Job summary
The NHSBSA are leading the Transformation programme to identify and deliver a future NHS workforce solution to over 1.8 million colleagues.
Our ambition is to deliver a new and transformational workforce solution, reflecting user-led requirements and using the latest technology to ensure a positive user experience.
We are growing our dream team.
The Strategic Communication and Engagement Team is positive, collaborative, initiative-taking, flexible, and ever seeking to improve our efficiencies and delivery. Our NHS stakeholders are at the heart of what we do and how we do it.
We are seeking an initiative-taking Business and Governance Coordinator to play a pivotal role within our team and seamlessly integrate across the programme. You will:
Flexibly adapt to a varied, busy role - organising and holding to account a team more senior than yourself and senior external stakeholders.
Proactively support senior stakeholder groups, networks, and formal boards, which form part of our engagement governance.
Efficiently coordinate business and governance workstream work - taking a lead on developing policy and process improvement/development.
The scope of this programme means that no single day is the same. This provides an exciting opportunity for you to blaze your own trail and make your mark in the programme.
Any candidates who currently work for the NHS will need an agreement in principle for a secondment from their current NHS line manager to apply.
Main duties of the job
To support the Transformation and Change (T&C) Senior Programme Lead and Programme Lead to deliver the Strategic Communications and Engagement Workstream objectives and outputs, acting highly autonomously to ensure the extensive Engagement Governance Groups and Boards are run and maintained on an on-going basis.
To autonomously lead on the strategic level co-ordination and execution of activities required to build and maintain strong workstream governance including contributing to workstream planning, organising and the analysis of workstream risks, issues, and dependencies.
To lead on workstream policy development and business process engineering including implementation, and several identified business activities for the Strategic Communications and Engagement workstream.
Leverage a diverse skill set and extensive experience across various business functions, including business administration and project management. Utilise subject matter expertise, interpersonal skills, and technical proficiency to support the delivery of Strategic Communications and Engagement Workstream activities and associated groups.
Efficiently report to the Governance and Business Line Manager.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.
Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That's why when you join us, you'll be empowered and given the right support to help your career grow.
As one of the UK's Best Big Companies to work for, we're all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.
We welcome applications from people of all backgrounds and circumstances. We are committed and proud to be a flexible employer and will endeavour to offer a working pattern that suits you wherever possible, whether that be hybrid working, flexible hours, job sharing and more.
Ready to join us on our journey to be a catalyst for better health? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
1. T&C Engagement Governance
Autonomously lead the co-ordination of the senior programme lead and programme leads daily working lives, be highly proactive in planning, preparing, and organising identified workstreams governance boards and meetings.
Co-ordinate and facilitate the set-up of identified T&C Boards/Groups/Networks and Meetings, meetings are attended by CEOs and execs from a range of NHS organisations.
Ensure on-going maintenance of the Boards/Groups/Networks and Meetings, which includes scheduling meetings, developing complex agendas, preparing slide pack and updates with highly sensitive and commercially sensitive information, drafting chairs briefs, taking notes and minutes, recording actions and ensuring these are updated, completed by action owners and recorded as such.
Lead the management of the workstreams teams folders and SharePoint site Tracking user access and rights.
Provide and receive complex, sensitive and contentious information, from a wide range of stakeholders in a formal setting.
Engage constructively with internal and external senior stakeholders on a range of business sensitive issues.
Planning and organisation of large scale events and workshops regularly.
2. Workstream Governance:
Analyse, record and maintain the workstreams risks, issues and dependencies on the appropriate NHSBSA software.
Maintain the workstream plan working with leads and holding more senior colleagues to account on their actions and progress against the plan.
Autonomous manage and track the dependencies between the SC&E workstream and the programmes other projects plans, inc procurement plan, finance plan, benefits plan. These plans are all highly complex.
Develop SC&E workstream updates and highlight reports ready for presentation at internal and external board meetings.
Co-ordinate the T&C Collaboration and Alignment Meeting.
Lead the super user administrative tasks for the Stakeholder Relationship Management (SRM) tools inc Microsoft Lisst Stakeholder Tracker, Power Apps and external SRM tools. This will include technical integration activities, documentation, transaction, functionality, user issues and ensuring any changes are communicated to the team as and when required.
Autonomously lead data cleanses activity on the workstreams SRM tools, holding more senior colleagues than self to account on data accuracy, integrity and data gaps.
Analyse and present complex data on engagement, evidencing and articulating the outcomes (answering the so what question) of the communications and engagement activity undertaken on a b-monthly basis.
3. Workstream Business
Autonomous manage the programmes mailbox and respond to queries (mostly external engagement) ranging from engagement opportunities, queries about the programme and governance membership requests.
Correlate complex data on Stakeholder mailing list (Mailchimp) with stakeholder tracker
NHSFutures Page maintain the page, upload content approved by the comms team (manager rights), proactively create new spaces as the Programme progresses e.g., for networks etc, ensure content owners keep content up to date.
