings, producing agendas, taking and distributing minutes and maintaining team action logs and delivery plans. Ensure that action logs for meetings are kept up to date and the identified owner completes them within the allocated timeframe, this will require communication and support to senior members of various organisations. Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Acting independently, using own initiative following organisational policy and managing own workload to ensure key deadlines linked to the role are met. Carrying out other appropriate delegated duties as required. Working together with colleagues within the organisation to provide an effective network of communication including co-ordinating visitors to the SEND team. 2. Service Improvement Support the development of organisational processes and improvements to ensure robust coordination and alignment across the team in the delivery of operational plans. Work closely with partners in the local authority to ensure that our systems complement the requirements of statutory EHCP assessment processes. Maintain up to date, accurate and comprehensive contact details for key stakeholders. 3. Analysis and Judgement Assist in the monitoring of the timeliness of assessment and review processes, chasing and challenging progress as appropriate. Support the SEND team by maintaining appropriate systems to enable effective planning and scheduling. Ensuring all project monitoring data is captured, of high quality and accurately recorded. 4. Information Management Create system of information management in SEND team folders. Assess and evaluate information received from projects/programme(s) from a range of reporting sources. Work with the SEND Clinical Case Manager to develop and maintain the SEND unit of the electronic patient records system - SystmOne. Contribute to the review and development of existing information management systems. Gathering and analysing qualitative and quantitative information from various sources to support the monitoring of NHS services. Support and advocate for the use of the EHCP patient status alert identifier on SystmOne. 5. Communication Act as a first point of contact for the NHS Sheffield SEND team (ICB) via a variety of mechanisms which will include contact with members of the public, other professionals and key stakeholders. Consistent sensitivity of approach when dealing with issues which may be of a complex and highly emotive nature is required. Use of negotiation and prioritisation skills to secure information in line with competing demands. Undertake preparation of written documents as requested, including letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature. Job description Job responsibilities The work is at times challenging but also incredibly rewarding. As a team we champion a highly supportive working environment that facilitates individual development and improvement in city- wide outcomes with a focus on the children and young people within our population. Project Management Providing project coordination and administrative support to the NHS Sheffield SEND team (ICB). Attend Sheffield City Council SEND panel meetings as required. Working with the Designated Clinical Officer to review and develop systems to work into the Local Authority assessment and review processes. Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to members of the team in line with ICB policy. Working with the Designated Clinical Officer for SEND to scope opportunities, including contributing to the development of funding proposals or bids, where required. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Undertake diary management for the team, resolve conflicting appointments and schedules when required. Managing the electronic DCO mailbox on behalf of the team. Provide general administrative support to the SEND team including organising meetings, producing agendas, taking and distributing minutes and maintaining team action logs and delivery plans. Ensure that action logs for meetings are kept up to date and the identified owner completes them within the allocated timeframe, this will require communication and support to senior members of various organisations. Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Acting independently, using own initiative following organisational policy and managing own workload to ensure key deadlines linked to the role are met. Carrying out other appropriate delegated duties as required. Working together with colleagues within the organisation to provide an effective network of communication including co-ordinating visitors to the SEND team. 2. Service Improvement Support the development of organisational processes and improvements to ensure robust coordination and alignment across the team in the delivery of operational plans. Work closely with partners in the local authority to ensure that our systems complement the requirements of statutory EHCP assessment processes. Maintain up to date, accurate and comprehensive contact details for key stakeholders. 3. Analysis and Judgement Assist in the monitoring of the timeliness of assessment and review processes, chasing and challenging progress as appropriate. Support the SEND team by maintaining appropriate systems to enable effective planning and scheduling. Ensuring all project monitoring data is captured, of high quality and accurately recorded. 4. Information Management Create system of information management in SEND team folders. Assess and evaluate information received from projects/programme(s) from a range of reporting sources. Work with the SEND Clinical Case Manager to develop and maintain the SEND unit of the electronic patient records system - SystmOne. Contribute to the review and development of existing information management systems. Gathering and analysing qualitative and quantitative information from various sources to support the monitoring of NHS services. Support and advocate for the use of the EHCP patient status alert identifier on SystmOne. 5. Communication Act as a first point of contact for the NHS Sheffield SEND team (ICB) via a variety of mechanisms which will include contact with members of the public, other professionals and key stakeholders. Consistent sensitivity of approach when dealing with issues which may be of a complex and highly emotive nature is required. Use of negotiation and prioritisation skills to secure information in line with competing demands. Undertake preparation of written documents as requested, including letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature. Person Specification Attributes Essential Professional, calm and efficient manner. Flexible and adaptable to changing and challenging circumstances. Works well as part of a team. Fosters good working relationships and values difference. Qualifications Essential Educated to NVQ level 4 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Desirable Project Management qualification. Skills and Competencies Essential Able to work on own initiative and unsupervised, within defined policies and procedures. Good communication and influencing skills. Ability and willingness to handle confidential information without compromising confidentiality or trust. Able to maintain concentration on tasks through interruptions. Intermediate knowledge of IT systems and software, such as Microsoft Office. Experience Essential Knowledge of administrative procedures, and information analysis. Experience of data collection, presentation and report writing. Knowledge of project management. Demonstrable experience of minute taking and producing reports. Desirable Previously worked in similar position within a healthcare of public sector environment. Person Specification Attributes Essential Professional, calm and efficient manner. Flexible and adaptable to changing and challenging circumstances. Works well as part of a team. Fosters good working relationships and values difference. Qualifications Essential Educated to NVQ level 4 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Desirable Project Management qualification. Skills and Competencies Essential Able to work on own initiative and unsupervised, within defined policies and procedures. Good communication and influencing skills. Ability and willingness to handle confidential information without compromising confidentiality or trust. Able to maintain concentration on tasks through interruptions. Intermediate knowledge of IT systems and software, such as Microsoft Office. Experience Essential Knowledge of administrative procedures, and information analysis. Experience of data collection, presentation and report writing. Knowledge of project management. Demonstrable experience of minute taking and producing reports. Desirable Previously worked in similar position within a healthcare of public sector environment. Employer details Employer name NHS South Yorkshire Integrated Care Board Address SY ICB 197 Eyre Street Sheffield S1 3FG Employer's website https://southyorkshire.icb.nhs.uk/ (Opens in a new tab)