Programme Support Administrator

Job summary

We have an exciting opportunity for an ethusiastic and experienced administrator to join Viaduct Care.

The post holder will work as part our busy, dynamic and friendly Corporate team here at Viaduct Care with the aim to provide high quality, effective support to our SMILE training programme.

SMILE is the Stockport Multi-ProfessionalIntegrated Learner Experience programme which aims to develop the futurehealth and care workforce that understands the journey of our people whoaccess health and care services at GM, locality and neighbourhood/place.

Toenable the future workforce to have meaningful conversations with our people inmanaging their own health & wellbeing, promote population health andperson-centred care.

Main duties of the job

The aim of the ProgrammeSupport Administrator role is toco-ordinate all elements of the programme including building relationships in aspecified locality, provide information and updates regarding student placementsand work experience, and data collection.

The role holder will have excellentinterpersonal skills and will be comfortable working with a wide range ofstakeholders across health and social care ( GP practices, communityservices, acute trusts, integrated care and voluntary), and academicorganisations.

About us

Viaduct Care is the GP Federation of Stockport. The federation was formed to empower local GPs to providethe best possible care for patients whilst tackling some of the challengesfaced by General Practice by helping doctors and other healthcare professionalswork together, share resources and expertise.

Our vision is to be consistently recognised for enabling thedelivery of high-quality patient centred healthcare, which is innovative,equitable, efficient, effective, and contributing to a healthy population inStockport.

Whatever stage you are at in your career, we will provide youwith the high-quality support you need to continue developing your skills,achieve job satisfaction and help shape the future of healthcare to make a realdifference to peoples lives.

Click on the 'Why join Viaduct Care' link (right) for more information on the benefits and support available to our employees.

Job description

Job responsibilities

Main Roles & Responsibilities

The Programme Support Administrator plays a key role in our team, supporting across the full range of project delivery functions, to ensure objectives are delivered in a timely manner and to a high standard.

Coordinate learner placements in primary care settings by liaising with universities, NHS primary care providers, and relevant stakeholders.

Maintain a robust placement schedule, ensuring alignment with project requirements, university timetables, and NHS operational needs.

Manage the booking of placements, keeping accurate and detailed records of learners, placements, and supervision details.

Collecting, accurately storing, and analysing project and programme data, to inform decision-making.

Event and meeting planning and facilitation, including following up on actions.

To produce resources and services which promote the benefits of student placements to key stakeholders.

To identify key issues, concerns or risks that might impact on the learners wellbeing by supporting students and supervisors to maximise the placement opportunity.

To play an active role in team meetings by gathering information and being prepared to update the team on patient progress towards goals etc.

To support learners access community facilities, groups and community activities and resources at a locality level and understand neighbourhood facilities.

Key Relationships/Stakeholders

The post holder will be in regular contact with staff within the project team and key partner

organisations. The kinds of organisation that the Programme Support Administrator will collaborate with will include the following:

Integrated Care Board (ICBs)

Health and social care organisations in Greater Manchester

Primary Care Networks

Greater Manchester Training Hubs

Small and Medium Enterprises (SMEs)

Voluntary sector organisations

Communication, Event Management and Stakeholder Management

Communicate with a range of internal and external stakeholders with updates on project and programme delivery.

Use digital and social media channels to communicate to stakeholders where appropriate and in accordance with Viaduct Care guidelines, working with partner communications team(s) where necessary.

Maintain collaborative working relationships with university contacts, clinical placement staff, primary care supervisors, and NHS education teams.

Facilitate meetings as and when required, identifying, and following up on actions which need to be taken forward by the team.

Support events including workshops and conferences where appropriate with senior managers. This will involve supporting with sourcing venues and catering, liaising with speakers and creating agendas.

Coordinate and generate content for e-newsletters and manage stakeholder lists for e-newsletters.

Project Administration and Data Management

Assist in maintaining and updating learner placement data, ensuring accurate and accessible records within the projects data management systems.

Prepare project documentation, supporting the development of reports and presentations, including updates on placement metrics and learner progress.

Make use of office systems to ensure effective delivery of the programmes.

Circulate educational resources and supporting materials for learners and supervisors.

Prepare project documentation including project plans with clear activities and milestones.

Respond in a timely and accurate manner to any data queries.

Support with patient and service-user engagement activities such as focus groups.

Support quality assurance processes by collating feedback from learners, universities, and primary care supervisors.

