Job summary 37.5 Hours Per Week The West Yorkshire Adult Secure Provider Collaborate are a group of providers; South West Yorkshire Partnership NHS Foundation Trust (SWYPFT), Bradford District Care NHS Foundation Trust (BDCFT), Leeds and York Partnership NHS Foundation Trust (LYPFT), Cygnet Health Care and In Mind Healthcare Group working together to improve adult low and medium secure services across West Yorkshire. The Provider Collaborative (PC) is working with service users, service providers and commissioners to lead the commissioning, governance and delivery of adult secure services, with a focus on providing outstanding care, reducing the length of time people are in hospital and enhancing the community offer to sustain people in the community and prevent admissions. An exciting opportunity has arisen for a highly motivated individual to provide administrative and project support to the collaborative. At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time. All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients. Main duties of the job The successful candidate will support the functioning of the provider collaborative by providing administrative functions, such as scheduling meetings, minute taking for senior PC meetings, managing the diaries for key members. The role will also lead the administrative support to the Provider Collaboratives business planning and projects functions, scheduling project groups, updating project plans/spreadsheets, action plans and coordinating stakeholder event. The role will be responsible for extracting data from reporting systems (patient records, national case mangers system, and excels databases) and building reports in collaboration with the PCs Business Intelligence Lead. The role will also provide support to our single point of access, which is the access point for all patient referrals. This will involve adding patient information onto electronic record systems, tracking referral progress, monitoring of our email inbox and responding to referrers with progress updates. We work flexibly between home and at the Trusts Fieldhead Hospital site. We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form. About us We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative. Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers. We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities. Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust. Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year. We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment. We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible. Date posted 06 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9378-QA01326 Job locations Trust Headquarters Fieldhead Hospital, Ouchthorpe Lane, Wakefield WF1 3SP Job description Job responsibilities To be responsible for providing day to day administration for the Provider Collaboratives and a support service to projects within the Provider Collaborative team, identifying solutions & resolving day-to-day project administration problems, acting as first point of contact for enquiries, supporting meetings and undertaking basic facilitation. The role will maintains project documentation, train newly appointed staff and supports others in project tools and documentation. Be responsible for providing and coordinating a comprehensive support service to the Provider Collaborative and projects, including general administration, project scheduling and basic facilitation using agreed service improvement tools and techniques. Utilise significant personal initiative to deal with issues on behalf of the Provider Collaborative team and process matters arising on a daily basis, taking appropriate action to ensure urgent issues are dealt with appropriately. Communicate complex information clearly and effectively within the team and others using a range of influencing and negotiating skills, receiving, handling and forwarding as necessary incoming and outgoing correspondence. To lead on agreed aspects or stages of a project as directed and supported by the Associate Director Provider Collaboratives & Planning and the Provider Collaborative team. Maintain project procedures, to effect the efficient operation of the project support facility, including the development and maintenance of the Project Information and Management systems, monitoring progress of business cases and service improvement projects. Collect and produce statistical, project and other information on an ad-hoc and regular basis and prepare reports for circulation within the team and the wider organisation. Monitor progress of projects and set-up scheduling processes for project plans using MS Project, Excel & Access, Mind mapping software and Share Point. For further information, please see attached job description. Job description Job responsibilities To be responsible for providing day to day administration for the Provider Collaboratives and a support service to projects within the Provider Collaborative team, identifying solutions & resolving day-to-day project administration problems, acting as first point of contact for enquiries, supporting meetings and undertaking basic facilitation. The role will maintains project documentation, train newly appointed staff and supports others in project tools and documentation. Be responsible for providing and coordinating a comprehensive support service to the Provider Collaborative and projects, including general administration, project scheduling and basic facilitation using agreed service improvement tools and techniques. Utilise significant personal initiative to deal with issues on behalf of the Provider Collaborative team and process matters arising on a daily basis, taking appropriate action to ensure urgent issues are dealt with appropriately. Communicate complex information clearly and effectively within the team and others using a range of influencing and negotiating skills, receiving, handling and forwarding as necessary incoming and outgoing correspondence. To lead on agreed aspects or stages of a project as directed and supported by the Associate Director Provider Collaboratives & Planning and the Provider Collaborative team. Maintain project procedures, to effect the efficient operation of the project support facility, including the development and maintenance of the Project Information and Management systems, monitoring progress of business cases and service improvement projects. Collect and produce statistical, project and other information on an ad-hoc and regular basis and prepare reports for circulation within the team and the wider organisation. Monitor progress of projects and set-up scheduling processes for project plans using MS Project, Excel & Access, Mind mapping software and Share Point. For further information, please see attached job description. Person Specification Special Knowledge and Skills Essential Excellent interpersonal and communication skills (written and verbal) Excellent command of grammar/spelling/punctuation Ability to work under pressure and prioritise own workload, often working to tight deadlines Ability to use own initiative and work with minimal supervision Ability to accept change Ability to work methodically and with accuracy Excellent organisational and planning skills Personal Attributes Essential Ability to work flexibly to meet the needs of the position Ability to travel across the Trust as appropriate to the role Physical Attributes Essential Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy). Experience Essential Project Management support skills to include experience of providing project support to a busy project team Experience of taking minutes and reproducing to accurate levels Experience of data analysis & writing reports Experience in the use of email and internet/intranet navigation Experience of using Microsoft Project, Word, Excel, Access and PowerPoint Desirable Experience of using Microsoft Visio Qualifications Essential Diploma level qualification or identifiable equivalent experience of project management Desirable ECDL & Prince 2 practitioner Person Specification Special Knowledge and Skills Essential Excellent interpersonal and communication skills (written and verbal) Excellent command of grammar/spelling/punctuation Ability to work under pressure and prioritise own workload, often working to tight deadlines Ability to use own initiative and work with minimal supervision Ability to accept change Ability to work methodically and with accuracy Excellent organisational and planning skills Personal Attributes Essential Ability to work flexibly to meet the needs of the position Ability to travel across the Trust as appropriate to the role Physical Attributes Essential Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy). Experience Essential Project Management support skills to include experience of providing project support to a busy project team Experience of taking minutes and reproducing to accurate levels Experience of data analysis & writing reports Experience in the use of email and internet/intranet navigation Experience of using Microsoft Project, Word, Excel, Access and PowerPoint Desirable Experience of using Microsoft Visio Qualifications Essential Diploma level qualification or identifiable equivalent experience of project management Desirable ECDL & Prince 2 practitioner Employer details Employer name South West Yorkshire Partnership NHS Trust Address Trust Headquarters Fieldhead Hospital, Ouchthorpe Lane, Wakefield WF1 3SP Employer's website https://www.southwestyorkshire.nhs.uk (Opens in a new tab)