Job Summary
As a member of the People and Culture Function and OD and Culture team, the post holder will play a key role in providing project support for the Oliver McGowan Mandatory Training programme which sits withing the Learning and Development Team.
You will provide and coordinate administrative services; including the co-ordination of meetings with internal and external stakeholders undertaking appropriate preparation and follow-up action as required.
You will also support the team with the management booking administration for training courses, including but not limited to finance, business continuity, workforce, communications and engagement, etc., gathering information and undertaking enquires as and when is necessary for colleagues.
You will work as part of the OD and Culture team, including on-leave cross-cover.
You will work on a hybrid basis including office-based and will involve some travel within Greater Manchester to support the programme manager The post holder will be expected to work flexibly and support other organisational priorities as necessary.
It is envisaged that most of the services will be provided via agile working. On occasion, there may be a need for in-person support at venues across GM to support deliverables of the OMMT programme. This will be agreed as far in advance as possible.
Main duties of the job
Provide support for several projects across the Oliver McGowan Mandatory Training programme. Including creating, maintaining and developing relationships with internal and external stakeholders, organising training dates and arrangements and eligibility etc.
Maintaining concise details of courses including monitoring cancellation dates, delegate lists and communication of courses.
Assist with co-ordinating resources effectively, ensure documentation is prepared and shared in accordance with project deadlines.
Delivery of a number of events and activities, both virtual and face to face.
You will ensure that change management is supported effectively by working with relevant teams and key stakeholders within the business.
Role
You will play a key role supporting high profile programmes support the achievement of NHS Greater Manchester objectives. This includes work relating to:
Ensuring the preparedness of all partners and organisations, including providers, local authorities, VCSE, Primary Care and delivery organisations to effectively deliver the projects and initiatives.
Support the communications and planning activities across stakeholder groups to ensure effective and impactful delivery of programmes.
The production of presentations, setting up and maintaining various databases within deadlines, using appropriate office technology and software
Managing a wide range of meeting bookings and preparation including providing full logistical support for events and workshops
About Us
Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health and wellbeing of people who live and work in their area. Their purpose is to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience, and access; enhance productivity and value for money and support broader social and economic development in their area efficiency. This will be delivered in neighbourhood, place, combinations of places and GM system.
Our NHS People Promise
Our NHS People Promise -the promise we must all make to each other, to work together to improve the experience of working in the NHS for everyone. Like many other employers, NHS GM currently has evidence of unwarranted inequalities in the workforce, most notably in relation to minoritised ethnic, female and\or disabled staff and their intersectionality. As a result, we will use positive action measures to bring benefits to our organisation, includinga wider pool of talented, skilled and experienced people from which to recruit and a better understanding of the needs of a more diverse range of customers.
Date posted
25 October 2024
Pay scheme
Agenda for change
Band
Band 5
Salary
£29,970 to £36,483 a year pa
Contract
Fixed term
Duration
17 months
Working pattern
Full-time, Flexible working, Home or remote working
Reference number
896-P&C-GM1007-A
Job locations
Tootal Building
56 Oxford Street
Manchester
M1 6EU
Job Description
Job responsibilities
Develop and maintain effective relationships with colleagues and other stakeholders from a wide variety of partner organisations, ensuring clear and effective channels of communication. Assist with coordinating an effective change control process, consulting with key stakeholders as necessary.
Provide and receive complex sensitive information including highlighting difficult and controversial issues to Programme Management.
Liaise with a wide range of teams to ensure a strategic and tactical approach to the programme and ICS workforce arrangements is taken.
Coordinate high levels of engagement with a wide range of partner organisations from across the GM networks to ensure projects are effectively implemented.
Work with provider organisations to ensure effective connectivity with their developing provider arrangements
Work as part of the wider Partnership team and stakeholders to further our organisational goals.
Working with other administrators / PAs to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base;
Working with all team members in the collection of information for performance reporting on relevant team projects.
Act as a first point of contact for area of work for a wide range of stakeholders, dealing and responding effectively with complex queries and passing on relevant information to appropriate team members sensitively and autonomously
Communicating and engaging with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements of other organisations, senior professionals and individuals;
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
INFORMATION RESOURCES, ANALYSIS AND DECISION MAKING
Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.
Develop and maintain databases required by job.
Maintain administrative and information resources
Accountable for the coordination of all project documentation, including effective record keeping and version control of project documentation.
Takes decisions on difficult issues where there may be a number of courses of action.
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
Updating and maintaining data bases and/or spread sheets relevant to work area
PLANNING & ORGANISATION
Support the coordination of a range of complex projects and initiatives, ensuring that regular reporting arrangements are in place to keep colleagues, programme boards and key stakeholders are kept informed.
Support the use of business management tools to coordinate resources and individual project budgets.
Organising meeting, events, activities and conferences as requested involving internal colleagues and high level stakeholders.
Updating and maintaining data bases and/or spread sheets relevant to work area, and manage meeting arrangements including the taking and distribution of minutes etc.
