Programme Coordinator x2 (Urgent)

Role: Programme Coordinator x2

Salary: £35,000 - £40,000 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: Fixed-term contract until 31st March 2027

Location: 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: Head of Portfolio

Job Purpose

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 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 present 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) 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

Values and behaviours

Our values and behaviours are important to us. Health Innovation KSS has developed a clear vision for the direction of the company. We have developed and agreed the below values and behaviours framework, in order to underpin this vision. Applicants and employees will be expected to demonstrate an understanding of and commitment to these values and behaviours, which will be assessed through the recruitment, selection and appraisal processes. Health Innovation employees will: