WYAAT Programme Support Officer

Job summary

The WYAAT (West Yorkshire Association of Acute Trusts) programme is looking to recruit a full-time Programme Support Officer, who will be responsible for coordinating and supporting the delivery of a portfolio of large scale clinical and corporate programmes and projects.

WYAAT is a collaborative which brings together six NHS trusts across West Yorkshire and Harrogate (WY&H) to deliver joined up acute hospital services. These six acute trusts are:

Airedale District Hospital NHS Foundation Trust

Bradford Teaching Hospitals NHS Foundation Trust

Calderdale & Huddersfield NHS Foundation Trust

Harrogate & District NHS Foundation Trust

Leeds Teaching Hospitals NHS Trust

Mid Yorkshire Teaching NHS Trust

This a hybrid role, with the option to work remotely as well as from our WYAAT office, based in Leeds. There may be some limited travel required for key meetings, for which travel expenses are reimbursed.

Expected Shortlisting Date

12/08/2024

Planned Interview Date

19/08/2024

Main duties of the job

The postholder will provide day to day administration and support across a range of programmes and projects, working closely with Programme and Project Managers, Project Support Managers and the Office Manager. The Programme Support Officer is a key role within the core Programme Management Office (PMO) team. The PMO team is responsible for both leading and governing the entire portfolio of 11 programmes across these six acute trusts, as well as engagement with ICB workstreams and other healthcare priority programmes.

The Programme Support Officer will maintain core documents and processes including highlight reports and action logs and manage a comprehensive diary and events inbox. They will provide PMO system administration support for the programme documentation, governance and reporting and act as a central query point for PMO staff and stakeholders.

The role requires excellent organisational skills; verbal and written skills; and knowledge of computer applications are essential. Anyone with an interest in project support or project management is encouraged to apply. This role will provide excellent experience across a broad range of NHS programmes.

About us

The post holder will also act as the key contact relating to the various WYAAT projects and project teams supporting the core team and project managers to initiate, execute and deliver on their workplans whilst maintaining robust governance and assurance through impartiality and independence. The post holder will be responsible projects are tracked (highlight reporting, milestones, escalations etc.). The post holder will be expected to manage confidential information, exercising discretion and upholding high professional and ethical standards potentially in challenging situations. The post holder will be proactive and be able to initiate actions with minimal supervision and will have the potential for further development within the PMO team as the programme evolves.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job description

Job responsibilities

Day to Day Duties and Responsibilities

To support the WYAAT PMO in the delivery of the programme and related projects and work streams, this will require the post holder to frequently work without supervision. The post holder will be expected to work autonomously seeking guidance as required.

Provide first line support, training and administration of the programme governance and tools to support projects.

To objectively deal with difficult and complex enquiries from Executives, Clinicians, senior managers and stakeholders regarding the programme.

Provide day-to-day support for programme activities including programme and project planning, monitoring and management, change control, quality monitoring and management, risk and issue monitoring and management, programme reporting.

To support project and programme managers in the development and monitoring of project plans

To monitor programme documentation, including the risk and issue logs and ensure they are up to date.

Compile data and produce reports as required. This will involve gathering and evaluate information to reach sound decisions and provide complete and accurate presentations or reports.

To ensure programme communications are carried out in accordance with the communication plan.

To support the project and programme managers in their change management & business process re-engineering activities.

Stakeholder workshop/meeting arrangements.

Stakeholder workshop/meeting documentation.

Process documentation.

To manage meetings from set up through to minute taking and action tracking.

Maintain the programme library in line with the Portfolio Management Office requirements.

Maintain reporting and monitoring systems to allow ease of access to current data on the programme.

Monitor any budgets and prepare reports for the Programme Director

Other duties as commensurate with the grade and role as agreed with line manager.

8. CORE KNOWLEDGE AND UNDERSTANDING

Excellent organisational skills with the ability to work both independently and as part of a team.

Demonstrate a commitment to team working, departmental and multi-disciplinary team.

Highly motivated and lead by example to motivate other team members.