Manage the teams Mailing list, ensure it is up to date and accurate as the people in the team change
Ad-hoc Comms tasks create presentations, formatting materials to NHSBSA standards, circulate evaluation surveys
Engagement Calendar regularly track engagement events to ensure the programme is present and taking advantage of engagement opportunities, analyse complex data following events to assess their impact and support decisions on whether to return to future events.
Undertake business process design and implementation, including the development, review, maintenance and communication of workstream procedures and processes, including Standard Operating Procedures and the workstreams induction pack.
Create user guides and procedures to support the workstreams business and ensure they are communicated to the team to support consistent ways of working aligned to standard operating procedures for the team.
Identify and co-ordinate the sharing of best practice in ways of working across the team.
Facilitate sessions aimed at continuous improvement of the team and our business processes, including reviewing whats working well, what could be improved, lessons learned etc.
Ensure team are supported in the organisation of important delivery tasks and look for ways to improve performance to meet delivery.
Work with wider NHSBSA teams and establish relationships where applicable to support the business needs of the team and its work, in particular IG.
Rasing Requisitions and invoices.
Request software licenses/changes to softwares/approvals from lead of team.
4. Supporting identity activities/discrete pieces of work:
Responsible for autonomous delivery of work to support identified activities/discrete pieces of work on time, including planning, running and completion of project style work whilst meeting necessary outputs within scope and analysing and evidencing success.
5. Cross Collaborative Working with Optimisation Team
Provide weekly updates on workstream progress.
Provide updates at the ESR community meetings as and when required.
6. General Co-ordination duties:
Completing a broad variety of complicated co-ordination tasks for the team including:
o Scheduling an active calendar of appointments (diary management) and other special events.
o managing stakeholder contact information.
o Provide support during meetings by taking minutes/notes/actions and identify high priority items requiring response, including distribution of minutes, and supporting documents to teams.
o Coordinating logistics of team activities
Creating strategic reports/briefings and progress reports for the workstream.
Analyse, interpret and present data to highlight issues, risks and support recommendation and decision making.
Provide co-ordination and lead on ad hoc duties as directed by the programme lead, senior programme lead and manager commensurate with band and role as required
The post holder will need to maintain a good knowledge of emerging policies and strategy in the workforce and digital space nationally.
Job description
Job responsibilities
1. T&C Engagement Governance
Autonomously lead the co-ordination of the senior programme lead and programme leads daily working lives, be highly proactive in planning, preparing, and organising identified workstreams governance boards and meetings.
Co-ordinate and facilitate the set-up of identified T&C Boards/Groups/Networks and Meetings, meetings are attended by CEOs and execs from a range of NHS organisations.
Ensure on-going maintenance of the Boards/Groups/Networks and Meetings, which includes scheduling meetings, developing complex agendas, preparing slide pack and updates with highly sensitive and commercially sensitive information, drafting chairs briefs, taking notes and minutes, recording actions and ensuring these are updated, completed by action owners and recorded as such.
Lead the management of the workstreams teams folders and SharePoint site Tracking user access and rights.
Provide and receive complex, sensitive and contentious information, from a wide range of stakeholders in a formal setting.
Engage constructively with internal and external senior stakeholders on a range of business sensitive issues.
Planning and organisation of large scale events and workshops regularly.
2. Workstream Governance:
Analyse, record and maintain the workstreams risks, issues and dependencies on the appropriate NHSBSA software.
Maintain the workstream plan working with leads and holding more senior colleagues to account on their actions and progress against the plan.
Autonomous manage and track the dependencies between the SC&E workstream and the programmes other projects plans, inc procurement plan, finance plan, benefits plan. These plans are all highly complex.
Develop SC&E workstream updates and highlight reports ready for presentation at internal and external board meetings.
Co-ordinate the T&C Collaboration and Alignment Meeting.
Lead the super user administrative tasks for the Stakeholder Relationship Management (SRM) tools inc Microsoft Lisst Stakeholder Tracker, Power Apps and external SRM tools. This will include technical integration activities, documentation, transaction, functionality, user issues and ensuring any changes are communicated to the team as and when required.
Autonomously lead data cleanses activity on the workstreams SRM tools, holding more senior colleagues than self to account on data accuracy, integrity and data gaps.
Analyse and present complex data on engagement, evidencing and articulating the outcomes (answering the so what question) of the communications and engagement activity undertaken on a b-monthly basis.
3. Workstream Business
Autonomous manage the programmes mailbox and respond to queries (mostly external engagement) ranging from engagement opportunities, queries about the programme and governance membership requests.
Correlate complex data on Stakeholder mailing list (Mailchimp) with stakeholder tracker
NHSFutures Page maintain the page, upload content approved by the comms team (manager rights), proactively create new spaces as the Programme progresses e.g., for networks etc, ensure content owners keep content up to date.
Manage the teams Mailing list, ensure it is up to date and accurate as the people in the team change
Ad-hoc Comms tasks create presentations, formatting materials to NHSBSA standards, circulate evaluation surveys
Engagement Calendar regularly track engagement events to ensure the programme is present and taking advantage of engagement opportunities, analyse complex data following events to assess their impact and support decisions on whether to return to future events.
