Programme Officer (NIHR TCC) (XN04)

Job description

Job responsibilities

The post holder will be responsible for supporting the Senior Programme Officers and the Programme Managers with the delivery of identified projects. If required he / she may be required to highlight changes in workload and adjust work plans in response to external events and new policies.

The post holder will:

Support the Senior Programme Officers and Programme Managers to plan and implement the management of NIHR research training schemes over an annual cycle, by being responsible for effective administrative processes to manage applications (both electronic and as hard copies) and monitor trainees in accordance with agreed project plans, this process typically takes 6-9 months

In liaison with the Senior Programme Officers and Programme Managers, assist with producing new, or revising existing application forms and guidance notes for new and existing schemes

Act as the first point of contact for enquiries related to the various schemes the post holder is supporting, taking action or escalating to other staff where appropriate

Contribute to the interview and peer review feedback process for applicants to NIHR Academy programmes

Where relevant, answer questions and queries from applicants regarding the NIHR Academys various programmes and schemes, including eligibility and general remit, purpose of call and guidance.

The post holder will assist with the planning and coordination of a variety of different events, all of which involve external stakeholders, in Leeds, London, and other locations. These include:

Review Panel short listing and interview meetings

Advisory Board meetings

Implementation Group meetings

Workshops

Stakeholder meetings.

Specifically the post holder will manage the process, or work with the Senior Programme Officer to:

Manage and organise panel meetings; including liaising with hotel / event management staff

Coordinate invitations to join panels/boards

Draft panel/board terms of reference and guidance

Provide secretariat duties for groups and meetings as required, including contributing to the production of Chairs Briefing notes, minutes and reports.

Programme Support General

The post holder will:

Contribute to planning the annual cycle and timing of schemes in the post holders area of responsibility

Support the Senior Programme Officer and Programme Managers in researching and publicising outputs and impacts of the programmes in

the Programme Managers portfolio

When required supervise and delegate tasks to temporary administrative support during periods of high activity.

Contracting and Awards Management

The post holder will:

Prepare and check announcement letters, contracts, and payment schedules for new awards

Assist with the development of SOPs to support the various administrative procedures used to support the production and monitoring of contracts

Act as the first point of contact for award holders

Liaise with Department of Health R&D and other relevant organisations about payment schedules and financial enquiries from awardees

Deal with and track requests for changes, including variations to awards documents and contracts

Assist the Senior Programme Officer with the production of updates, financial reports and papers about schemes/programmes in the post holders portfolio

Maintain a clear and comprehensive audit trail in compliance with Department of Health and Social Care contracting policy

Liaise with external stakeholders to monitor progress of schemes, and work closely with the Information and Evaluation team on monitoring and evaluation of schemes in the post holders area of responsibility.

Communication

The post holder will:

Liaise with queries and occasional complaints about the application process and funding decisions by telephone, email, and in person, escalating unresolved queries to the relevant staff member as appropriate

Publicise NIHR Academy activities through attendance at some external meetings, seminars and conferences

Communicate and work with a range of people nationally at all levels of seniority both internal and external to the NIHR Academy, in line with Department of Health and Social Care policies

Develop and maintain strong and positive working relationships within Higher Education Institutions (HEIs), NHS Trusts and other health-related organisations

Contribute to data requests from Academy staff e.g. the I&E Team. Ability to pass on relevant data as appropriate

Manage sensitive and confidential data on a daily basis

Liaise with members of the NIHR Academy Executive Senior Management Team, Programme Managers, Senior Programme Officers and LTHT staff, in order to meet responsibilities and undertake duties effectively.

Person Specification

Qualifications

Essential

• Foundation Degree (or equivalent experience)
• Significant experience within an office environment with evidence of appropriate Continuing Professional Development

Skills & Behaviours

Essential

• Ability to work flexibly as part of a team, building and maintaining good working relationships
• Ability to deliver work on time and to anticipate fresh demands
• Ability to plan and organise a broad range of new and ongoing activities
• A professional attitude

Practical Skills & Additional Requirements

Essential

• Advanced skills in producing and communicating written, tabular and graphical information to the equivalent of ECDL, MOST or RSA level III
• Ability to demonstrate competence in advanced keyboard skills, with significant experience of using Microsoft Office especially Excel and experience of using the internet
• Ability to work accurately with attention to detail
• Advanced administrative organisational skills
• High level of inter-personal skills in order to be able to communicate with staff at all levels, external contacts and a broad range of stakeholders from diverse backgrounds
• Willingness to travel in UK, including occasional overnight absence
• Ability to maintain confidentiality

Experience

Essential

• An understanding of the public sector health research
• A willingness to work across discipline boundaries
• Good interpersonal skills

Desirable

• An understanding of data protection, FOI and information management

Employer details

Employer name

Leeds Teaching Hospitals

Address

N I H R Clinical Research Network

21 Queen Street

Leeds

LS1 2TW

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)