Training Hub Project Support Officer

4 months ago

Telford, United Kingdom NHS Shropshire, Telford and Wrekin Integrated Care Board Full time

An opportunity has arisen for maternity cover for aProject Support Officerworking within the Primary Care Training Hub team Shropshire and Telford & Wrekin (STW) area.

The post holder will bea key memberof the Training Hub Teamresponsible forproviding comprehensiveand professionaladministrative supportas well asprogramme and project support for the overall Training Hub programmeof work.
- Provide comprehensive and professional administrative support to the Training Hub Programme team.
- Provide programme and project support for the overall Training Hub programme to meet key goals, deliverables and objectives.
- Act as main contact for General Practice staff across STW.
- Provide information, reports and data and organise meetings and minutes.
- Manage communications and bookings for training and events.

Training Hubssupport quality healthcare through addressing the priority areas of the NHS Long Term Workforce Plan. They provide the infrastructure for multi-professional training and education in primary care to support the recruitment and retention of all staff groups. Training Hubs bring together NHS and community organisations, local authorities and education providers to deliver a broad education platform supporting the development of the primary care workforce and the creation of multidisciplinary teams. They also facilitate workforce transformation initiatives and projects.

Liaising with Stakeholders
- Act as an ambassador for the Training Hub, exercising initiative in responding to requests for information or requiring action, including working with General Practice representatives.
- Monitor the generic inbox to prioritise and deal with digital correspondence and pass on more complex enquiries as appropriate.
- Dealing with routine and specialist enquiries, communicating relevant information to stakeholders, referring to others as appropriate.

IT and engagement
- Producing communication and marketing material as required to promote STW Training Hub, ensuring that they are up to date and well presented.
- Set up and maintain a range of electronic databases and spreadsheets to assist the Programme team in the preparation of reports.
- Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the Training Hub Team.
- Website management, ensuring the Training Hub web pages are updated with the latest information for all schemes and events and use social media and other mediums to maximise engagement with stakeholders.

Finance & Physical Resources
- Support the financial management of project budgets, including procurement, raising purchase orders, invoicing, quarterly returns, financial profiling and accruals.

Planning & Organisation
- Coordinate conferences, multi-organisational events and team meetings, which may include large groups of staff and GP representatives. This will include inviting delegates, arranging speakers, venues, preparing presentations and circulating papers and practical co-ordination of the event on the day.
- Arrange and organise meetings both internally and with other organisations, often with senior managers and Directors in attendance.
- Provide governance support to meetings, including agenda preparation, collating and circulations of papers, taking and transcribing minutes and monitoring action plans ensuring that the relevant documentation for those meetings are available for team members at the correct time and date.
- Producing and effectively monitoring action logs for meetings and projects, following-up with task owners by getting updates on actions assigned to them and keeping action logs up-to-date.
- Managing, setting and prioritising own work programme for the day, seeking advice from Line Manager as necessary.
- Have a flexible / adaptable approach to their work to meet various deadlines and the needs of the project.
- Maintaining a timely, effective and accurate record of all participants within the schemes and producing regular updates for the scheme leads and project team.
- Maintain standardisation in working practices across the ICB, e.g. standard documentation, standard reporting methods, standard meeting structures, branding etc.
- Will have periods of intense concentration. Must be able to manage frequent interruptions.
- Have a flexible / adaptable approach to their work to meet various deadlines and the needs of the project.
- Ensure the timely submission of programme and project reports and support projects throughout their life cycle.

Research & Development
- Undertake Research and Development as directed.

Communication

The post holder will work with a wide variety of stakeholders across the STW ICS footprint and build constructive relationships to achieve the best outcomes by:

- Developing and sustaining close working relationships with key stakeholders across STW ICS.
- Working with key partners to raise the profile of the Training Hub to ensure a high lev

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