Project Coordinator- Improved Access Service

Care Unbound Ltd t/a Here

The closing date is 20 January 2022

Job summary

We are looking for a new Project Coordinator to join our Improving Access Team. We are passionate about Primary Care and finding innovative ways of Improving how patients access care and are constantly looking at ways to improve the patient Journey, as for most this is where the healthcare journey starts.

The role will support with Project and Administrative tasks across all our services including our work with Urgent Care and the redirection of Primary Care from the front door in A&E.

The Project Coordinator will provide project support, ensuring projects are delivered within timeframes. Working a mixture of shifts between 9:00 and 20.30 during the week as well as weekend working (between 8:00-14:00) this exciting role will be based at our Brighton offices and involve working from various locations across East Sussex.

Main duties of the job

You will:

  • Coordinate, organise and propose changes to the project so there is shared learning and make recommendations for new ways of working.
  • Head up projects of various scales and complexities, holding responsibility for project delivery
  • Manage various relationships within projects, including with internal and external stakeholders
  • Be a task focused individual, passionate about delivery

We recommend reading the attached the Job Description and Person Specification for more details on the role and essential criteria.

About us

We are a not-for profit, social enterprise, membership organisation delivering NHS services. Our members are local GPs, practice managers, practice nurses and our own staff.

We believe these things to be true

  • Care is something we can choose to show for ourselves and each other at any time. Care is not exclusive to an appointment or a medical intervention
  • We have a right to take control of our lives
  • It takes courage to step forward and effect change. The capacity to lead is within us all
  • Every interaction can be powerful if we choose to engage consciously. We know the ripples from these movements can go on to create profoundly positive change
  • True care is a way of living that creates meaning between us all

Our Purpose in the World: Care Unbound. To create more possibilities for care in every moment.

We believe in enabling people to take control of their health care journeys – we help to change the way health and wellbeing services work so care can focus on what matters to individuals.

We work to ensure that our culture is one that allows everyone to come to work as their ‘whole’ selves. For most of us, work takes up a big part of our day. We want to ensure that it’s enjoyable and speaks to us on a level deeper than ‘just getting the job done’.

Please refer to the supporting information for further details.

Job description

Job responsibilities

The Project Coordinator will work with and support the Service Manager to maintain an overall plan and to deliver projects on time. They will support the setup and implementation of new services. These projects may engage a wide range of stakeholders and organisations. The Project Coordinator will provide support and use motivational skills, as directed, to ensure effective engagement of all parties and effective coordination of the project with other interdependent work streams and projects. They will work collaboratively with key managers and clinicians in the relevant partner organisations or care areas, i.e. Brighton & Sussex University Hospitals, Sussex Community NHS Trust, primary care, community care and independent sector providers.

Principal Duties and Responsibilities

  •  Use project management skills to plan and organize a number of complex projects and ensure integration across these projects and across the services, updating project plans and making adjustments as required.
  • Coordinate the key stakeholders who make up the project teams in the planning, designing and delivery of the project.
  • Act as first point of contact for all queries and issues relating to particular projects as agreed with their line manager, undertaking initial analysis and offering advice on the appropriate course of action.
  • Co-ordinate and attend meetings, briefings and training and transcribe any minutes and notes as required.
  •  Support the appropriate manager(s) in developing and managing any changes or new processes and systems that need implementing.

Service Development

  • Support the research and writing of proposals for Service Redesign projects and developing Business Cases, referral protocols, care pathways, service specifications and Service Level Agreements.
  • Participate in the review of completed Service Redesign / Clinical Service Provision projects identifying learning areas and ensuring actions are recorded and carried out.

Secure service provision

  • Undertake regular searches for tender opportunities and flag up opportunities in a timely manner to the relevant managers.
  • Provide support with responses to NHS procurement exercises and coordinating the organisation’s response to specific tender and other business opportunities.

Quality

  • Maintain high levels of quality of delivery at every stage of a project, identifying all, and managing some, of the dependencies and interfaces, risks and issues that arise and that could affect the projects successful outcome. When appropriate, put forward contingency plans to ensure the project remains to plan
  • Coordinate, organise and propose changes to the project so there is shared learning and make recommendations for new ways of working.
  •  Analyse and assess complex projects, resolving failures to ensure delivery of the projects at the appropriate level of quality, on time and within budget.
  • Regularly review / monitor projects to ensure they remain within pre-determined budgetary limits.
  • Ensure appropriate electronic and paper filing systems are in place.
  • Liaise with relevant managers and coordinate incident, complaint, plaudit and learning log investigation and reporting relating to relevant project(s).

Information management

  • Use and maintain appropriate software to formulate project plans and track the delivery of outcomes on time.
  • Work with the Performance and Information Team to secure the reports that enable data analysis and produce appropriate info packs for project team members.
  • Develop activity and financial models, monitoring and reporting on performance against indicators of success as required.

Change and learning

  • Assist with induction and organisation of new staff.
  • Share learning and new ways of working by coordinating, organising, and proposing changes, developing new processes as required to implement relevant local and national policies.
  • Undertake proactive learning and personal development.
  • To carry out any other appropriate duties as determined by the managers in the service.

