ReSPECT Project Support Officer

Primary Care Sheffield

Information:

This job is now closed

Job summary

Would you like to work within Primary Care supporting the implementation of the Respect initiative across Sheffield? Respect stands for Recommended Summary Plan for Emergency Care and Treatment. The ReSPECT process creates a summary of personalised recommendations for a person’s clinical care in a future emergency in which they do not have capacity to make or express choices.

Salary is equivalent of AfC band 4/5

Main duties of the job

The Project Support Officer will work closely with the ReSPECT Project Manager as well as working closely with partners from across the Sheffield Health and Care Partnership. The post holder will play a crucial role in coordinating and supporting the development and implementation of the projects and initiatives as part of the workstream.

This will require ongoing and close liaison with key stakeholders as part of a partnership approach. The successful applicant must be able to demonstrate that they are able to manage a diverse workload efficiently and effectively and have excellent organisational skills.

The ideal candidate will have a minimum of 5 GSCSE’s Grade A-C including English

Exceptional organisational and time management skills

The ability to work autonomously without supervisions

The ability to coordinate the highlight reporting process and produce reports for board meeting

Experience of organising meetings, agendas and minutes.

About us

Primary Care Sheffield is a GP led organisation. Our members are 79 GP surgeries covering more than 500,000 patients in Sheffield. We provide a range of services both for patients and general practices, including:

  • providing a unified voice for primary care and its future development within the health and social care system
  • providing education, support and referral guidance to GP practices for 7 outpatient department specialities
  • providing evening and weekend appointments, 52 weeks of the year, with GPs and practice nurses at six sites around the city
  • directly running 7 GP practices, through 5 APMS and 2 GMS contracts, in partnership with Sheffield Health and Social Care NHS Foundation Trust
  • supporting and engaging the general practices in the city to work together in local groups.

We work in partnership with statutory and voluntary organisations, including NHS Sheffield Clinical Commissioning Group, Sheffield Health and Social Care NHS Foundation Trust, Sheffield Teaching Hospitals NHS Foundation Trust, Sheffield Children’s NHS Foundation Trust, Sheffield City Council and NHS England.

Date posted

22 December 2021

Pay scheme

Other

Salary

£22,588.44 to £27,316.25 a year

Contract

Fixed term

Duration

15 months

Working pattern

Full-time

Reference number

A3466-21-0828

Job locations

722 Prince of Wales Road

Sheffield

South Yorkshire

S9 4EU


Job description

Job responsibilities

JOB PURPOSE

The role is responsible for supporting the planning, oversight and delivery of the Sheffield ReSPECT Projects. Whilst the post is hosted by PCS the Project Support Officer will work closely across the Integrated Health and Care Partners, linking in particular to the Ageing Well Programme.

The post holder will support the management team and provide support for the development and delivery of identified projects, services and core operational functions. This will include, for example, supporting the delivery of events, service improvement work or projects.

The post holder will work closely with Senior Clinicians and other Clinical Managers to coordinate and support the delivery of projects.

MAIN DUTIES AND RESPONSIBILITIES

1. Assisting the Project Manager on all aspects of the operational functioning relevant meetings.

2.To be responsible for all arrangements to support the smooth running of the central business function, service improvement events and sessions such as advertisement and marketing, meeting with relevant team members, booking venues, liaising with catering, confirming car parking arrangements, notifying appropriate personnel of people attending the courses, planning the event and setting up the course site and support areas etc., post event evaluation and communication.

3. Organise and plan meetings (virtual and face to face) as required, taking formal minutes/notes and ensure the smooth running of the meeting / event.

4. Effecting communication with internal and external stakeholders regarding team updates, interventions, sessions and events

5. Assist in producing and setting up material which is used to monitor activities across the Project (i.e. Gantt chart, PMO documentation, information to monitor key performance indicators).

6. Working with clinical and administrative staff to set-up project documentation and progress projects; this includes training and support with updating Project plans, Risk and Issue Logs and Highlight Reports

7. Manage document systems on behalf of the team and where appropriate, set up new systems of managing documents and project processes,.

8. General administration associated with co-ordinating the production of correspondence, materials (Information packs, course material, evaluation sheets etc.) using Word, PowerPoint, Excel, SharePoint, Access etc.

9. Assisting the Programme Manager in organising and promoting PMO workshops, master classes, courses, sessions etc. fully utilising interactive technology and direct and manage unpredictable situations which arise on the day.

10. Find and book venues, catering and ensure all necessary documentation and material is available as required.

11. Implement and organise complex timetabling, liaising with both internal and external colleagues..

12. Attend meetings and workshops as required, registering delegates, liaising with venue staff and stakeholders, taking formal minutes/ notes and ensure the smooth running of the event.

