Job Summary
As our Project Officer- Operations Management, you will be an integral member of the Active Together management team, supporting the delivery of a large and complex cancer rehabilitation programme at the AWRC and sites across Yorkshire.
Working closely with the project manager, wider team and researchers, you will be at the heart of delivering a pioneering multidisciplinary, cancer rehabilitation service, contributing to its development, evaluation and roll out across the county.
We are looking for a highly experienced administrator with a background in delivering a clinical service and/or project support who can head up the administration team.
Main duties of the job
You will use your experience to design and improve systems, processes and documentation to build an effective, efficient and patient-centred programme.
You will oversee the administration team, supporting their development and competency attainment and ensuring they deliver to high standards and on time.
Data collection and analysis is a key component of this programme and you will contribute to both by using your systems and process knowledge to facilitate this, working with researchers and the project manager on data capture, cleansing and interrogation.
As part of your role, you will support the roll out of the service to regional hospitals across South Yorkshire, providing project assistance, training or support as required to new sites.
Please note this role may involve infrequent working at Barnsley, Rotherham and Doncaster sites.
About Us
You will be working as part of Active Together South Yorkshire, a pioneering new cancer service delivered collaboratively by the university and local NHS Trusts.
Date posted
11 March 2025
Pay scheme
Other
Salary
£31,637 to £38,249 a year
Contract
Fixed term
Duration
12 months
Working pattern
Full-time, Flexible working
Reference number
N0013-25-0005-110686
Job locations
Advanced Wellbeing Research Centre
2 Old Hall Road
Sheffield
S9 3TU
Job Description
Job responsibilities
Role purpose
To provide operational management for the day-to-day support and administration of the Active Together Sheffield service, contributing to service planning, development and improvement and systems development for the roll out of service best practice to other sites across Yorkshire.
To work collaboratively to deliver and develop a multidisciplinary, inclusive and responsive service, and to ensure customer service excellence.
Professional Services generic responsibilities Grade 6
Be responsible for the delivery of a consistent and professional service, providing customer service excellence, aligned to the business plans. Ensure compliance with regulatory frameworks; consider the wider implications for the University to support operational decision making.
Contribute to service development and innovation; review and implement processes and procedures for the functional area; prepare and analyse management information; incorporate customer feedback mechanisms and undertake benchmarking to deliver continuous improvement.
Working collaboratively across Professional Services, to provide consistent and high-quality service provision; participate in internal/external networks and communities of practice; represents area in project/ working groups and meetings.
Embody the University's values both within and outside the organisation, role modelling behaviour and supporting equality, diversity and inclusion. Promote equality of opportunity and diversity in the provision of relevant services.
Ensure flexibility across Professional Services to accommodate peak periods and adapt to changing demands in service delivery. Support and contribute to the University's annual programme of activities, e.g. Open Days, Course Information Days, clearing, enrolment and graduation.
Promote and embed the culture and vision of Professional Services, demonstrating a commitment to the ongoing development of self and others.
Role-specific responsibilities
To Provide Management, Leadership And Expertise To Direct Line Reports, And Other Staff Where Required, Allocating Responsibilities, Work Planning And Managing Performance:
- Work with the team to manage cover and create rotas to ensure a seamless patient service.
- Work with other members of the team/ project for the creation and maintenance of a competency model for administrative roles.
- Oversight of day-to-day operational support and administration of the team to ensure delivery of an effective service to patients and staff.
To support the Programme manager in the delivery of initiatives and projects, and lead, where appropriate, specific projects/schemes/ areas of work, evaluating impact and effectiveness e.g. delivery of project artefacts, project meetings and maintenance of documentation for the roll out strategy.
To work in partnership with key academic and professional services staff and staff in other services across the region to ensure prevention, early intervention and timely resolution of operational issues; provide advice based on knowledge and understanding of service area, internal policies and regulations.
To lead the ongoing development of processes, procedures and systems for the area, including guidelines and standards of good practice in the provision and maintenance of information to best meet the needs of the service and to apply continuous improvement expertise to deliver an efficient service.
To develop and deliver training and guidance to new services to help them institute best practice in relation to managing patient communications, appointments and rotas; write guidance/learning materials to ensure the service is understood and applied consistently.
To proactively ensure data quality and integrity across the area, record keeping within an agreed framework; provide local management information to support operational decision making and to lead on the effective control of documentation and protection of data.
To assist with sensitive and/ or complex communications and the promotion of activities/services in collaboration with other areas as required, e.g., contribute to the design and delivery of patient facing communications including artwork and wording.
To manage a range of events, visits, training, meetings and appointments e.g. arrange facilities and hospitality; respond to queries, organise communications and mail outs; book travel arrangements; visas; itineraries/schedules such as lead on the organising of conferences and events to promote the Active Together service.
Maintain confidentiality and treat sensitive issues with appropriate tact and diplomacy and ensure compliance with data protection legislation across the team/functional area.
To provide cover and support across Professional Services, deputising as required.
This list is not exhaustive we may ask you to carry out other duties appropriate to the grade.
Person Specification
Experience Essential
- Experience leading the administration of a busy collaborative healthcare service and supporting operational communications.
- Experience of working with the NHS and NHS systems, particularly primary care electronic patient records and experience of using payment systems, electronic rota management systems and customer relationship management tools.
- Good working knowledge of multi modal rehabilitation, MDT techniques and behaviour change in an oncology setting.
- Trained in Motivational Interviewing techniques and able to evidence application of such techniques.
- Highly proficient in the use of Microsoft Office packages including PowerPoint, Visio and Excel.
- Experience of committee servicing, including note taking and follow up actions.
- Working effectively in an environment of complex regulations and procedures (e.g. data protection regulations).
- Experience of organising, supporting and delivering events/ projects/training.
Desirable
- Experience of supporting project delivery.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Sheffield Hallam University
Address
Advanced Wellbeing Research Centre
2 Old Hall Road
Sheffield
S9 3TU
Employer's website
https://www.shu.ac.uk/#J-18808-Ljbffr
