Programme Coordinator, Arc Kss

Job overview
The Programme Coordinator will be supporting both the Business Manager and Programme Manager for the ARC KSS Business and Leadership functions, as well as the wider ARC KSS team based at Grove House, which includes the Communications team and the PCIE team.
The post holder will be part of a small, core, operations team of around 6 people within the ARC KSS team employed at the Trust, supporting a large regional programme team including programme managers and senior academics (researchers) at universities in the region. The post holder will primarily provide support for the Business and Leadership functions which incorporates governance, finance and procurement within the ARC KSS, with particular focus on co-ordinating the governance - organising meetings (face to face and remotely, via Zoom); co-ordinating the associated paperwork; and taking accurate minutes as well as other general meeting support tasks. The post holder will also support the finance and procurement responsibilities of the ARC KSS plus tasks within the wider ARC KSS regional team, communications team and public involvement team.
You can find out more about ARC KSS here https://arc-kss.nihr.ac.uk
When applying for this role, please address the skills and experience required for this role from the essential criterialisted below (please give a paragraph on each criteria with examples of how you meet these and/or any training and development you may need).
Main duties of the job

• This is a regional post and therefore travel may be required within Kent, Surrey & Sussex to attend meetings and also to minute Board meetings.
• We are looking for a flexible self-starter who can work independently, but with management support;
• You will need to be engaging stakeholders, e.g., senior research academics, senior managers at NHS Trust and other organisations within Kent, Surrey and Sussex, patients and the public;
• This role will coordinate all ARC KSS governance meetings including the Board (quarterly), Executive Group (monthly), Implementation Panel (quarterly) and Theme Leads Forums (quarterly) co-ordinating the arrangement of all meetings and the associated paperwork, sourcing meeting venues, and producing accurate minutes;
• This post supports finance/procurement within ARC KSS e.g. recording and tracking of contracts and invoices, purchasing using the ORACLE system and creating PO numbers;
• You will have the skills to coordinate and support budgets as appropriate; supporting collating, monitoring and evaluation of data and annual reporting;
• The post holder will support recruitment and HR processes;
• You will have experience of managing a busy shared email inbox, prioritising and handling general enquiries;
• A flexible attitude and experience to provide administration and other support tasks where required.

Working for our organisation
Other aspects of working for ARC KSS

• Identify and address your own professional development and support needs;
• Actively participate in the Trust supervision and appraisal processes;
• Ability to work flexibly including at different Trust offices when needed, working from home, working at venues where meetings are being held and setting up the technology for these meetings/events, travel across Kent, Surrey and Sussex when required;
• There is a requirement to consistently work from Grove House on Thursdays, but this could increase to further days on site in the future. On other days staff currently work at home, Grove House (Crowborough), or other Trust sites across the region - the Trust has a flexible working policy.

Detailed job description and main responsibilities
Please see attached Job Description and Additional Information.
Please address your skills and experience for the following essential criteria:
(please give a paragraph on each criteria below with examples of how you meet these and/or any training and development you may need).

• Extensive office-based work experience in a support role at senior level;
• Organisation, time and diary management skills, with high attention to detail;
• Experience of minuting high-level meetings and co-ordinating associated paperwork in an efficient way;
• Communication skills: verbal and written with internal and external stakeholders;
• Finance and procurement experience, in particular NHS processes including knowledge of the ORACLE system desirable;
• Managing data, databases and financial spreadsheets;
• Confident dealing with enquiries and using own initiative;
• Excellent IT skills, including virtual meeting and event platforms and experience in all key Microsoft packages - experience of website or other sharing platforms administration desirable;
• Collaborative team player including working across teams and organisations;
• Energetic and enthusiastic;
• Ability to travel and work at venues across Kent, Surrey and Sussex.

Person specification
Qualifications
Essential criteria

• Relevant degree level qualification or equivalent level of experience of working at a similar level in specialist area
• Evidence of continuous personal and professional development

Desirable criteria

• Project management qualification for example PRINCE2 or equivalent

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.
We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.
In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.
Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.
Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.