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Programme Support Officer

2 weeks ago

Wakefield, United Kingdom NHS West Yorkshire Integrated Care Board Full time

Main Duties and Responsibilities To provide specialist administrative support and advice to the programmes and projects, as well as wider support where required. To work as a key member of the People directorate (Workforce, Strategy and Planning team) To assist programme teams in undertaking their duties efficiently and to help effectively manage workload and maximise the efficient use of time. To provide the programme support for key governance and programme groups, including the setting up of Board meetings, the development of agendas, the distribution of papers, taking minutes and maintaining and updating action logs and risk logs. Efficiently organise seminars, workshops, meetings and other complex activities.

Prepare and distribute paperwork timely, either electronically or hard copy as appropriate. Co-ordinate delegates and speakers to ensure the smooth running of events. To prepare agendas, take minutes and distribute notes of workstream meetings including the typing up of group discussions and workshops as necessary. To ensure website content for Programmes and projects is kept up to date and to support communications and engagement plans To establish and maintain sites for Programmes on the Future NHS Collaboration Platform to enable the sharing of resources.

To manage electronic diaries, including arranging, changing appointments and prioritising these as appropriate. To collate regular performance reports against Programme indicators, identifying and scoping appropriate data sources, analysing and interpreting data, ensuring deadlines are communicated and met and reports formatted appropriately. To collate and input into regular highlight/progress reports including liaising with key individuals and ensuring deadlines are communicated and met. To support the preparation of draft reports and presentations.

Inputting, monitoring and checking data, required for finite and ongoing projects within the teams. To contribute to continual improvement and development, using opportunities and lessons learned. Participate in Research and Development activities as directed. Collaborative Working To maintain a working knowledge of the key priorities of the programmes and ensure that these are communicated effectively across partners to support the achievement of the Programmes objectives To establish and maintain effective working relationships with colleagues across West Yorkshire and Harrogate and wider and support opportunities to work together to realise maximum benefits across the Partnership.

To support stakeholder engagement and to be able to communicate clearly and effectively across a wide range of stakeholders across WY. Act as a point of contact for programme teams, dealing and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously To work together with colleagues within the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base. Planning and Organisation The post holder will be required to work on their own initiative, managing conflicts of work, planning and prioritising own workload and activities to ensure key deadlines linked to the role are met. Be able to balance and prioritise conflicting deadlines and work to often changing and tight timescales Ensure that all draft reports and presentations are completed to a high quality and within defined timescales Information Management Responsible for developing, updating and maintaining a range of personal IT based filing systems, utilising accurate version control and standardised reporting templates, e.g.

Occasional lifting of computer equipment and presentational equipment e.g. LCD Projectors and projection screens. Mental Effort Frequent and prolonged periods of concentration are required. This is required for planning and meetings.

Emotional Effort Occasional exposure to emotional circumstances when communicating contentious information to a range of stakeholders and organisations. Working Conditions Post-holder is required to use computer / VDU for long periods of time. Frequent travel is required to attend meetings across sites. General The post holder will: Promote a culture of equality, diversity and inclusion.

Ensure the principles of openness, transparency and candour are observed and upheld in all working practices. The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures. Ensure that any infection prevention and control issues are reported to the line manager/ Infection Prevention and Control. Ensure compliance with all mandatory and statutory training relevant to the post