Programme Co-ordination Lead

The Trust Programme Management Office (TPMO) has a vital role in the delivery of NUH's ambition to be outstanding in health outcomes and patient and staff experience and has a remit covering all programmes across the Trust.

The Trust PMO comprises of a team of project professionals concerned with improving the successful delivery of programmes by providing a wide range of Project, Programme & Portfolio Management services to NUH Clinical and Corporate Divisions. This includes: delivery of programmes and projects, providing a Programme Management Framework and Standards, advising programme sponsors, developing Project Management capability / training, providing Programme Governance oversight and Assurance to the Trust Board, and developing the Project Management community within NUH and across the NHS.

Main duties of the job

The purpose of this role is to lead on the provision of comprehensive programme co-ordination and administration support for Trust PMO Programmes and Divisional Programme Portfolios. The post holder will enable the development and production of programme reporting at all levels of the organisation by maintaining programme data and co-ordinating governance structures.

The role requires significant organisational skills, initiative, time management skills and personal credibility. The post holder will support the Programme team and the associated programme activities through, for example, setting up and maintaining programme and project documentation, being a useful point of contact for internal and external stakeholders, monitoring risks and achievements of milestones / actions, through the production of regular and ad hoc reports and supporting / facilitating meetings.

The role will require strong persuasive and negotiating skills to ensure effective engagement of all parties and effective co-ordination of the programme across all work streams and stakeholders.

The post holder will work closely with the Programme Manager to identify, gather and translate programme updates and maintain this data accurately in programme management systems in a timely manner.

The post holder will be required to work at all NUH campuses, off site venues and flexibly as required for the role.

About us

Every day, our teams at Nottingham University Hospitals NHS Trust (NUH) make a difference. We save lives, we improve lives and we usher in new life. We are proud to play a central role in supporting the health and wellbeing of people in Nottingham, Nottinghamshire and our surrounding communities.

With more than 18,000 colleagues, we are the largest employer in Nottinghamshire and one of the biggest and busiest NHS Trusts in the country, serving more than 2.5m residents of Nottingham and Nottinghamshire and a further four million people across the East Midlands and beyond.

We provide a range of national and internationally renowned specialist services and we are at the forefront of new surgical procedures and research programmes.

Job description
Job responsibilities
Programme Management

1. Deliver proactive support to assigned Programme Management teams at all levels, and complete individual work on elements of larger programmes as required.
2. Take a central role in administration of assigned programmes.
3. Take a central role in communicating information regarding programmes and projects to a range of audiences.
4. Communicate with key individuals and use negotiating / persuasive skills to gain solutions to programme issues, using own initiative.
5. Suggest and support improvements to current data, analysis and reporting, to enhance the decision making processes.
6. 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.
7. Undertake activities utilising a range of technical products including: MS Word, Excel, PowerPoint, Outlook as appropriate.
8. Ensure the smooth day to day running and co-ordination of Programme information, reporting and governance processes.
9. Maintain an active knowledge of the programme, roles and objectives.
10. While in the role, develop knowledge and an awareness of relevant NUH programme frameworks and other frameworks at ICB and Regulator levels.
11. Provide advice and guidance on Programme systems and processes to all project managers and stakeholders as relevant.

Administration Support

1. Responsible for all aspects of programme administrative support within assigned programmes and associated workstreams / projects.
2. Maintain and manage an accurate appointments diary to efficiently co-ordinate the time of the Programme team as required.
3. 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.
4. 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.
5. Facilitate and support various focus groups and other methods of working collaboratively with stakeholders, including helping to prepare supporting information and documents.
6. 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.
7. To maintain all relevant Programme information systems in regards to your assigned programmes.
8. To type correspondence, reports, agendas and minutes, ensuring confidentiality at all times.
9. Manage the ordering and dissemination of any necessary project resources and/or equipment.
10. Be part of the wider Trust PMO team, supporting as necessary.

Quality and Governance

1. 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.
2. Provide reports for the governance and assurance of the programme to ensure planning, risk management, benefit management etc. are monitored.
3. 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.

Communication

1. Communicate complex information effectively and facilitate collaborative working with multi-disciplinary team colleagues across the Trust.
2. Ensure that good practice is shared and delivered at all levels within the Trust.
3. To attend meetings internally and externally as required to the level of the role and maintain excellent working relationships with internal and external stakeholders.
4. To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone / video.
5. To deal with a range of complex queries in the absence of other senior managers ensuring matters are assigned to relevant members of staff.

Personal / Professional

1. To have appropriate knowledge and understanding of Trust policies and demonstrate a professional manner and confident approach at all times.
2. To take full responsibility for the completion and delivery of work to a high standard within the allocated timescales.
3. To maintain confidence and composure in difficult or stressful situations.
4. Be able to work independently and manage own workload to make effective use of time and resources and working to local and national standards.
5. Work flexibly and at any programme location as required.
6. Undertake other duties commensurate to the grade as required.
7. Embrace principles of best customer care, equality, diversity and inclusion.

Person Specification
Training & Qualifications
Essential

• Higher level education or equivalent experience gained through work in similar role.
• Minimum of grade C in GCSE English and Mathematics (or equivalent).

Desirable

• A Project or Programme Management Qualification.

Experience
Essential

• Ability to accurately input data into a variety of spreadsheets / databases.
• Experience of developing and maintaining administration systems and procedures.

Desirable

• Experience of working in a multidisciplinary environment.
• Recent experience in a programme or project support role.

Communication and Relationship skills
Essential

• Excellent verbal and written communication skills, being able to communicate effectively at all levels across the organisation.
• Ability to work autonomously and as part of a team.
• Builds relationships with work colleagues.

Analytical and Judgement skills
Essential

• Able to identify the urgency of a situation and escalate as appropriate i.e. issues and risks.
• Attention to detail to ensure that correct information is produced / communicated.

Planning and organisation skills
Essential

• Time management skills including the ability to prioritise, plan and manage own workload.
• Excellent organisational skills.
• Agrees clear objectives and targets.
• Demonstrate ability to meet deadlines.
• IT literate with well-developed skills for the use and application of information technology systems including file management, safe and effective internet use, Outlook, Word, PowerPoint and Excel.

Physical Skills
Essential

• Ability to remain calm under pressure.
• Ability to work in a multitude of environments, from busy to isolated.

Employer details
Employer name
Nottingham University Hospitals NHS Trusts
Address
City Hospital Campus
Hucknall Road, Nottingham
Nottingham
NG5 1PB

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