SWL TH CiC Operations Manager

Job description

Job responsibilities

Job Purpose

The Operational Lead will support our SWL Training Hub CIC on its journey to support all six SWL training hubs enabling it to deliver against WTE (HEE), SWL ICB and NHSE requirements. The SWL TH CIC will support allied providers to improve their sustainability and resilience; secure operational stability; develop more effective ways of working and help practices embed new models of care.

The post holder will be central to creating and developing an integrated Programme Management Office team and will support assurance and reporting of programmes across all place based training hubs.

They will develop an integrated programme management office team to serve the six placed based training hubs and to deliver the HEE ICS training hub contract. They will also form part of the SWL training hub CIC executive team working alongside partners and key stakeholders.They will act as the central point for all governance requirements, translate contract requirements into meaningful priorities and plans, provide financial and HR management and help place based training hubs achieve their KPIs and contractual objectives.

Key Responsibilities

Contracting:

Approving MOUs on behalf of the CIC once agreed by CIC board

Updating project records

Raising and issuing invoices

Project mapping and ensuring projects are progressing to time and have suitable project management

Flagging any known risks and issues to the respective project managers or elsewhere

Create and sign off any sub-contracts issued by the CIC and support oversight of performance against these contracts

Finance:

Keeping up to date records in the form of an MOU and project tracker including project spend against budget, invoicing and income

Chasing unpaid invoices

Receiving, processing and paying invoice received and recording these against the project tracker

Recording and reconciling transactions in xero accounting software

Governance:

Regularly review, action and update the risk register

Create suitable policies and procedures for the organisation to work to and ensure these are observed and upheld by others

Ensure the CIC is properly managed, recorded and performing in line with the WTE (HEE) ICS contract, other contracts and in respect companies house, the office of the regulator of community interest companies and any other CIC guidance.

Meeting management:

Setting and overseeing CIC board and OAB meetings, preparing agenda and papers

Setting and overseeing weekly SWL TH and CIC meetings, chairing, preparing agenda and producing accurate notes

SWL TH CIC representation:

Attending meetings such as PCSB, Primary Care Workforce Retention Steering Group, WTE (HEE) ICS Level TH (and others), progressing any actions and feeding back to SWL THs

Email enquiries:

Overseeing the receipt of emails to the office and finance email accounts and ensuring appropriate pass on or action

Reporting:

Undertaking regular or ad-hoc reporting to WTE (HEE), SWL or others as required on behalf of SWL THs

Collecting data needed and submitting within deadlines

Website:

To oversee the SWL TH website and support the admin team

HR:

To line manage and support other members of the SWL TH CIC PMO team such as project managers and administrators

Person Specification

Experience

Essential

• Knowledge of the whole health system and the role of WTE (HEE), SWLICB and NHSE/I in training and supporting workforce
• Knowledge of WTE (HEE) and the Primary Care School and its role and function
• Desire to grow and develop the future workforce
• Good working knowledge of the broad range of AHPs in primary care and how they can be supported
• Experience of co-ordinating programmes and projects in complex and challenging environments, with a variety of providers and across all staff groups
• Experience of management and reporting risk
• Experience of monitoring budgets and business planning processes

Qualifications

Essential

• Minimum of 2 years experience of working at a similar level and in a similar area
• Experience of working at management and leadership level in the NHS and in particular primary care
• Evidence of continued professional development

Desirable

• Post-graduate qualifications in management and leadership
• Experience of working at ICS or place-based training hub level
• Educated to degree level in relevant subject or equivalent level qualification

Skills & Knowledge

Essential

• Ability to see the potential to bring about positive change through current policies
• Capability to plan over short, medium and long term and adjust plans according to resource requirements
• Experience of setting up and implementing internal processes and procedures
• Ability to produce effective and insightful communications for dissemination to a broad range of stakeholders
• Ability to analyse complex issues where information may be conflicting
• Capability to act on information, using experience and relationships effectively and to enable strong decision making
• Knowledge of financial systems, incl budget management, processing and reporting
• Good knowledge of primary care workforce initiatives incl recruitment and retention
• Good communication skills and strong chairing skills for meetings attended by those from various roles/organisations
• High level influencing and negotiating skills to help tackle conflict and achieve positive results
• Ability to prioritise work effectively and ensure capacity for the role within a diversely busy schedule
• Attention to detail combined with the ability to demonstrate good judgement and analytical skills
• Ability to engender trust and confidence and demonstrate integrity
• Ability to work effectively under pressure
• Adaptability, flexibility and ability to cope with uncertainty and change
• Commitment to continuing professional development
• High-quality service ethics and commitment to delivering excellence
• Committed to promoting equality of opportunity and good working relationships

Desirable

• Knowledge of project principles, techniques and tools, such as Prince 2 Foundation and Microsoft Project.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sutton Primary Care Networks

Address

Sutton Primary Care Networks

Railway Approach

Wallington

Surrey

SM6 0DZ