Undertake business process design and implementation, including the development, review, maintenance and communication of workstream procedures and processes, including Standard Operating Procedures and the workstreams induction pack.
Create user guides and procedures to support the workstreams business and ensure they are communicated to the team to support consistent ways of working aligned to standard operating procedures for the team.
Identify and co-ordinate the sharing of best practice in ways of working across the team.
Facilitate sessions aimed at continuous improvement of the team and our business processes, including reviewing whats working well, what could be improved, lessons learned etc.
Ensure team are supported in the organisation of important delivery tasks and look for ways to improve performance to meet delivery.
Work with wider NHSBSA teams and establish relationships where applicable to support the business needs of the team and its work, in particular IG.
Rasing Requisitions and invoices.
Request software licenses/changes to softwares/approvals from lead of team.
4. Supporting identity activities/discrete pieces of work:
Responsible for autonomous delivery of work to support identified activities/discrete pieces of work on time, including planning, running and completion of project style work whilst meeting necessary outputs within scope and analysing and evidencing success.
5. Cross Collaborative Working with Optimisation Team
Provide weekly updates on workstream progress.
Provide updates at the ESR community meetings as and when required.
6. General Co-ordination duties:
Completing a broad variety of complicated co-ordination tasks for the team including:
o Scheduling an active calendar of appointments (diary management) and other special events.
o managing stakeholder contact information.
o Provide support during meetings by taking minutes/notes/actions and identify high priority items requiring response, including distribution of minutes, and supporting documents to teams.
o Coordinating logistics of team activities
Creating strategic reports/briefings and progress reports for the workstream.
Analyse, interpret and present data to highlight issues, risks and support recommendation and decision making.
Provide co-ordination and lead on ad hoc duties as directed by the programme lead, senior programme lead and manager commensurate with band and role as required
The post holder will need to maintain a good knowledge of emerging policies and strategy in the workforce and digital space nationally.
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Experience and knowledge of managing change and transition requirements for both internal and client/customer in a fast-paced environment
- IT skills (Office 365 products including Excel & PowerPoint) for full use of management information.
- Able to work on own initiative, taking decisions and actions in line with the aims of the organisation.
- Able to demonstrate effective leadership and motivational skills.
- Identify and influence different approaches to working practices.
- Drive and manage significant change to agreed quality standards.
- Encourage innovation and continuous improvement in self and others.
- Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- Can understand, analyse, and communicate complex information and data sets.
- Excellent time management skills
- Focus on customer service
- Understanding of the DPA, FOI & GDPR
Desirable
- An understanding of resource and budget management.
Experience
Essential
- Understanding and knowledge of LEAN/ Agile project management or similar
- Experience of implementing new systems and processes on a large scale to a diverse range of stakeholders
- Business Process Improvement experience
- Experience in effective problem solving, using analytical skills, creativity and logical thinking to reach a solution
- Experience of working in a project environment
- Experienced in maintaining project management artifacts
- Experience in supporting the administration of meetings including the production of documents, diary management, taking and distributing minutes and compiling action and decision logs
- Experience of stakeholder management
Desirable
- Wide experience and understanding of the NHS.
- Experience of transformational change management bringing about sustained service and performance improvement
- Experienced in utilising project management methodologies such as Prince 2 and Agile
- Experience of invoicing
Qualifications
Essential
- Educated to degree level or equivalent level of experience of working at a similar level
Desirable
- Project Management qualification e.g. PRINCE2/AGILE/LEAN/6SIGMA training or a recognised project management methodology
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Experience and knowledge of managing change and transition requirements for both internal and client/customer in a fast-paced environment
- IT skills (Office 365 products including Excel & PowerPoint) for full use of management information.
- Able to work on own initiative, taking decisions and actions in line with the aims of the organisation.
- Able to demonstrate effective leadership and motivational skills.
- Identify and influence different approaches to working practices.
- Drive and manage significant change to agreed quality standards.
- Encourage innovation and continuous improvement in self and others.
- Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- Can understand, analyse, and communicate complex information and data sets.
- Excellent time management skills
- Focus on customer service
- Understanding of the DPA, FOI & GDPR
Desirable
- An understanding of resource and budget management.
Experience
Essential
- Understanding and knowledge of LEAN/ Agile project management or similar
- Experience of implementing new systems and processes on a large scale to a diverse range of stakeholders
- Business Process Improvement experience
- Experience in effective problem solving, using analytical skills, creativity and logical thinking to reach a solution
- Experience of working in a project environment
- Experienced in maintaining project management artifacts
- Experience in supporting the administration of meetings including the production of documents, diary management, taking and distributing minutes and compiling action and decision logs
- Experience of stakeholder management
Desirable
- Wide experience and understanding of the NHS.
- Experience of transformational change management bringing about sustained service and performance improvement
- Experienced in utilising project management methodologies such as Prince 2 and Agile
- Experience of invoicing
Qualifications
Essential
- Educated to degree level or equivalent level of experience of working at a similar level
Desirable
- Project Management qualification e.g. PRINCE2/AGILE/LEAN/6SIGMA training or a recognised project management methodology
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
