Hybrid Programme Coordinator: Projects & Events Lead

Health Innovation Kent Surrey Sussex (KSS AHSN)

England

Hybrid

GBP 38,000 - 42,000

Full time

3 days ago

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Benefits offered by this job

Flexible working

33 days annual leave + bank holidays

Job summary

Health Innovation KSS is seeking two Programme Coordinators to provide project coordination and administrative support across multiple programmes and workstreams. The role is hybrid, based in Kent, Surrey and Sussex, with a 37.5 hour week.

Salary is £38,000–£42,000 per annum, fixed-term to 31 March 2027. You will support governance, data management, meetings, and stakeholder engagement, reporting to the Head of Portfolio and ensuring timely milestone delivery.

Qualifications

Experience of providing high level administrative support, project management and event management.
Proficient with MS Office and data analysis tools; able to manage, analyse and present information.
Experience using content management systems and social media for business.
Experience in conducting evidence-based research, including horizon scanning.
Experience communicating with a wide range of professionals.
Experience writing targeted messages for different audiences for printed and digital formats.
Ability to prioritise workload for programme manager and flag priorities.
Experience servicing meetings with agendas and minute taking.

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.