LD & ND Programme Support Officer
1 week ago
Job summary
The post holder will be expected to support the LD and ND Programme Manager, the wider team and collaborative to fulfil the coordination and administration support requirements of the Learning Disability and Neurodiversity programme arm of the MHLDA team. They will report into the MHLDA Business Manager and lead effective day to day governance arrangements and logistics and support the Programme with assurance of progress against programme objectives acting as first point of contact on behalf of the LD and Neurodiversity Programme and assisting with queries independently.
The Programme Support Officer will ensure appropriate business, governance processes and systems are adhered to and maintained which underpin the delivery of the programme and workstreams within. They will be responsible for timely arrangement of key discussions and decision-making forums. Provide comprehensive, efficient and effective secretarial, programme and administrative support service including capturing discussions and actions along with co-ordinating the delivery and reporting of project plans, statutory returns and advising and training of certain areas within the programme.
This role will predominantly be home based, however there is an expectation that the post holder will attend some weekly and monthly meetings across West Yorkshire.
Main duties of the job
In the day to day role the post holder would be expected to (but not limited to):
To be available for team, partner and stakeholder queries responding efficiently using a good level of grammar and customer service skills Be responsible for managing meeting administration which would include liaising with the Chair for agenda preparation, following up with meeting attendees on their actions and logging responses, and producing timely and comprehensive minutes which outlines discussion, actions and agree points. Monitor the joint team inbox dealing with all queries and issues quickly and effectively, adhering to in-place filing systems. To arrange meetings and decision-making forums with partners upholding a professional and approachable demeanour. Able to efficiently use and have good working knowledge of all Microsoft packages particularly outlook, excel, word, powerpoint. Continue to the use and ongoing development in the collaborative platforms of which the team have adopted, Sharepoint, NHS Futures, MSTeams. To be responsible for the input, collection and management of data either manually or electronically including statistical/clinical information and contractual information. Prepare monthly statistics and management reports under the direction of the Programme Managers.About us
The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.
There are many benefits of working for LYPFT including fantastic employee wellbeing support, days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.
We also have an incredible bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.
Applicants should be aware that for any individual who requires a visa to work in the UK, the Trust provides sponsorship for registered healthcare practitioner roles only. This is an essential requirement of the role, and the Trust is unable to offer you a role if you are unable to meet Trust requirements for sponsorship and Home Office requirements for a visa.
Job descriptionJob responsibilities
It is important to promote the establishment of strong network links for advice and direction. Maintaining a positive working relationship with all members of the West Yorkshire multi-disciplinary and executive teams is crucial and collaborating effectively with members of the wider West Yorkshire administration teams, including Admin Team Co-ordinators, Programme Support Officers, and PA/EA peers, is also expected. Communication of updates for workstream elements as directed by the Programme Manager, Project Lead and Project Manager. Handling sensitive staffing issues related to programme, secretarial, and administrative support which are to be escalated appropriately. Liaising with senior trust personnel as required by the Programme Manager as necessary. Coordinating with various external departments and agencies, including Social Services, GPs, Consultants, and other hospitals to ensure smooth communication and representation in West Yorkshire workstreams, meetings, and events is important. Effective and sensitive communication with staff at all levels through various formal and informal methods, including written communications and directives, is a requirement. Providing support and day-to-day leadership to foster positive working relationships among colleagues and peers is expected. Demonstrating the ability to build strong networks for advice and direction is essential. Liaising effectively with other Admin Team Co-ordinators, attending monthly meetings to gain peer support and stay updated on new systems and procedures, is necessary. Handling highly confidential and sensitive material in accordance with the Trust's Information Governance Policy and meeting NHS Standards for Confidentiality and Information Sharing are important responsibilities. Utilizing negotiation and persuasive skills, when appropriate, to facilitate effective communication, such as arranging complex meetings, is beneficial. Collaborating with the programme team and partners to understand reporting requirements and ensure that broader implications and business impact are communicated to the wider project teams is necessary.Prioritizing and addressing urgent phone calls and emails in the team inbox within the scope of the role is expected.
Person SpecificationEducation
Essential
Educated to A Level / NVQ / QCF Level 3 or equivalent experience via previous role which aligns with JDExperience
Essential
Experience with working in a team and alongside senior leaders Having Experience of working in a fast paced office environment, including good organisational skills, good attention to detail and prioritiesWorking Knowledge
Essential
Working experience or qualifications in Outlook, Excel, Word, Powerpoint, MSTeams and SharepointTo have a track record of servicing meetings
Essential
Must include minuting meetings at higher levels, agenda preparation and action log maintenanceEvidence of contacting stakeholders, receiving data and collating into reports
Essential
communication skills and collating accurate information on excel in a timely and effective manner.-
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