This role will report to the Digital Programme Manager/Head of Operational Delivery and be responsible for providing comprehensive programme and administrative support along with elements of first line project management to the Network team to deliver on its objectives.
The post holder is expected to work flexibly across the team, providing support where required. It is expected that the post-holder will be able to multitask and support multiple pieces of work concurrently.
The role will involve working with a broad range of stakeholders including systems, networks, and regional colleagues to ensure the Network is connected with other regional programmes.
This is a West Midlands region post. There will be an expectation of some home working combined with an office base (if required) with location to be agreed.
There will be travel around the region and potentially to national locations such as London and Leeds for national meetings or workshops.
Main duties of the job
The Programme Support Officer will provide a full range of administrative and programme/project support services, some project management and assisting in the organisation and administration of all aspects of projects, programmes, and business as usual.
The Programme Support Officer will be required to plan, manage and to coordinate administrative elements of programmes of work which will include digital and non-digital elements. This will include building on, developing and maintaining a programme support infrastructure in line with recognised Project Management methodology.
About us
The West Midlands region comprises 15 NHS trusts across 6 Integrated care Systems (ICSs), serving a population of over 5 million. Imaging plays a crucial role in the diagnosis and management of a variety of conditions and investigations touch every part of the patient pathway being a key enabler for effective care.
The West Midlands Imaging Network is part of the national programme for improvement and development of clinical imaging services. Its intention is to improve access to imaging services, reduce turn-round time and make better use of staff skills and time.
High level key aims of the Network are to improve service resilience, reduce duplication and use economies of scale to enable the latest technology to be purchased which will develop imaging service provision. The Network will work to reduce variation in practice, enhance workforce opportunities, and bring equity to patient access.
The West Midlands Imaging Network is hosted by the Dudley Group NHS Foundation Trust.
Location: Remote working initially with regular travel across the West Midlands, and office based (TBC) as the Network develops.
This role will involve travel across and within the region and nationally on occasions.
Job responsibilities
Communications
* To be the first point of contact for both the digital and non-digital network programmes.
* To maintain a comprehensive action log of all network key agreed tasks and actively communicate these to the relevant members of the team in a timely way.
* To manage responses and the action log; and share this with team members.
* Develop and maintain effective working relationships with both internal and external organisations/representatives, including where required, patients, carers, and families.
* Use verbal and written communication skills and a range of tools and systems to negotiate venues and programme material for meetings, which are generally between 10-30 people, and on average the post-holder is required to organise up to 10 meetings a month.
* Use comprehensive administration skills in order to facilitate the arrangement of large Network events such as conferences and workshops where between 100-300 delegates on average will be invited to attend.
* Use persuasion and influencing skills to motivate both the network Team and group members/stakeholders to contribute to deliver specific aspects of work pertaining to the West Midlands Imaging Network Structure Programme.
* The postholder is required to use judgement to translate relevant data and accurately analyse how it should be presented in terms of graphics, visuals, and narrative, which is understandable and meaningful for the intended audience.
Key Working Relationships
* Work with members of the team to develop and implement a programme of work. Communicate information and issues, including briefings and reports.
* Assignment and Review of Work: The post holder works independently under the direction of the Network Director, using their own initiative to progress workload without the requirement of direct supervision. The line manager is often out of the office, and therefore the postholder is expected to work unsupervised requiring a degree of autonomy and will be expected to anticipate, resolve, and take the decision to escalate problems arising from day-to-day work. Advice and guidance is available as required. The post-holder will continuously review their own work to ensure satisfactory standards are maintained, including managing priorities between projects and tasks. The post holder must be highly organised, methodical in their approach to work, and be able to prioritise their workload unless directed otherwise, and is responsible for delegating tasks to the direct report as appropriate.
Most Challenging Part of the Role
Delivering a consistent, high quality administrative and programme/project support service for a diverse, sometimes complex, dynamic, and flexible portfolio of Programmes. Managing the range and conflicting priorities that frequently occur when supporting a network portfolio. Maintaining focus and motivation to meet deadlines in a changing environment without direct supervision. Dealing effectively with challenging behaviours from individuals and groups within Programmes.
Person Specification
Education & Qualifications
* Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
* 3 grade 4 (C grade) or above GCSE or equivalent - including English and Maths.
* Computer literate, holder of ECDL or equivalent experience in the use of MS Applications or have relevant experience.
Experience & Knowledge
* Knowledge of administrative procedures, project management or information analysis.
* Experience of producing agendas, taking accurate minutes/notes and action lists within required deadlines.
* In-depth working knowledge of standard office software packages e.g., Microsoft Word, Excel, Office, PowerPoint, Microsoft Project.
* Experience of database query tools and/or data analysis.
Skills Capabilities & Attributes
* Excellent organisational skills and the ability to work to deadlines and to organise a busy workload.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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