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., 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., 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. Whilst 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 Trust's 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

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., Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
+ Stay in full-time education, for example at a college
+ Start an Apprenticeship
+ Spend 20 hours of more a week working or volunteering, while in part-time education or training

Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are 'at risk' of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
+ Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
+ Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£42.90 for enhanced and £22.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month's pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
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