Finance

Support senior managers, with any budget, finance, or tariff admin. For example, budget tracking.

Ensure invoices are accurately shared with the relevant finance teams for processing.

Ensure that financial control mechanisms are working effectively. Maintain accurate records for reporting purposes.

Supporting the programme team

Update placements with information from Health Education Northwest (HENW) and Heath Education England (HEE)

Act as the main point of contact for students.

Provide contact details for placements, colleagues, students and all learners.

Support placements with timetables and documentation.

Keep up-to-date records of placement accreditation, reviews and student allocations.

Assist new placements with the accreditation process.

Work with the Clinical Education Specialist to establish a live register of mentors across the locality.

Organise meetings, take minutes and circulate related information.

Support team meetings and away days and contribute to fostering a strong team culture.

Provide meeting support and minute taking to members of the programme team.

Build effective relationships within the programme and wider project team.

Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to an appropriate person.

Personal development

Responsible for developing and sustaining own knowledge, skills and professional awareness.

Attend courses as deemed relevant, including mandatory training, and to attend events as appropriate.

This list of duties is not intended to be exhaustive but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the service.

Standard Clauses

Performance Management

Objectives for the post will be the subject of overall agreement and regular review between the post-holder and their line manager. This will via regular supervision and the organisations Performance Development Review (PDR) Aspire and Perform process.

Confidentiality and Compliance with the Data Protection Act 2018

The post holder must maintain confidentiality regarding information about patients, staff and other Viaduct Care business in accordance with the Data Protection Act 2018.

All employees of Viaduct Care must not, without prior permission, disclose any information regarding patients or staff. In circumstances where it is known that a member of staff has communicated information to an unauthorised person, those staff will be liable to dismissal. Moreover, the Data Protection Act 2018 also renders an individual liable to prosecution in the event of unauthorised disclosure of information.

Health and Safety

All employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act 1974 to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and employees.

Review and ensure systems are in place for the proactive management of risk registers.

Infection Control

All employees of Viaduct Care are required to contribute to the management of infection control and be proactive in awareness raising and prevention.

Ensure that all guidelines, protocols and procedures undertaken within the service are in line with evidence-based practice for infection control.

Safeguarding Children and Adults

All staff are required to always act in such a way that safeguards and promotes the health and well-being of children and vulnerable adults. Familiarisation with and adherence to the policies and procedures of the Local Safeguarding Boards (Children and Adults) and those of Viaduct Care is an essential requirement of all staff as is participation in mandatory safeguarding training in accordance with individual roles and responsibilities.

Equality and Diversity

Employees should promote diversity and equality of opportunity within Viaduct Care

Build a culture where everyone is valued and equipped to do their job.

All employees must carry out all duties and responsibilities of the post in accordance with Viaduct Cares Equality, Diversity and Human Rights policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and other stakeholders.

Sustainability

All employees of Viaduct Care have a responsibility for working in a low carbon environment, where energy is used wisely and not wasted. Environmental impact should be reduced by recycling where possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Person Specification

Experience

Essential

Evidence of ability to work both autonomously and to seek support and guidance when appropriate. Experience of managing a caseload of participants (learners) and keeping up to date records using a database. Demonstrable experience in an administrative role.

Desirable

Previous experience within NHS, Primary Care, or an educational institution. Experience of organising, coordinating and minuting meetings and logging actions. Evidence of working within a multidisciplinary team.

Knowledge and Skills

Essential

Evidence of a good working knowledge of MS Office including Word, Excel, Outlook. Good IT skills. Highly organised, with the ability to prioritise, manage multiple tasks, and meet deadlines in a fast-paced environment. Good communication and interpersonal skills, including an ability to build rapport and establish good one to one relationships. Ability to work with people from a range of agencies and organisations to develop effective working relationships. Demonstrates a high level of accuracy in record-keeping and data management.

Desirable

Experience of working without direct supervision.

Qualifications

Essential

English and Maths GCSE (grade A* to C) or equivalent. NVQ L4 or equivalent or equivalent experience in a relevant subject ( business administration/project management).

Desirable

Project Management Qualifications or relevant experience.

Other

Essential

Able to respond flexibly to changing circumstances and project requirements. Willingness to work in settings across Stockport. Commitment to working towards Viaduct Care CICs values and ethos as an organisation. Ability to work flexibly in an innovative and developing role.

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