Programme Coordinator - Patient Safety Collaborative Team

at  Health Innovation Kent Surrey Sussex KSS AHSN

Role: Programme Coordinator
Salary: circa £32,000 – £37,000 per annum
Benefits: Include flexible working and 33 days annual leave per annum + UK Bank Holidays (please see our career site landing page for full details of employee benefits)
Hours: 1.0 WTE / Full-time, 37.5 hrs per week
Contract: 12 months fixed-term contract basis
Base: KSS AHSNs (trading as Health Innovation KSS) primary place of business is The Beehive, located in Gatwick/Crawley, West Sussex. We have further satellite / hot-desking arrangements at sites located in Guildford and Brighton.
Location: The role is predominately remote, although Health Innovation KSS work on a hybrid basis. The successful candidate is expected to be based in, or be able to attend meetings in the Kent, Surrey, Sussex geography.
Reports to: Associate Director – Patient Safety

KNOWLEDGE & EXPERIENCE

Essential:

• Experience of servicing meetings with agenda formation and minute-taking
• Experience of providing high-level administrative support, project management and event management
• Competent in using analytical and database software, including extensive knowledge of MS Office, applications for managing, analysing and presenting information and other relevant social media platforms.
• Experience of using content management systems and social media for business
• Experience of conducting evidence-based research e.g. literature reviews, primary and secondary research, market evaluations, horizon scanning
• Experience of communicating with a wide range of professionals
• Experience of writing targeted messaged and information for different audiences, for both printed and digital communication
• Experience in prioritising workload for the programme manager to ensure priorities are flagged up.

SKILLS & ABILITIES

Essential:

• Excellent written and verbal communication skills, with the confidence to communicate effectively with people at all levels within the organisation and externally, including high-level clinical staff i.e. able to produce targeted messages for different audiences
• Able to make sensible judgements involving facts/situations which may require analysis and interpretations
• Able to present and make understandable complex information and analysis to non-technical staff in a user-friendly way
• Can demonstrate skills in planning and organising a wide range of activities as well as prioritising diaries and schedules
• Able to deal with constantly changing workload, prioritise effectively and meet deadlines
• Interested in disruptive technologies and able to learn and adapt to new innovations
• Able to use own initiative within sphere of responsibility
• Able to use own judgement and logic to resolve issues
• Able to be flexible and adaptable and cope with frequent and unpredictable interruptions
• Able to work within a team environment and display initiative
• Able to work independently with limited supervision
• Able to demonstrate tact and diplomacy

OTHER REQUIREMENTS

Essential:

• Demonstrates flexibility within working patterns and prepared to work flexible hours if required
• Acts in such a manner as to maintain and always protect patient and staff confidentiality
• Ability to work at sites across Kent, Surrey and Sussex when required for particular meetings and events

SUBSTANTIVE JOB DESCRIPTION FOR HEALTH INNOVATION KSS PROGRAMME COORDINATOR ROLE

To be responsible for providing project coordination and administrative support to various Health Innovation KSS programmes, projects and workstream. These include:

• Co-ordination and maintenance of contacts database for the programme
• Support of programme communications
• Create and update databases of organisations and sources of good practice to support the programmes
• Horizon scan and provide summary reports to co-ordinate communications and activities
• Work closely with all members of the team to support programmes, ensuring they are conducted in compliance with Health Innovation KSS policies, governance and quality assurance
• Use a high degree of organisational, communication and IT skills to coordinate the work of the programme
• Maintain strong working relationships with clinical and non-clinical stakeholders
• Take an active role in the Programme Delivery professional group to include liaison with Unity Insights colleagues.
• Facilitate and support colleagues working on other Health Innovation KSS programmes as required.

The specific area of responsibility for the role (at appointment) is outlined at Appendix A. Please note that this specific area of responsibility is subject to change, according to future programme delivery requirements.
This is an exceptionally busy and fast-paced role that will require a proactive individual who is highly skilled in information gathering, problem-solving, event management, writing for different audiences, and experienced in providing excellent support and project co-ordination.

KEY DUTIES AND RESPONSIBILITIES

• Provide project coordination and administrative support to the programme work streams, for example collating audit results, setting up working groups, report writing and tracking actions.
• Prepare agendas and take minutes at clinical and non-clinical meetings/webinars, producing these to a high standard in a timely manner maintaining a full understanding of the context of the meeting and ensuring actions from such meetings are completed;
• Responding to emails from all partners and team members and keeping colleagues updated on progress on actions that may be outstanding or where an extension in timescale for completion may be required.
• To undertake typing up and preparation of documents and flyers as requested. To include letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.
• Collating and presenting data for reports using appropriate IT programmes. Assist in the analysis of survey and audit data; summarising data and preparing reports for analysis to a professional standard of presentation (using Excel, Word and PowerPoint).
• Work closely with Programme Manager(s) as well as Unity Insights colleague(s) in the preparation of agendas and presentations for events.
• Responsible for the planning and preparation of events, ensuring that the needs of the programme are met.
• Responsible for greeting of attendees at events, checking the room set up (projector set up/flip chart/refreshments) and clearing the meeting room after the meeting.
• Arrange regular programme progress meetings; preparing agendas and taking action notes, ensuring that actions are tracked to completion.
• Support managers in the production of programme documentation and reports, ensuring compliance with Health Innovation KSS systems.
• Coordinate the tracking of programme milestones across the programme’s work streams and highlight delays and conflicts to the Senior Innovation/Programme Manager and/or Associate Director or relevant clinical lead.
• Liaise closely with programme clinical leads, providing high level administrative and project support, to ensure their contribution to reported status of all programmes, highlighting any issues to the Senior Innovation/Programme Manager and or Associate Director.
• Support the team in maintaining the stakeholder engagement map, ensuring contacts with key groups are logged.
• Set up and maintain internal and external distribution lists/databases
• Take lead responsibility for project management of specific pieces of work, including delivery of project plans, stakeholder engagement, achievement of milestones and full reporting.
• Create and update a signposting database of organisations and sources of good practice to support the programme.
• Support communications using online and other media (e.g. Health Innovation KSS website, Twitter, LinkedIn, e-mail etc.), in liaison with the Health Innovation KSS communications team.
• Coordinate the management of materials on the relevant web pages with the Health Innovation KSS communications team.
• Be familiar with all the projects and workstreams within the programme, and key partners and be able to convey this clearly and concisely and direct enquiries as required to the appropriate person for response.
• Provide support to corporate services and programme delivery team activities as necessary to meet organisational priorities, to include assisting with the planning and delivery of corporate events, such as Team Day.
• The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
• You will be expected to actively participate in bi-annual appraisals and set objectives in conjunction with your manager. Performance will be monitored against set objectives.

GENERAL RESPONSIBILITIES

• To act as ’one team’.
• To promote the values of Health Innovation KSS.
• To share knowledge and work collegiately to mutual benefit with national and local voluntary sector organisations particularly relevant to the work theme
• To ensure effective communications within and between teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.
  To engage in regular performance reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning

SPECIFIC RESPONSIBILITIES OF THIS ROLE

This role requires specifically a background in working within a clinical setting or Patient Safety with experience of close collaboration with clinical staff. An understanding of health systems is paramount to this role. In addition to the main Programme Co-ordinator Job Description above, outlined below are specific tasks related to the focus of the role within our Patient Safety Collaborative workstreams: