Job summary
Fixed Term/Secondment - Up to 12 months
We are
looking for a highly organised, logical and dynamic individual who is seeking
a challenging and rewarding position providing project and administration
support to the Sheffield ICB SEND Team. You will work closely with the
Designated Clinical Officer (SEND) and the SEND Clinical Case Manager to
ensure that the team delivers upon the ICBs statutory duties related to SEND
health needs and provision. This post is fixed term to provide maternity
leave cover.
This is an exciting opportunity to be an integral
part of the ICB SEND team, who work closely with Sheffield City Council, to
develop a more integrated approach to how we assess and meet the health care
needs of children and young people with SEND.
You will support a team of
health professionals, all of whom have the same aim in ensuring that services
for children and young people with SEND are optimised to enable them to meet
their full potential.
The ICB SEND team provide duties which support
children and young people with SEND where there is health need, in line with
the Children and Families Act 2014. The Senior Project Support Officer - SEND
role is critical to provide administrative, coordination and project support
to ensure this process runs smoothly.
We also welcome secondment posts from individuals who can demonstrate
transferable skills and experience, including from outside the NHS.
Interview date: w/c 03/03/2025
Main duties of the job
The post
would suit a highly motivated project administrator to provide a coordination
and supporting role to the ICB SEND Team. This requires high standards of
time management, team working and highly developed interpersonal skills.
The post
holder will:
- Need to demonstrate flexibility in
their approach.
- Support Sheffield place South
Yorkshire Integrated Care Board within local authority processes.
- Work as part of the multi-agency team
across education, health, and care.
- Support the SEND agenda in Sheffield.
- Develop, coordinate and manage data
relevant to delivery of ICB quality assurance and improvement in population
level outcomes.
You will be
involved in developing systems to support the functions of health within the
statutory SEND assessment and review process.
You will need
a strong understanding of the statutory duties and application into practice
under the Children and Families Act and SEND Code of Practice, along with a
degree of understanding of the specialisms of NHS services that contribute to
the EHCP process.
You will work closely with
partners throughout Sheffield, including social services, the Special
Educational Needs Service, Schools, Sheffield Childrens Hospital and
Sheffield Teaching Hospitals to support children and young people with
additional needs.
About us
NHS South Yorkshire Integrated Care Board oversees health
and social care for a population of 1.4m people. Working through our 4 places, Barnsley, Doncaster, Rotherham, and Sheffield, we are building on the
strengths, capacity and knowledge of all those directly involved with our local
communities to deliver our four key aims of Improving outcomes in
population health and healthcare; Tackling inequalities in outcomes, experience
and access; Enhancing productivity and value for money; and Helping the NHS
support broader social and economic development.
Our near 1,000 staff are committed to addressing the broader
health, public health, and social care needs of the population across South
Yorkshire through our values of One Team, Empowered and Innovative. We work as a key partner with the
Integrated Care Partnership (ICP) of health and care providers within the South
Yorkshire Integrated Care System (ICS) to collectively deliver health and care
services that meet the needs of the local population. In total there are 186 GP
practices in the region, 72,000 health and social care professionals working
across seven NHS trusts and four local authorities, and a further 6,000
voluntary, community and social enterprise sector (VCSE) organisations. We work
alongside all these colleagues through local councils, our VCSE
partners and other partners to address health inequalities and wider
determinants of health in South Yorkshire.
South Yorkshire ICB is a Disability Confident Employer
Job description
Job responsibilities
The work is at times challenging but also incredibly rewarding. As a team we champion a highly supportive working environment that facilitates individual development and improvement in city- wide outcomes with a focus on the children and young people within our population.
- Project Management
- Providing project coordination and administrative support to the NHS Sheffield SEND team (ICB).
- Attend Sheffield City Council SEND panel meetings as required.
- Working with the Designated Clinical Officer to review and develop systems to work into the Local Authority assessment and review processes.
- Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to members of the team in line with ICB policy.
- Working with the Designated Clinical Officer for SEND to scope opportunities, including contributing to the development of funding proposals or bids, where required.
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Undertake diary management for the team, resolve conflicting appointments and schedules when required.
- Managing the electronic DCO mailbox on behalf of the team.
- Provide general administrative support to the SEND team including organising meetings, producing agendas, taking and distributing minutes and maintaining team action logs and delivery plans.
- Ensure that action logs for meetings are kept up to date and the identified owner completes them within the allocated timeframe, this will require communication and support to senior members of various organisations.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.
- Acting independently, using own initiative following organisational policy and managing own workload to ensure key deadlines linked to the role are met.
- Carrying out other appropriate delegated duties as required.
- Working together with colleagues within the organisation to provide an effective network of communication including co-ordinating visitors to the SEND team.
2. Service Improvement
- Support the development of organisational processes and improvements to ensure robust coordination and alignment across the team in the delivery of operational plans.
- Work closely with partners in the local authority to ensure that our systems complement the requirements of statutory EHCP assessment processes.
- Maintain up to date, accurate and comprehensive contact details for key stakeholders.
3. Analysis and Judgement
- Assist in the monitoring of the timeliness of assessment and review processes, chasing and challenging progress as appropriate.
- Support the SEND team by maintaining appropriate systems to enable effective planning and scheduling.
- Ensuring all project monitoring data is captured, of high quality and accurately recorded.
4. Information Management
- Create system of information management in SEND team folders.
- Assess and evaluate information received from projects/programme(s) from a range of reporting sources.
- Work with the SEND Clinical Case Manager to develop and maintain the SEND unit of the electronic patient records system - SystmOne.
- Contribute to the review and development of existing information management systems.
- Gathering and analysing qualitative and quantitative information from various sources to support the monitoring of NHS services.
- Support and advocate for the use of the EHCP patient status alert identifier on SystmOne.
5. Communication
- Act as a first point of contact for the NHS Sheffield SEND team (ICB) via a variety of mechanisms which will include contact with members of the public, other professionals and key stakeholders.
- Consistent sensitivity of approach when dealing with issues which may be of a complex and highly emotive nature is required.
- Use of negotiation and prioritisation skills to secure information in line with competing demands.
- Undertake preparation of written documents as requested, including letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.
Job description
Job responsibilities
The work is at times challenging but also incredibly rewarding. As a team we champion a highly supportive working environment that facilitates individual development and improvement in city- wide outcomes with a focus on the children and young people within our population.
- Project Management
- Providing project coordination and administrative support to the NHS Sheffield SEND team (ICB).
- Attend Sheffield City Council SEND panel meetings as required.
- Working with the Designated Clinical Officer to review and develop systems to work into the Local Authority assessment and review processes.
- Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to members of the team in line with ICB policy.
- Working with the Designated Clinical Officer for SEND to scope opportunities, including contributing to the development of funding proposals or bids, where required.
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Undertake diary management for the team, resolve conflicting appointments and schedules when required.
- Managing the electronic DCO mailbox on behalf of the team.
- Provide general administrative support to the SEND team including organising meetings, producing agendas, taking and distributing minutes and maintaining team action logs and delivery plans.
- Ensure that action logs for meetings are kept up to date and the identified owner completes them within the allocated timeframe, this will require communication and support to senior members of various organisations.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.
- Acting independently, using own initiative following organisational policy and managing own workload to ensure key deadlines linked to the role are met.
- Carrying out other appropriate delegated duties as required.
- Working together with colleagues within the organisation to provide an effective network of communication including co-ordinating visitors to the SEND team.
2. Service Improvement
- Support the development of organisational processes and improvements to ensure robust coordination and alignment across the team in the delivery of operational plans.
- Work closely with partners in the local authority to ensure that our systems complement the requirements of statutory EHCP assessment processes.
- Maintain up to date, accurate and comprehensive contact details for key stakeholders.
3. Analysis and Judgement
- Assist in the monitoring of the timeliness of assessment and review processes, chasing and challenging progress as appropriate.
- Support the SEND team by maintaining appropriate systems to enable effective planning and scheduling.
- Ensuring all project monitoring data is captured, of high quality and accurately recorded.
4. Information Management
- Create system of information management in SEND team folders.
- Assess and evaluate information received from projects/programme(s) from a range of reporting sources.
- Work with the SEND Clinical Case Manager to develop and maintain the SEND unit of the electronic patient records system - SystmOne.
- Contribute to the review and development of existing information management systems.
- Gathering and analysing qualitative and quantitative information from various sources to support the monitoring of NHS services.
- Support and advocate for the use of the EHCP patient status alert identifier on SystmOne.
5. Communication
- Act as a first point of contact for the NHS Sheffield SEND team (ICB) via a variety of mechanisms which will include contact with members of the public, other professionals and key stakeholders.
- Consistent sensitivity of approach when dealing with issues which may be of a complex and highly emotive nature is required.
- Use of negotiation and prioritisation skills to secure information in line with competing demands.
- Undertake preparation of written documents as requested, including letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.
Person Specification
Attributes
Essential
- Professional, calm and efficient manner.
- Flexible and adaptable to changing and challenging circumstances.
- Works well as part of a team.
- Fosters good working relationships and values difference.
Qualifications
Essential
- Educated to NVQ level 4 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
- Project Management qualification.
Skills and Competencies
Essential
- Able to work on own initiative and unsupervised, within defined policies and procedures.
- Good communication and influencing skills.
- Ability and willingness to handle confidential information without compromising confidentiality or trust.
- Able to maintain concentration on tasks through interruptions.
- Intermediate knowledge of IT systems and software, such as Microsoft Office.
Experience
Essential
- Knowledge of administrative procedures, and information analysis.
- Experience of data collection, presentation and report writing.
- Knowledge of project management.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Previously worked in similar position within a healthcare of public sector environment.
Person Specification
Attributes
Essential
- Professional, calm and efficient manner.
- Flexible and adaptable to changing and challenging circumstances.
- Works well as part of a team.
- Fosters good working relationships and values difference.
Qualifications
Essential
- Educated to NVQ level 4 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
- Project Management qualification.
Skills and Competencies
Essential
- Able to work on own initiative and unsupervised, within defined policies and procedures.
- Good communication and influencing skills.
- Ability and willingness to handle confidential information without compromising confidentiality or trust.
- Able to maintain concentration on tasks through interruptions.
- Intermediate knowledge of IT systems and software, such as Microsoft Office.
Experience
Essential
- Knowledge of administrative procedures, and information analysis.
- Experience of data collection, presentation and report writing.
- Knowledge of project management.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Previously worked in similar position within a healthcare of public sector environment.