13. Collecting and collating feedback and evaluation data.

14. Provide and receive complex information from individuals, external organisation, recruitment agencies, finance, HR and Procurement teams. Be able to make sense of it, identify the crucial facts and information that requires immediate action, deal with it where possible or alert the Project Manager in a timely way.

15. Assisting in the development of case studies for internal/external promotion/communication purposes.

16. Assisting in the editing of videos of recorded events for internal/external promotion/communication purposes.

17. Undertake junior project tasks on an ad hoc basis as delegated through Programme teams.

18. Update the PCS Communications Team with updates of project progress, events, sessions and microsystem team interventions.

19. As a core member of the PMO team, the post-holder will be expected to support the development of project and programme, and help induct new members of the PMO team to the department.

20. The post holder will be expected to follow and implement policies, alongside proposing, developing and testing improvements in all areas of their work.

21. The post holder may also provide administration and project support (as required by the Project Manager) to the range of project and programme activity supported by the wider team. This will be balanced with the primary core function of support to the PMO.

COMMUNICATION (both internal & external staff)

To support the PMO Programme Manager in communications across PCS, Primary Care and with partner organisations in respect of day to day management of the team.

This job description is not meant to be exhaustive and may, in the light of changing needs of the service, be amended following consultation with the post holder.

Job description

Job responsibilities

JOB PURPOSE

The role is responsible for supporting the planning, oversight and delivery of the Sheffield ReSPECT Projects. Whilst the post is hosted by PCS the Project Support Officer will work closely across the Integrated Health and Care Partners, linking in particular to the Ageing Well Programme.

The post holder will support the management team and provide support for the development and delivery of identified projects, services and core operational functions. This will include, for example, supporting the delivery of events, service improvement work or projects.

The post holder will work closely with Senior Clinicians and other Clinical Managers to coordinate and support the delivery of projects.

MAIN DUTIES AND RESPONSIBILITIES

1. Assisting the Project Manager on all aspects of the operational functioning relevant meetings.

2.To be responsible for all arrangements to support the smooth running of the central business function, service improvement events and sessions such as advertisement and marketing, meeting with relevant team members, booking venues, liaising with catering, confirming car parking arrangements, notifying appropriate personnel of people attending the courses, planning the event and setting up the course site and support areas etc., post event evaluation and communication.

3. Organise and plan meetings (virtual and face to face) as required, taking formal minutes/notes and ensure the smooth running of the meeting / event.

4. Effecting communication with internal and external stakeholders regarding team updates, interventions, sessions and events

5. Assist in producing and setting up material which is used to monitor activities across the Project (i.e. Gantt chart, PMO documentation, information to monitor key performance indicators).

6. Working with clinical and administrative staff to set-up project documentation and progress projects; this includes training and support with updating Project plans, Risk and Issue Logs and Highlight Reports

7. Manage document systems on behalf of the team and where appropriate, set up new systems of managing documents and project processes,.

8. General administration associated with co-ordinating the production of correspondence, materials (Information packs, course material, evaluation sheets etc.) using Word, PowerPoint, Excel, SharePoint, Access etc.

9. Assisting the Programme Manager in organising and promoting PMO workshops, master classes, courses, sessions etc. fully utilising interactive technology and direct and manage unpredictable situations which arise on the day.

10. Find and book venues, catering and ensure all necessary documentation and material is available as required.

11. Implement and organise complex timetabling, liaising with both internal and external colleagues..

12. Attend meetings and workshops as required, registering delegates, liaising with venue staff and stakeholders, taking formal minutes/ notes and ensure the smooth running of the event.

13. Collecting and collating feedback and evaluation data.

14. Provide and receive complex information from individuals, external organisation, recruitment agencies, finance, HR and Procurement teams. Be able to make sense of it, identify the crucial facts and information that requires immediate action, deal with it where possible or alert the Project Manager in a timely way.

15. Assisting in the development of case studies for internal/external promotion/communication purposes.

16. Assisting in the editing of videos of recorded events for internal/external promotion/communication purposes.

17. Undertake junior project tasks on an ad hoc basis as delegated through Programme teams.

18. Update the PCS Communications Team with updates of project progress, events, sessions and microsystem team interventions.

19. As a core member of the PMO team, the post-holder will be expected to support the development of project and programme, and help induct new members of the PMO team to the department.

20. The post holder will be expected to follow and implement policies, alongside proposing, developing and testing improvements in all areas of their work.

21. The post holder may also provide administration and project support (as required by the Project Manager) to the range of project and programme activity supported by the wider team. This will be balanced with the primary core function of support to the PMO.

COMMUNICATION (both internal & external staff)

To support the PMO Programme Manager in communications across PCS, Primary Care and with partner organisations in respect of day to day management of the team.

