Programme Co-ordination Lead

Nottingham University Hospitals NHS Trust

Oct 29, 2024

Applications are closed

Job
Full-time
Mid & Senior Level
People, HR & Administration
Business, Operations & Strategy
Nottingham

Requirements

Deliver proactive support to assigned Programme Management teams at all levels, and complete individual work on elements of larger programmes as required
Take a central role in administration of assigned programmes
Take a central role in communicating information regarding programmes and projects to a range of audiences
Communicate with key individuals and use negotiating / persuasive skills to gain solutions to programme issues, using own initiative
Suggest and support improvements to current data, analysis and reporting, to enhance the decision making processes
Plan and organise own portfolio of work to meet set deadlines and work under pressure, as required, managing any unpredictable work patterns as best as possible
Undertake activities utilising a range of technical products including: MS Word, Excel, PowerPoint, Outlook as appropriate
Ensure the smooth day to day running and co-ordination of Programme information, reporting and governance processes
Maintain an active knowledge of the programme, roles and objectives
Whilst in the role, develop knowledge and an awareness of relevant NUH programme frameworks and other frameworks at ICB and Regulator levels
Provide advice and guidance on Programme systems and processes to all project managers and stakeholders as relevant
Responsible for all aspects of programme administrative support within assigned programmes and associated workstreams / projects
Maintain and manage an accurate appointments diary to efficiently co-ordinate the time of the Programme team as required
Responsible for the co-ordination and organisation of all assigned Programmes governance and assurance meetings as well as any ad hoc meetings by preparing and issuing appropriate papers, developing agendas, attending the meetings where required and producing timely action notes and minutes
Responsible for co-ordinating the actions for meetings, chasing responses and using discussions with colleagues from all levels of the organisation / system to seek out answers and solutions
Facilitate and support various focus groups and other methods of working collaboratively with stakeholders, including helping to prepare supporting information and documents
Implement and maintain systems and processes in line with the Trusts Programme Management approach and use strong organisational skills to develop a flexible and adaptable administration support function
To maintain all relevant Programme information systems in regards to your assigned programmes
To type correspondence, reports, agendas and minutes, ensuring confidentiality at all times
Manage the ordering and dissemination of any necessary project resources and/or equipment
Be part of the wider Trust PMO team, supporting as necessary
Help to develop the format of reports, presentations and supporting documentation to inform key stakeholders and colleagues of the work being undertaken within assigned Programmes
Provide reports for the governance and assurance of the programme to ensure planning, risk management, benefit management etc. are monitored
Under the direction of Programme Leads, monitor programme risks and resolve any day to day issues using own judgement to select the most appropriate solution, ensuring that programme issues and risks are escalated accordingly
Communicate complex information effectively and facilitate collaborative working with multi-disciplinary team colleagues across the Trust
Ensure that good practice is shared and delivered at all levels within the Trust
To attend meetings internally and externally as required to the level of the role and maintain excellent working relationships with internal and external stakeholders
To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone / video
To deal with a range of complex queries in the absence of other senior managers ensuring matters are assigned to relevant members of staff
To have appropriate knowledge and understanding of Trust policies and demonstrate a professional manner and confident approach at all times
To take full responsibility for the completion and delivery of work to a high standard within the allocated timescales
To maintain confidence and composure in difficult or stressful situations
Be able to work independently and manage own workload to make effective use of time and resources and working to local and national standards
Work flexibly and at any programme location as required
Undertake other duties commensurate to the grade as required
Embrace principles of best customer care, equality, diversity and inclusion

