Programme Support Administrator (SMILE)

Main Roles & Responsibilities The Programme Support Administrator plays a key role in our team, supporting across the full range of project delivery functions, to ensure objectives are delivered in a timely manner and to a high standard. Coordinate learner placements in primary care settings by liaising with universities, NHS primary care providers, and relevant stakeholders. Maintain a robust placement schedule, ensuring alignment with project requirements, university timetables, and NHS operational needs. Manage the booking of placements, keeping accurate and detailed records of learners, placements, and supervision details. Collecting, accurately storing, and analysing project and programme data, to inform decision-making. Event and meeting planning and facilitation, including following up on actions. To produce resources and services which promote the benefits of student placements to key stakeholders. To identify key issues, concerns or risks that might impact on the learners wellbeing by supporting students and supervisors to maximise the placement opportunity. To play an active role in team meetings by gathering information and being prepared to update the team on patient progress towards goals etc. To support learners access community facilities, groups and community activities and resources at a locality level and understand neighbourhood facilities. Key Relationships/Stakeholders The post holder will be in regular contact with staff within the project team and key partner organisations. The kinds of organisation that the Programme Support Administrator will collaborate with will include the following: Integrated Care Board (ICBs) Health and social care organisations in Greater Manchester Primary Care Networks Greater Manchester Training Hubs Small and Medium Enterprises (SMEs) Voluntary sector organisations Communication, Event Management and Stakeholder Management Communicate with a range of internal and external stakeholders with updates on project and programme delivery. Use digital and social media channels to communicate to stakeholders where appropriate and in accordance with Viaduct Care guidelines, working with partner communications team(s) where necessary. Maintain collaborative working relationships with university contacts, clinical placement staff, primary care supervisors, and NHS education teams. Facilitate meetings as and when required, identifying, and following up on actions which need to be taken forward by the team. Support events including workshops and conferences where appropriate with senior managers. This will involve supporting with sourcing venues and catering, liaising with speakers and creating agendas. Coordinate and generate content for e-newsletters and manage stakeholder lists for e-newsletters. Project Administration and Data Management Assist in maintaining and updating learner placement data, ensuring accurate and accessible records within the projects data management systems. Prepare project documentation, supporting the development of reports and presentations, including updates on placement metrics and learner progress. Make use of office systems to ensure effective delivery of the programmes. Circulate educational resources and supporting materials for learners and supervisors. Prepare project documentation including project plans with clear activities and milestones. Respond in a timely and accurate manner to any data queries. Support with patient and service-user engagement activities such as focus groups. Support quality assurance processes by collating feedback from learners, universities, and primary care supervisors. Finance Support senior managers, with any budget, finance, or tariff admin. For example, budget tracking. Ensure invoices are accurately shared with the relevant finance teams for processing. Ensure that financial control mechanisms are working effectively. Maintain accurate records for reporting purposes. Supporting the programme team Update placements with information from Health Education Northwest (HENW) and Heath Education England (HEE) Act as the main point of contact for students. Provide contact details for placements, colleagues, students and all learners. Support placements with timetables and documentation. Keep up-to-date records of placement accreditation, reviews and student allocations. Assist new placements with the accreditation process. Work with the Clinical Education Specialist to establish a live register of mentors across the locality. Organise meetings, take minutes and circulate related information. Support team meetings and away days and contribute to fostering a strong team culture. Provide meeting support and minute taking to members of the programme team. Build effective relationships within the programme and wider project team. Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to an appropriate person. Personal development Responsible for developing and sustaining own knowledge, skills and professional awareness. Attend courses as deemed relevant, including mandatory training, and to attend events as appropriate. This list of duties is not intended to be exhaustive but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the service. Standard Clauses Performance Management Objectives for the post will be the subject of overall agreement and regular review between the post-holder and their line manager. This will via regular supervision and the organisations Performance Development Review (PDR) Aspire and Perform process. Confidentiality and Compliance with the Data Protection Act 2018 The post holder must maintain confidentiality regarding information about patients, staff and other Viaduct Care business in accordance with the Data Protection Act 2018. All employees of Viaduct Care must not, without prior permission, disclose any information regarding patients or staff. In circumstances where it is known that a member of staff has communicated information to an unauthorised person, those staff will be liable to dismissal. Moreover, the Data Protection Act 2018 also renders an individual liable to prosecution in the event of unauthorised disclosure of information. Health and Safety All employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act 1974 to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and employees. Review and ensure systems are in place for the proactive management of risk registers. Infection Control All employees of Viaduct Care are required to contribute to the management of infection control and be proactive in awareness raising and prevention. Ensure that all guidelines, protocols and procedures undertaken within the service are in line with evidence-based practice for infection control. Safeguarding Children and Adults All staff are required to always act in such a way that safeguards and promotes the health and well-being of children and vulnerable adults. Familiarisation with and adherence to the policies and procedures of the Local Safeguarding Boards (Children and Adults) and those of Viaduct Care is an essential requirement of all staff as is participation in mandatory safeguarding training in accordance with individual roles and responsibilities. Equality and Diversity Employees should promote diversity and equality of opportunity within Viaduct Care Build a culture where everyone is valued and equipped to do their job. All employees must carry out all duties and responsibilities of the post in accordance with Viaduct Cares Equality, Diversity and Human Rights policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and other stakeholders. Sustainability All employees of Viaduct Care have a responsibility for working in a low carbon environment, where energy is used wisely and not wasted. Environmental impact should be reduced by recycling where possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.

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