1. T&C Engagement Governance Autonomously lead the co-ordination of the senior programme lead and programme leads daily worki.....
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.