Responsibilities

Deliver proactive support to assigned Programme Management teams at all levels, and complete individual work on elements of larger programmes as required
Take a central role in administration of assigned programmes
Take a central role in communicating information regarding programmes and projects to a range of audiences
Communicate with key individuals and use negotiating / persuasive skills to gain solutions to programme issues, using own initiative
Suggest and support improvements to current data, analysis and reporting, to enhance the decision making processes
Plan and organise own portfolio of work to meet set deadlines and work under pressure, as required, managing any unpredictable work patterns as best as possible
Undertake activities utilising a range of technical products including: MS Word, Excel, PowerPoint, Outlook as appropriate
Ensure the smooth day to day running and co-ordination of Programme information, reporting and governance processes
Maintain an active knowledge of the programme, roles and objectives
Whilst in the role, develop knowledge and an awareness of relevant NUH programme frameworks and other frameworks at ICB and Regulator levels
Provide advice and guidance on Programme systems and processes to all project managers and stakeholders as relevant
Responsible for all aspects of programme administrative support within assigned programmes and associated workstreams / projects
Maintain and manage an accurate appointments diary to efficiently co-ordinate the time of the Programme team as required
Responsible for the co-ordination and organisation of all assigned Programmes governance and assurance meetings as well as any ad hoc meetings by preparing and issuing appropriate papers, developing agendas, attending the meetings where required and producing timely action notes and minutes
Responsible for co-ordinating the actions for meetings, chasing responses and using discussions with colleagues from all levels of the organisation / system to seek out answers and solutions
Facilitate and support various focus groups and other methods of working collaboratively with stakeholders, including helping to prepare supporting information and documents
Implement and maintain systems and processes in line with the Trusts Programme Management approach and use strong organisational skills to develop a flexible and adaptable administration support function
To maintain all relevant Programme information systems in regards to your assigned programmes
To type correspondence, reports, agendas and minutes, ensuring confidentiality at all times
Manage the ordering and dissemination of any necessary project resources and/or equipment
Be part of the wider Trust PMO team, supporting as necessary
Help to develop the format of reports, presentations and supporting documentation to inform key stakeholders and colleagues of the work being undertaken within assigned Programmes
Provide reports for the governance and assurance of the programme to ensure planning, risk management, benefit management etc. are monitored
Under the direction of Programme Leads, monitor programme risks and resolve any day to day issues using own judgement to select the most appropriate solution, ensuring that programme issues and risks are escalated accordingly
Communicate complex information effectively and facilitate collaborative working with multi-disciplinary team colleagues across the Trust
Ensure that good practice is shared and delivered at all levels within the Trust
To attend meetings internally and externally as required to the level of the role and maintain excellent working relationships with internal and external stakeholders
To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone / video
To deal with a range of complex queries in the absence of other senior managers ensuring matters are assigned to relevant members of staff
To have appropriate knowledge and understanding of Trust policies and demonstrate a professional manner and confident approach at all times
To take full responsibility for the completion and delivery of work to a high standard within the allocated timescales
To maintain confidence and composure in difficult or stressful situations
Be able to work independently and manage own workload to make effective use of time and resources and working to local and national standards
Work flexibly and at any programme location as required
Undertake other duties commensurate to the grade as required
Embrace principles of best customer care, equality, diversity and inclusion

FAQs

What are the main responsibilities of the Programme Co-ordination Lead?

The main responsibilities include providing proactive support to Programme Management teams, managing programme administration, communicating information effectively, suggesting improvements to data and analysis, and ensuring the smooth coordination of programme-related tasks.

What tools and software will I need to use in this role?

You will need to utilize a range of technical products including MS Word, Excel, PowerPoint, and Outlook to complete your duties.

Is my role focused solely on administration tasks?

No, while there is a significant administration component, the role also involves programme management, quality governance, and effective communication with stakeholders across various levels.

Will I be responsible for organizing meetings?

Yes, you will coordinate and organize governance and assurance meetings, prepare appropriate papers, and produce action notes and minutes after meetings.

What kind of communication will I need to engage in?

You will need to communicate complex information effectively, facilitate collaborative working among multidisciplinary teams, and respond promptly to queries from internal and external stakeholders.

How will performance be tracked in this role?

Performance will be monitored through reporting for governance and assurance, ensuring that planning, risk management, and benefit management are effectively managed.

Will I be required to attend external meetings?

Yes, you will be required to attend both internal and external meetings as necessary, maintaining excellent relationships with stakeholders.

Do I need to have specific knowledge about Trust policies?

Yes, you should have an appropriate knowledge and understanding of Trust policies and demonstrate professionalism at all times.

How is team collaboration supported in this role?

Team collaboration is supported through facilitating focus groups, working collaboratively with stakeholders, and sharing good practices across the Trust.

Can I work independently in this role?

Yes, the role requires you to manage your own workload independently and effectively utilize your time and resources.

Nottingham University Hospitals NHS Trust

We lead and support the NHS in England to deliver improved care for patients.

Science & Healthcare

Industry

10,001+

Employees

1948

Founded Year

Mission & Purpose

The NHS (National Health Service) provides comprehensive healthcare services across the United Kingdom, offering a range of medical care, from general practice to specialised treatments. Its ultimate mission is to ensure that all UK residents receive high-quality, accessible, and free healthcare at the point of use. The NHS aims to improve public health outcomes by delivering patient-centred care, advancing medical research, and promoting health and wellbeing across diverse communities. Its purpose is to offer equitable health services that support and enhance the lives of individuals, irrespective of their financial circumstances.