Prioritise own workload and, where appropriate, that of the PMO team.

Effective supervisory, managerial and coordination skills.

Commitment to ensuring work is completed and targets met within the timescales dictated by the Programme, Trust and/or external bodies.

Continually monitor, review, adapt and able to implement new working practices/processes, as required by the PMO and Programme team responsible for a complex programme across 6 organisations.

An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.

Capable of working with all level and disciplines of staff across a number of Trusts/organisations.

Professional attitude.

Good communicator (both verbal and written).

Ability to work to deadlines and has a pro-active approach.

Highly developed interpersonal skills and effectively communicate at all levels, executive, chairman, colleagues and other health professionals, within the programme and across 6 Trusts and the STP.

An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.

To have an adaptable and flexible approach to working hours and practices.

Effective communication skills, verbal and written with a high level of detail and accuracy, at both executive and administrative levels

Understand and adhere to Programme, Trust and NHS processes and protocols.

Essential

Experience of working in a structured programme and project environment and some experience gained working on a change management project.

5 GCSEs including Maths and English

Diploma or equivalent

Ability to recognise programme and project risks or issues and their implications.

Ability to plan and organise complex activities.

Ability to provide secretariat duties to a Programme Board including ability to take and transcribe formal meeting minutes.

Experience of working with multidisciplinary teams and with staff at all levels

Knowledge of the Data Protection Act and patient confidentiality requirements.

Excellent IT skills which include MS Word, Excel, PowerPoint, Project, email.

Ability to prioritise workload and work on own initiative delivering to stringent deadlines

Good organisational skills including diary management.

Good written & verbal communication skills.

Good interpersonal skills.

Desirable

Knowledge of Acute Trust structures and priorities across WYAAT

Knowledge of NHS Integrated Care Systems (ICS) and relevant NHS Policy

An understanding of the WYAAT Collaborative Programme, the NHS, National standards/targets and the West Yorkshire and Harrogate ICS that impact on the Programme

Knowledge of programme management principles

Experience of working within an acute Trust and working with executive and senior staff.

Diploma or equivalent gained by experience and training, in change management or other related discipline.

ECDL or equivalent.

An understanding of Trust/NHS policy and procedure.

1st level Degree qualification or equivalent experience/training.

Person Specification

Qualifications

Essential

Evidence of continued personal development. 5 GCSEs including Maths and English Diploma or equivalent

Desirable

ECDL 1st level Degree or equivalent gained by experience and training

Other criteria

Essential

Can demonstrate good organisational and time management skills. Ability to analyse complex data and communicate findings either by presentation or written report. Excellent IT skills including MS Office products Word, Excel, Project & PowerPoint. Good communicator (written & verbal). Diary management experience. MS Project. Good interpersonal skills. Ability to manage several activities and deal with frequent interruptions. Taking and transcribing formal meeting minutes. Frequent transporting and setting up laptop and projector.

Skills & Behaviours

Essential

Experience of working in or with multidisciplinary teams, both internal and external from the Trust. Knowledge of the Data Protection Act and patient confidentiality requirements. Ability to communicate effectively at all levels. Confident in dealings with directors, managers and clinical staff, both internal and external to the Trust. Ability to prioritise and organise own workload delivering to stringent deadlines Ability to work in different environments. Ability to work across a range of Programme strands, at the same time. A willingness to adopt flexible working patterns. Pro-active. Reliable. Team worker. Professional attitude.

Desirable

Knowledge of Acute Trust structures and priorities across WYAAT. Knowledge of ICS and relevant NHS Policy. An understanding of the WYAAT Collaborative, the NHS, National standards/targets and the West Yorkshire ICS priorities Knowledge of programme management principles

Experience

Essential

Experience of working in a structured programme and project environment. Ability to recognise programme and project risks or issues and the implication for the project. Ability to plan and organise complex activities, formulating and adjusting plans as necessary. Evidence of working autonomously within the constraints of agreed policy & procedure.

Desirable

Working in an Acute Trust. Experience of working within an acute Trust and working with executive and senior staff.

---