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)