Senior Programme Officer (XN05)

Programme Support Calls for Fellowships and other Award Schemes The post holder will be responsible for the delivery of identified projects or clearly defined areas of responsibility. If required he / she may be required to highlight changes in workload and adjust work plans in response to external events and new policies. The post holder will: Support the Senior Programme Managers and ProgrammeManagers to plan and implement the management of NIHR research training schemes over an annual cycle, by being responsible for developing standard operating procedures (SOPs) to ensure that robust and effective administrative processes are used to manage applications (both electronic and as hard copies) in accordance with agreed project plans, this process typically takes 6 -9 months Manage the advertising of schemes to a range of publishing and professional organisations, negotiating cost effective spending, and reporting to the Programme Manager as required In liaison with Senior Programme Managers and Programme Managers, draft and revise application forms and guidance notes for new and existing schemes To act as the first point of contact for enquires related to the various schemes the post holder is supporting. Aiming to manage at least 75% of all queries whilst recognising which queries are best answered by other members of staff Edit and prepare interview and peer review feedback to applicants to NIHR Academy programmes Advise on the appropriateness of each scheme, including eligibility and general remit, purpose of call and guidance Programme Support - Responsibility for meetings The post holder will plan and coordinate a number of different events, all of which involve external stakeholders, in Leeds, London, and other locations. These include: Review Panel shortlisting and interview meetings Advisory Board meetings Implementation Group meetings Workshops Stakeholder meetings Specifically the post holder will assist the Senior Programme Managers and Programme Managers to: 1. Coordinate invitations to join panels/boards 2. Drafting panel/board terms of reference and guidance 3. To be responsible for managing and organising panel meetings; This may also involve liaising with hotel / event management staff, negotiating suitable costs and managing and authorising the budget associated with these events 4. To provide secretariat for groups and meetings as required, including contributing to the production of Chairs Briefing notes, minutes and reports Programme Support General Support The post holder will: Contribute to planning the annual cycle and timing of schemes in the post holders area of responsibility Support the Senior Programme Managers and Programme Managers in researching and publicising outputs and impacts of the programmes in the Programme Managers portfolio To provide day to day line management of more junior administrative staff. Supervise and delegate tasks to temporary administrative support during periods of high activity Undertake defined research and evaluation into NIHR Academy supported programmes as required Contracting and Awards Management The post holder will: Prepare and check announcement letters, contracts, and payment schedules for new awards Be responsible for the development of SOPs to support the various administrative procedures used to support the production and monitoring of contracts Act as the first point of contact for award holders, duties include negotiating and on occasions persuading award holders and their employing organisations to accept agreements and contracts Liaise with DHSC and other relevant Organisations about payment schedules and financial enquiries from awardees Deal with and track requests for changes, including variations to awards documents and contracts Manage annual and final financial reconciliations for all award holders within their portfolio of work, escalating problems and issues to managers as required Assist the Manager in the production of updates, financial reports and papers about schemes/programmes in the post holders portfolio Maintain a clear and comprehensive audit trail in compliance DHSC contracting policy Liaise with external stakeholders to monitor progress of schemes, and work closely with the Information and Evaluation team on monitoring and evaluation of schemes in the post holders area of responsibility Communication The post holder will: Liaise with queries and occasional complaints about the application process and funding decisions by telephone, email, and in person, escalating unresolved queries to the programme manager and senior manager as necessary Provide feedback to successful and unsuccessful applicants. This may include delivering bad news and discussion of future options Publicise NIHR Academy activities through attendance at some external meetings, seminars and conferences Communicate and work with a range of people nationally at all levels of seniority both internal and external to the NIHR Academy, in line with DHSC policies Develop and maintain strong and positive working relationships within Higher Education Institutions (HEIs), NHS Trusts and other health-related organisations Contribute to briefings requested from Ministers offices and other government departments. This involves researching and reporting on research outputs Liaise with members of the NIHR Academy Executive Senior Management Team and Awards Managers, and University Hospital of Leeds NHS Trust staff, in order to meet responsibilities and undertake duties effectively

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