Support specific commissioning work and service specification development, as required
To assist with developing business cases as required
Organising and planning events and workshops as necessary and preparing supporting information material
To support the running of events and workshops, including running a registration desk and supporting the logistics of the event on the day
To co-ordinate meetings ensuing that people have good clear information prior to the meeting, and that rooms are available
Chasing up queries, progress and solving day to day issues and problems
Coordinate human relations activities across the programme, with internal and external stakeholders, including individuals who are autistic or have learning disabilities.
Support training and induction of new and existing staff, and wider colleagues where applicable.
To process income and expenditure requests for authorisation by senior officers.
Coordinate effective project finances both to plan and implement the programme, and to help realise any financial outputs required from the programme e.g. reporting.
Support procurement activities as appropriate, both with suppliers and finance colleagues.
Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.
Responsibilities
Job description Job responsibilities
Develop and maintain effective relationships with colleagues and other stakeholders from a wide variety of partner organisations, ensuring clear and effective channels of communication. Assist with coordinating an effective change control process, consulting with key stakeholders as necessary.
Provide and receive complex sensitive information including highlighting difficult and controversial issues to Programme Management.
Liaise with a wide range of teams to ensure a strategic and tactical approach to the programme and ICS workforce arrangements is taken.
Coordinate high levels of engagement with a wide range of partner organisations from across the GM networks to ensure projects are effectively implemented.
Work with provider organisations to ensure effective connectivity with their developing provider arrangements
Work as part of the wider Partnership team and stakeholders to further our organisational goals.
Working with other administrators / PAs to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base;
Working with all team members in the collection of information for performance reporting on relevant team projects.
Act as a first point of contact for area of work for a wide range of stakeholders, dealing and responding effectively with complex queries and passing on relevant information to appropriate team members sensitively and autonomously
Communicating and engaging with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements of other organisations, senior professionals and individuals;
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
INFORMATION RESOURCES, ANALYSIS AND DECISION MAKING
Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.
Develop and maintain databases required by job.
Maintain administrative and information resources
Accountable for the coordination of all project documentation, including effective record keeping and version control of project documentation.
Takes decisions on difficult issues where there may be a number of courses of action.
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
Updating and maintaining data bases and/or spread sheets relevant to work area
PLANNING & ORGANISATION
Support the coordination of a range of complex projects and initiatives, ensuring that regular reporting arrangements are in place to keep colleagues, programme boards and key stakeholders are kept informed.
Support the use of business management tools to coordinate resources and individual project budgets.
Organising meeting, events, activities and conferences as requested involving internal colleagues and high level stakeholders.
Updating and maintaining data bases and/or spread sheets relevant to work area, and manage meeting arrangements including the taking and distribution of minutes etc.
Support specific commissioning work and service specification development, as required
To assist with developing business cases as required
Organising and planning events and workshops as necessary and preparing supporting information material
To support the running of events and workshops, including running a registration desk and supporting the logistics of the event on the day
To co-ordinate meetings ensuing that people have good clear information prior to the meeting, and that rooms are available
Chasing up queries, progress and solving day to day issues and problems
Coordinate human relations activities across the programme, with internal and external stakeholders, including individuals who are autistic or have learning disabilities.
Support training and induction of new and existing staff, and wider colleagues where applicable.
To process income and expenditure requests for authorisation by senior officers.
Coordinate effective project finances both to plan and implement the programme, and to help realise any financial outputs required from the programme e.g. reporting.
Support procurement activities as appropriate, both with suppliers and finance colleagues.
Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.
Person Specification
Qualifications Essential
- Educated to degree level or NVQ level 4 or equivalent level of experience of working at a similar level of administration.
Experience Essential
- Significant administrative/ secretarial experience
- Experience of working collaboratively with multiple organisations and stakeholders.
- Experience of managing databases and ensuring that information is stored correctly.
Desirable
- Knowledge and experience of Learning Disabilities and Autism.
- Awareness of the requirement for Learning Disability & Autism training in health and care.
- Knowledge and experience of delivering event and learning activities, including use of social media and digital tools.
Knowledge Essential
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- A good understanding of the health and care system
Competencies Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information.
- Skills for supporting project management.
Desirable
- Experience of report writing
Person Specification Qualifications Essential
- Educated to degree level or NVQ level 4 or equivalent level of experience of working at a similar level of administration.
Experience Essential
- Significant administrative/ secretarial experience
- Experience of working collaboratively with multiple organisations and stakeholders.
- Experience of managing databases and ensuring that information is stored correctly.
Desirable
- Knowledge and experience of Learning Disabilities and Autism.
- Awareness of the requirement for Learning Disability & Autism training in health and care.
- Knowledge and experience of delivering event and learning activities, including use of social media and digital tools.
Knowledge Essential
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- A good understanding of the health and care system
Competencies Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information.
- Skills for supporting project management.
Desirable
- Experience of report writing
Employer details
Employer name
NHS Greater Manchester Integrated Care
Address
Tootal Building
56 Oxford Street
Manchester
M1 6EU
Employer's website
https://www.gmsharedservices.nhs.uk/ (Opens in a new tab)