This job description is not meant to be exhaustive and may, in the light of changing needs of the service, be amended following consultation with the post holder.

Person Specification

Qualifications

Essential

  • Five GCSEs (or equivalent) including C grade or above in English and Maths
  • Educated to A-level standard in a relevant subject or RSA/NVQ3 in Administration

Desirable

  • Prince 2 or MSP qualifications or other project management training
  • University degree or relevant equivalent work experience

Experience

Essential

  • Evidence of significant administration and coordination experience
  • Experience of organising shared electronic information e.g. use of SharePoint, developing websites
  • Evidence of IT literacy (Microsoft Word, Excel, PowerPoint, Publisher)
  • Demonstrate ability to problem solve and prioritise workload
  • Evidence of events planning and delivery

Desirable

  • Previous experience of healthcare environment
  • Previous experience of working on Customer Relationship Management

Skills/Aptitudes

Essential

  • Excellent communication skills, both written and verbal
  • Demonstrates a degree of creative flare for marketing and promotion work
  • Ability to adopt a flexible approach to work
  • Ability to pay attention to detail
  • Demonstrate working on own initiative
  • Ability to present information in a concise manner
  • Methodical and organised approach to work ensuring the ability to work accurately under pressure
  • Evidence of ability to deal effectively and appropriately with people at all levels from a broad range of organisations
  • Understand issues relating to equality and diversity and how this impacts on quality and improvement work
  • Understanding of confidentiality and data protection
  • Ability to work as part of a team and on own initiative as and when necessary
  • Ability to work within established procedures and timescales/deadlines

Desirable

  • Ability to review working methods and procedures and suggest alternative methods of improvement

Other Factors

Essential

  • Advanced keyboard skills with high degree of accuracy
  • There will be a requirement for concentration where the work pattern is unpredictable

Values/Behaviours

Essential

  • Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes, patient centred .
  • To be open and transparent
  • Demonstrates the desire to be Innovation and Ambitious
  • Ability to empower others
Person Specification

Qualifications

Essential

  • Five GCSEs (or equivalent) including C grade or above in English and Maths
  • Educated to A-level standard in a relevant subject or RSA/NVQ3 in Administration

Desirable

  • Prince 2 or MSP qualifications or other project management training
  • University degree or relevant equivalent work experience

Experience

Essential

  • Evidence of significant administration and coordination experience
  • Experience of organising shared electronic information e.g. use of SharePoint, developing websites
  • Evidence of IT literacy (Microsoft Word, Excel, PowerPoint, Publisher)
  • Demonstrate ability to problem solve and prioritise workload
  • Evidence of events planning and delivery

Desirable

  • Previous experience of healthcare environment
  • Previous experience of working on Customer Relationship Management

Skills/Aptitudes

Essential

  • Excellent communication skills, both written and verbal
  • Demonstrates a degree of creative flare for marketing and promotion work
  • Ability to adopt a flexible approach to work
  • Ability to pay attention to detail
  • Demonstrate working on own initiative
  • Ability to present information in a concise manner
  • Methodical and organised approach to work ensuring the ability to work accurately under pressure
  • Evidence of ability to deal effectively and appropriately with people at all levels from a broad range of organisations
  • Understand issues relating to equality and diversity and how this impacts on quality and improvement work
  • Understanding of confidentiality and data protection
  • Ability to work as part of a team and on own initiative as and when necessary
  • Ability to work within established procedures and timescales/deadlines

Desirable

  • Ability to review working methods and procedures and suggest alternative methods of improvement

Other Factors

Essential

  • Advanced keyboard skills with high degree of accuracy
  • There will be a requirement for concentration where the work pattern is unpredictable

Values/Behaviours

Essential

  • Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes, patient centred .
  • To be open and transparent
  • Demonstrates the desire to be Innovation and Ambitious
  • Ability to empower others

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Additional information

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Primary Care Sheffield

Address

722 Prince of Wales Road

Sheffield

South Yorkshire

S9 4EU


Employer's website

http://www.primarycaresheffield.org.uk/ (Opens in a new tab)

Employer details

Employer name

Primary Care Sheffield

Address

722 Prince of Wales Road

Sheffield

South Yorkshire

S9 4EU


Employer's website

http://www.primarycaresheffield.org.uk/ (Opens in a new tab)

For questions about the job, contact:

Sarah Chance

sarahchance@nhs.net

Date posted

22 December 2021

Pay scheme

Other

Salary

£22,588.44 to £27,316.25 a year

Contract

Fixed term

Duration

15 months

Working pattern

Full-time

Reference number

A3466-21-0828

Job locations

722 Prince of Wales Road

Sheffield

South Yorkshire

S9 4EU


Supporting documents