Programme Administrator

7 days ago

London, Greater London, United Kingdom Inspiring Interns & Graduates Full time

Are you looking for an opportunity to work within a leading healthcare service? Are you highly organised with excellent verbal and written communication skills? This could be the role for you. We are looking for a Programme Administrator who can help support our client's Health Equity Programme teAm for a 4 month internship period.The salary for this role is £30,279 per annum and will be hybrid with 2 days per week in their Marylebone office.About The Role:The Health Equity Programme aims to reduce inequalities in health outcomes across all of our communities, embedding a population health management approach and addressing the wider determinants of health.This is an administration role for the Health Equity team. This includes managing the logistics, organisation, distribution of papers and minuting of key governance groups that form part of the Health Equity Programme (including the Board and Executive meeting, as well as arranging and supporting other programme meetings). It will also include some monitoring and reporting, such as tracking and reporting programme risks and issues, progress reports and action logs. It may also include some basic financial administration tasks.You will be working closely with a wide range of internal and external colleagues to undertake these tasks and will be expected to work flexibility.About You:The candidate is expected to be proactive and highly motivated. You will need to be a 'team player', working closely with a range of people to deliver their role. You will need to be a good, clear communicator, able to understand and respond to instruction and problem-solve where necessary. You will need to work at pace and flexibly as the job requires.An appreciation of the health equity agenda is an advantage though not compulsory.

Main Responsibility:Provision of full administrative support to the Health Equity Programme. This will include:

  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, parking and office accommodation as appropriate
  • Taking minutes at meetings and ensuring effective write-up of minutes and actions
  • Setting up meetings (both in person and via MS Teams) and ensuring that preparation for meetings is undertaken efficiently and with adherence to timescales
  • Working with the team to ensure that project documentation is kept updated at regular intervals
  • Using analytical judgment to understand whether team projects are achieving the required standard, and reporting this back to the team leader, making recommendations for improvement
  • Supporting the team to plan work schedules and simple programme or project plans
  • Proactively suggesting ideas on improving policy or working practices
  • Using information systems to understand programme delivery progress and understand and coordinate project/ programme linkages
  • Effectively managing the work / meeting schedule of the team in consultation with your line manager and Programme Director, and regularly inform them of appointments, actions and deadlines
  • Managing and co-ordinating the Programme Director's diary, ensuring efficient usage of their time, arranging appointments and organising meetings and events, background papers and follow-up actions
  • Managing mail and electronic mail invitations
  • Distributing minutes, reports and supporting documentation in a timely manner
  • Liaising with key personnel
  • Ensuring action logs and risk logs are maintained in advance of meetings
  • Ensuring meeting rooms are set up with audio visual equipment and refreshments
  • Assisting in the collation of electronic files for distribution to meetings and occasionally when required the printing, collation and distribution of paper documents.
  • Screening phone calls, enquiries and requests, and handling them when appropriate
  • Organising and maintaining diaries and making appointments
  • Dealing with incoming emails and post, drafting or arranging the drafting of correspondence on the behalf of the team
  • Monitoring the Health Equity mailbox and ensuring that all mail is dealt with efficiently and effectively
  • Dealing with basic financial management tasks including creating Purchase Orders and drafting MoUs, approving small payments and maintaining spreadsheets to track progress in expenditure

Reducing Inequalities

  • All activities carried out in a way that ensures services are developed and provided in a way that reduces inequalities and achieves equity in access and care for all our residents
  • Promote approaches where residents' views actively shape service and care provision
  • Use data and information to actively review and monitor the impact of services and decisions on our diverse population, taking action where necessary to ensure greater equality of impact
  • Ensure that Equality Health Impact Assessments (EHIA) are proactively undertaken for all service developments
  • Promote a culture that embraces equality and strives continuously to reduce inequality for all NW London residents and staff.

Quality Improvement

  • Adopt a methodical approach to Quality Improvement through change that ensures safe, effective, patient-centred, timely, efficient and equitable care for patients, service users and staff. The effects of which are measured regularly to determine whether an improvement has been achieved through system and financial benefits
  • Apply these methodologies to service innovation on behalf of the system to deliver strategic change to accelerate productivity by reducing waste.

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