Operational Support

  • Man the reception desk when required during the IAS shift times and present a professional and courteous image to all service users, visitors and staff
  • Welcome visitors and provides all possible assistance, including arrangements for access requirements, ensuring that the appropriate staff member is informed of their arrival
  • Arranging the training and site inductions for all new IAS staff
  • Support the IAS Assistant Managers to ensure all new staff added to the rota are compliant to statutory requirements and that the service holds the necessary documentation as per set guidelines
  • Maintain the staff database with details and paperwork for all staff and escalate any issues with staff compliance to the IAS Assistant Managers or the IAS Manager
  • Arrange new staff access to practices' clinical systems
  • Undertake crosschecks across the whole service to ensure patient safety and service quality is being maintained as per the IAS protocols
  • Monitoring the email inboxes & follow up any issues raised by patients or staff issues highlighting any concerns
  • Support the service’s Complaints procedure

CONFIDENTIALITY

As an employee of ‘Here’ you may gain knowledge of a highly confidential nature relating to the private affairs, diagnosis and treatment of patients, information affecting members of the public, matters concerning staff and details of items under consideration by ‘Here’. Under no circumstances should such information be divulged or passed to any unauthorized person. This includes holding conversations with colleagues concerning patients or staff in situations where the conversation may be overheard. Breaches of confidence will result in disciplinary action which may involve dismissal.

EQUAL OPPORTUNITIES

Our policies and practices are designed to ensure equality of opportunity in employment and service delivery. All staff are expected to comply with these policies and practices.

USE OF NEW TECHNOLOGY

We will make use of computer technology. Staff should expect to use automated information systems in their work in order to improve quality and co-ordination of services, and to enable faster and more accurate communication within and outside of the organisation.

HEALTH AND SAFETY

All staff have a responsibility to perform their duties in such a way that accidents to themselves and to others are avoided, and to cooperate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their respective line managers. Similarly, it is each person’s responsibility to ensure a secure environment and bring any breaches of security to the attention of their managers.

NO SMOKING POLICY

We operate a no-smoking policy. This applies to all staff and visitors. This policy also includes travelling in ‘Here’ owned or leased vehicles during work time and whilst travelling in their own vehicles whilst on duty, in work time or whilst on ‘Here’ premises. It is a condition of employment for staff that they do not smoke whilst on duty or anywhere on the premises including the car park.

TRAINING AND DEVELOPMENT

All employees have a responsibility to undertake undertake statutory and mandatory training that is required by ‘Here’. In accordance with the Training and Development Policy staff are expected to actively participate in the appraisal system and using this process to develop a Personal Development Plan (PDP)

Person Specification

Personal Qualities

Essential

  • Ability to drive and has own car;
  • Proven record of good timekeeping and attendance;
  • Ability to work flexible shift times between 08:30-20:30 Monday to Friday and 08:00-14:00 Saturday and Sunday;
  • Able to show understanding of issues relating to
  • equal opportunities;
  • Works well within a team;
  • Capable of working with tact and diplomacy;
  • Approachable, adaptable, supportive, self-motivated;
  • Able to communicate effectively and professionally both face to face and on the telephone with people at all levels;
  • Able to demonstrate persistence in finding ways to overcome obstacles.

Experience

Essential

  • Experience of prioritising work and meeting deadlines
  • Previous experience of working in a primary care setting
  • Experience of using electronic systems/databases to ensure efficient management of processes

Desirable

  • Able to demonstrate an understanding of Information Governance, Patient Confidentiality and Data Protection requirements.
  • Knowledge and understanding of the NHS and the challenges facing Primary Care.
  • Analytical and problem solving skills

Qualifications

Essential

  • Educated to GCSE standard or equivalent including English or project management training or equivalent experience, using project management methodologies in a role.
  • Minimum of 1 years experience working in complex office environments specialising in a project officer role or similar
  • Understanding of office systems such as diary management, rota management, bring forward systems, computer filing systems.
  • A high level of competence in Microsoft Office packages (Outlook, Word, Excel, and PowerPoint as a minimum)
  • WE RECOMMEND THAT YOU REFER TO THE SUPPORTING DOCUMENTATION FOR FULL DETAILS

Desirable

  • Basic Life Support training

Employer details

Employer name

Care Unbound Ltd t/a Here

Address

4th Floor

177 Preston Road

Brighton

East Sussex

BN1 6AG


Employer's website

https://hereweare.org.uk/ (Opens in a new tab)

For help with your application, contact:

Denise McSween

denise.mcsween1@nhs.net

Date posted

04 January 2022

Pay scheme

Other

Salary

£22,500 to £24,500 a year 22500 starting salary

Contract

Permanent

Working pattern

Flexible working

Reference number

B0339-21-0241

Job locations

4th Floor

177 Preston Road

Brighton

East Sussex

BN1 6AG


177 Preston Road

Brighton

BN1 6AG


Supporting documents

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Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.