Role: Programme Coordinator x2

Salary: £38,000 - £42,000 per annum

Benefits: Include flexible working and 33 days annual leave per annum + UK Bank Holidays (please see our career site landing page for full details of employee benefits)

Hours: 1.0 WTE / Full-time, 37.5 hrs per week

Contract: Fixed-term contract until 31st March 2027

Location: Health Innovation KSS work on a hybrid basis. The successful candidate is expected to be based in, or be able to attend meetings in the Kent, Surrey, Sussex geography.

Reports to: Head of Portfolio

Job Purpose

To be responsible for providing project coordination and administrative support to various Health Innovation KSS programmes, projects and workstream. These include:

• Co-ordination and maintenance of contacts database for the programme

• Support of programme communications

• Create and update databases of organisations and sources of good practice to support the programmes

• Horizon scan and provide summary reports to co-ordinate communications and activities

• Work closely with all members of the team to support programmes, ensuring they are conducted in compliance with Health Innovation KSS policies, governance and quality assurance

• Use a high degree of organisational, communication and IT skills to coordinate the work of the programme

• Maintain strong working relationships with clinical and non-clinical stakeholders

• Take an active role in the Programme Delivery professional group to include liaison with Unity Insights colleagues.

• Facilitate and support colleagues working on other Health Innovation KSS programmes as required.

The specific area of responsibility for the role (at appointment) is outlined at Appendix A. Please note that this specific area of responsibility is subject to change, according to future programme delivery requirements.

This is an exceptionally busy and fast-paced role that will require a proactive individual who is highly skilled in information gathering, problem-solving, event management, writing for different audiences, and experienced in providing excellent support and project co-ordination.

Key duties and responsibilities

• Provide project coordination and administrative support to the programme work streams, for example collating audit results, setting up working groups, report writing and tracking actions.

• Prepare agendas and take minutes at clinical and non-clinical meetings/webinars, producing these to a high standard in a timely manner maintaining a full understanding of the context of the meeting and ensuring actions from such meetings are completed;

• Responding to emails from all partners and team members and keeping colleagues updated on progress on actions that may be outstanding or an extension in timescale for completion may be required.

• To undertake typing up and preparation of documents and flyers as requested. To include letters, reports and email correspondence some of which may contain information which is highly sensitive and confidential in nature.

• Collating and present data for reports using appropriate IT programmes. Assist in the analysis of survey and audit data; summarising data and preparing reports for analysis to a professional standard of presentation (using Excel, Word and PowerPoint).

• Work closely with Programme Manager(s) in the preparation of agendas and presentations for events.

• Responsible for the planning and preparation of events, ensuring that the needs of the programme are met.

• Responsible for greeting of attendees at events, checking the room set up (projector set up/flip chart/refreshments) and clearing the meeting room after the meeting.

• Arrange regular programme progress meetings; preparing agendas and taking action notes, ensuring that actions are tracked to completion.

• Support managers in the production of programme documentation and reports, ensuring compliance with Health Innovation KSS systems.

• Coordinate the tracking of programme milestones across the programme’s work streams and highlight delays and conflicts to the Senior Innovation/Programme Manager and/or Associate Director or relevant clinical lead.

• Liaise closely with programme clinical leads, providing high level administrative and project support, to ensure their contribution to reported status of all programmes, highlighting any issues to the Senior Innovation/Programme Manager and or Associate Director.

• Support the team in maintaining the stakeholder engagement map, ensuring contacts with key groups are logged.

• Set up and maintain internal and external distribution lists/databases

• Take lead responsibility for project management of specific pieces of work, including delivery of project plans, stakeholder engagement, achievement of milestones and full reporting.

• Create and update a signposting database of organisations and sources of good practice to support the programme.

• Support communications using online and other media (e.g. Health Innovation KSS website, Twitter, LinkedIn, e-mail etc.), in liaison with the Health Innovation KSS communications team.

• Coordinate the management of materials on the relevant web pages with the Health Innovation KSS communications team.

• Be familiar with all the projects and workstreams within the programme, and key partners and be able to convey this clearly and concisely and direct enquiries as required to the appropriate person for response.

• Provide support to corporate services and programme delivery team activities as necessary to meet organisational priorities, to include assisting with the planning and delivery of corporate events, such as Team Day.

• The job description is not intended to be exhaustive, and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.

• You will be expected to actively participate in bi-annual appraisals and set objectives in conjunction with your manager. Performance will be monitored against set objectives.

General responsibilities

• To act as 'one team'.

• To promote the values of Health Innovation KSS.

• To share knowledge and work collegiately to mutual benefit with national and local voluntary sector organisations particularly relevant to the work theme

• To ensure effective communications within and between teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.

To engage in regular performance reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning

Values and behaviours

Our values and behaviours are important to us. Health Innovation KSS has developed a clear vision for the direction of the company. We have developed and agreed the below values and behaviours framework, in order to underpin this vision. Applicants and employees will be expected to demonstrate an understanding of and commitment to these values and behaviours, which will be assessed through the recruitment, selection and appraisal processes. Health Innovation employees will:

Person Specification: Programme Co-ordinator

Essential

Qualifications/ education

• Degree level qualification or equivalent work-related experience

• Evidence of continuous development; shows strong self-development ethos and learning from a range of interests

Desirable

Degree level qualification ideally in a science or health related subject

Knowledge and experience

Essential

• Experience of providing high level administrative support, project management and event management

• Competent in using analytical and database software, including extensive knowledge of MS Office, applications for managing, analysing and presenting information and other relevant social media platforms.

• Experience of using content management systems and social media for business

• Experience of conducting evidence-based research e.g. literature reviews, primary and secondary research, market evaluations, horizon scanning

• Experience of communicating with a wide range of professionals

• Experience of writing targeted messaged and information for different audiences, for both printed and digital communication

• Experience in prioritising workload for programme manager to ensure priorities are flagged up

• Experience of servicing meetings with agenda formation and minute taking

Desirable

Experience or proven interest to quality, innovation and technology.

Skills and abilities

Essential

• Excellent written and verbal communication skills, with the confidence to communicate effectively with people at all levels within the organisation and externally, including high level clinical staff i.e. able to produce targeted messages for different audiences

• Able to make sensible judgements involving facts/situations which may require analysis and interpretations

• Able to present and make understandable complex information and analysis to nontechnical staff in a user-friendly way

• Can demonstrate skills in planning and organising a wide range of activities as well as prioritising diaries and schedules

• Able to deal with constantly changing workload, prioritise effectively and meet deadlines

• Interested in disruptive technologies and able to learn and adapt to new innovations

• Able to use own initiative within sphere of responsibility

• Able to use own judgement and logic to resolve issues

• Able to be flexible and adaptable and cope with frequent and unpredictable interruptions

• Able to work within a team environment and display initiative when necessary

• Able to work independently with limited supervision

• Able to demonstrate tact and diplomacy

Values and behaviours

Essential

• To set a high-quality standard, and work in a positive and mature manner

• Can adopt an objective view and be a good team player, as well as work independently when required

• Reliable work record

• Flexible and adaptable work style to reflect the needs of a small organisation

• Understands own strengths and limitations and impact on others

• Demonstrates the confidence, resilience and energy to overcome obstacles to achieve the best outcome

• Highly results orientated, with a strong drive to deliver and have an impact

• A strong sense of personal and team accountability, delivers on commitments

• Positive, pro-active and has a ‘can do’ attitude

• Values diversity and looks for opportunities to improve equality

Other requirements

Essential

• Demonstrates flexibility within working patterns and prepared to work flexible hours if required

• Acts in such a manner as to maintain and always protect patient and staff confidentiality

• Able to drive between meetings

• Ability to work at sites across Kent, Surrey and Sussex when required for particular meetings and events

Diversity and equal opportunities

It is the desire of KSS to broaden diversity within its workforce.

KSS is an equal opportunities employer and ensures that all new, existing and prospective employees are treated fairly through the principles of equal treatment and promotion of diversity.

This includes:

• ensuring that all individuals who come into contact with KSS, whether as employees, stakeholders or in any other capacity are treated with dignity and respect;

• ensuring that the opportunities KSS provides for learning, personal development and employment are made available on a non-discriminatory basis and;

• providing a safe, supportive and welcoming environment for employees, stakeholders, visitors and others.

Next Steps

After the job closes, our selection panel will review your application answers and CV. It is our aim to manage our recruitment processes in a fair, consistent and unbiased way. Please be assured that your application and CV will be entirely anonymised, until shortlisting has taken place.

If you are shortlisted, we’ll invite you to the next step, which will be a first formal interview. Initial interviews are expected to be conducted remotely, via Teams ASAP.

We love giving feedback, so if you do attend for interview, we will share how well you performed at the end of the selection process.