Planning Administrator

3 weeks ago

Sheffield, United Kingdom Sheffield Health & Social Care NHS Foundation Trust Full time

An exciting opportunity has become available for a well organised and self-motivated individual to join the Strategy and Planning Team in the role of the Planning Administrator. The post is part time, 26.25 hours (3.5 days) worked Tuesday, Wednesday Thursday and Friday morning.

This role will support the Strategy and Planning Leadership Team whose work spans the entirety of the Trust and will provide insight and the experience of working alongside senior members of the organisation.

If you think you have the drive, commitment and enthusiasm to successfully support our team here at Sheffield Health and Social Care NHS Foundation Trust, we want to hear from you.

The purpose of this role is to provide a comprehensive administrative service to the Strategy and Planning team to enable it to deliver its core functions. The post holder will be responsible for undertaking administrative tasks to a high standard including:

- Scheduling and facilitating meetings (including Business Planning Group (BPG), Annual Integrated Planning Group (AIPG). Ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Maintaining project documentation and supporting the team to provide a strategy and planning reporting function.
- Completing administration tasks to promote the smooth running of the Strategy and Planning team including overseeing administrative databases, action and risk logs, and coordinating workflow around forward planning.

We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.

What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.

It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of

If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.

We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.

General requirements

The post holder will be responsible for undertaking administrative tasks to a high standard. This includes:

- Scheduling and facilitating meetings (including Business Planning Group (BPG), Annual Integrated Planning Group (AIPG). Ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Maintaining project documentation and supporting the team to provide a strategy and planning reporting function.
- Completing administration tasks to promote the smooth running of the Strategy and Planning team including overseeing administrative databases, action and risk logs, and coordinating workflow around forward planning.

Principle Duties

Administration
- Schedule BPG, AIPG and team meetings, to ensure the flow of information to the parent committee.
- Agree agenda’s and required papers with the Chairs of meetings prior to meetings.
- Inform colleagues of required papers for meetings, support them to submit papers on time to the Business Planning team, and as required, schedule and arrange for their assurance prior to issuing for the meeting
- Facilitate meetings ensuring Chairs are provided with attendee’s, apologies, details of quoracy and key documentation to promote the smooth running of the meetings
- Write high quality summary minutes/notes and maintain action and decision logs for approval by the Chair
- Coordinate the collation of papers for submission to the BPG and AIPG
- Facilitate the Business Case tracker by arranging extraordinary meetings, coordinating business case documentation, supporting colleagues through the process and attending the meetings to take accurate summary notes and updating action and decision logs post meeting
- Support the team in collating information and producing reports for Boards and Committees
- Assist with the maintenance of action logs, plans and issues and risk registers
- Assist with the development of planning processes and templates
- Support the team in the creation of communications, briefings, presentations pertaining to strategy and planning

Business Planning Administration
- Maintain the Business Planning SharePoint site as a configuration library for Business Planning documentation
- Schedule Planning Team meetings, development meetings, supervision and appraisals to promote the achievement of SHSC performance targets
- Book training, meetings, raise orders and fulfil similar administrative tasks on behalf of the team

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