Project Officer / Executive Assistant

Job description

Job summary

City & Hackney Integrated Primary Care (C&H IPC) is seeking a Project Officer / Executive Assistant to join the team in a hybrid role.

Main duties of the job

To provide high-qualityproject coordination, governance and executive support across IPCs BusinessDevelopment and Programme Management Office (PMO), ensuring effective deliveryof strategic programmes and organisational priorities. The postholder will be ashared corporate resource supporting programme management, governance,procurement, business development and the operational delivery of IPCs GPeducation programme.

Flexible working: IPCwelcomes applications for full-time, part-time and job-share arrangements.Applications from NHS, local government and wider public sector colleaguesseeking a flexible or secondment opportunity are particularly encouraged.

About us

C&H IPC represents all 37 GP practices in Cityand Hackney and eight primary care networks (PCNs), united in delivering safe,high-quality healthcare to our local community. Together, we providecomprehensive primary care services, pooling our knowledge, resources, andexpertise to ensure patients have faster access to the right medical support orbroader wellbeing assistance when facing challenging life situations.

Every practice and PCN in theLondon Borough of Hackney and the City of London is a proud member of theC&H IPC. City and Hackney Integrated Primary Care (IPC) is a CommunityInterest Company formed from the unification of two established primary careorganisations, the City and Hackney GP Confederation and City and HackneyOffice of Primary Care Networks (PCN). Our organisation operates as anot-for-profit community interest company (CIC) and has evolved into a leadingexample among GP networks across the UK. Since transitioning to an IntegratedPrimary Care model, we have strengthened our commitment to collaborative andpatient-centred healthcare.

Job description

Job responsibilities

Project & ProgrammeManagement

Coordinate strategic projects and workstreamsacross the Business Development portfolio.

Develop and maintain project plans, actiontrackers, RAID logs and programme documentation.

Monitor milestones, deliverables anddependencies, escalating risks and issues as appropriate.

Support programme reporting, performancemonitoring and benefits tracking.

Coordinate project meetings and ensure agreedactions are progressed.

GP EducationProgramme Management

Coordinate the operational delivery of IPCs GPeducation programme and maintain the annual programme and forward planner.

Liaise with clinical leads, speakers andpartner organisations to arrange education sessions.

Manage communications, registrations,attendance records and delegate enquiries.

Coordinate virtual and face-to-face events toensure sessions run effectively.

Prepare attendance reports, evaluationsummaries and programme performance reports.

Analyse participant feedback and supportcontinuous programme improvement.

Governance &Executive Support

Provide executive support to the Head ofBusiness Development & PMO and other senior colleagues as required.

Coordinate Board, Executive and programmemeetings, including agendas, papers, presentations and minutes.

Maintain governance records, decision logs andaction trackers.

Prepare briefing papers, reports andpresentations for internal and external meetings.

Support implementation of governance processesand reporting frameworks.

Business Development& Procurement Support

Support business cases, bids, fundingapplications and proposals.

Maintain business development opportunitytrackers and contract documentation.

Coordinate procurement exercises and contractadministration.

Support contract mobilisation andimplementation.

Undertake market research, stakeholder mappingand information gathering.

Help identify and coordinate new businessopportunities and strategic partnerships.

StakeholderEngagement & Communications

Coordinate meetings, workshops and engagementevents with internal and external stakeholders.

Build effective working relationships withcommissioners, partners and provider organisations.

Support project, programme and businessdevelopment communications.

Maintain accurate engagement records and ensuretimely follow-up of actions.

Corporate Support& Continuous Improvement

Produce programme reports, dashboards andperformance updates.

Support audit, compliance and informationgovernance requirements.

Identify opportunities to improveadministrative processes, reporting and project coordination.

Help develop effective project managementsystems and organisational processes.

Undertake other duties commensurate with thegrade of the post.

Collaborative WorkingRelationships

The postholder willwork with IPCs CEO, Head of Business Development & PMO, senior managers,GP practices and PCNs, Homerton University Hospital, local authorities,commissioners, NHS and wider system partners to ensure coordinated delivery andeffective communication.

Flexibility:

Thisjob description should not be regarded as exhaustive. The role will develop andchange in line with the needs of the service and changes taking place inprimary care. The post holder will be called upon to carry out additional orother duties as may reasonably be required. The nature of the work and the rapidly changing needs of health and care, and the policy landscape means thatpostholder will need to be flexible and responsive in their approach to theirwork and recognise that obligations placed upon them will inevitably vary anddevelop.

General:

Maintain continuous professional developmentand participate in annual appraisal and personal development planning.

Attend and participate in staff meetings andrelevant training sessions as required.

The aboveis only an outline of the tasks and outcomes required of the role. This may bereviewed on an ongoing basis in accordance with the changing needs of theorganisation.

Statementon Employment Policies:

All employees areexpected to comply with IPC employment policies and the individualresponsibilities below.

Job description
Job responsibilities

Project & ProgrammeManagement

Coordinate strategic projects and workstreamsacross the Business Development portfolio.

Develop and maintain project plans, actiontrackers, RAID logs and programme documentation.

Monitor milestones, deliverables anddependencies, escalating risks and issues as appropriate.

Support programme reporting, performancemonitoring and benefits tracking.

Coordinate project meetings and ensure agreedactions are progressed.

GP EducationProgramme Management

Coordinate the operational delivery of IPCs GPeducation programme and maintain the annual programme and forward planner.

Liaise with clinical leads, speakers andpartner organisations to arrange education sessions.

Manage communications, registrations,attendance records and delegate enquiries.

Coordinate virtual and face-to-face events toensure sessions run effectively.

Prepare attendance reports, evaluationsummaries and programme performance reports.

Analyse participant feedback and supportcontinuous programme improvement.

Governance &Executive Support

Provide executive support to the Head ofBusiness Development & PMO and other senior colleagues as required.

Coordinate Board, Executive and programmemeetings, including agendas, papers, presentations and minutes.

Maintain governance records, decision logs andaction trackers.

Prepare briefing papers, reports andpresentations for internal and external meetings.

Support implementation of governance processesand reporting frameworks.

Business Development& Procurement Support

Support business cases, bids, fundingapplications and proposals.

Maintain business development opportunitytrackers and contract documentation.

Coordinate procurement exercises and contractadministration.

Support contract mobilisation andimplementation.

Undertake market research, stakeholder mappingand information gathering.

Help identify and coordinate new businessopportunities and strategic partnerships.

StakeholderEngagement & Communications

Coordinate meetings, workshops and engagementevents with internal and external stakeholders.

Build effective working relationships withcommissioners, partners and provider organisations.

Support project, programme and businessdevelopment communications.

Maintain accurate engagement records and ensuretimely follow-up of actions.

Corporate Support& Continuous Improvement

Produce programme reports, dashboards andperformance updates.

Support audit, compliance and informationgovernance requirements.

Identify opportunities to improveadministrative processes, reporting and project coordination.

Help develop effective project managementsystems and organisational processes.

Undertake other duties commensurate with thegrade of the post.

Collaborative WorkingRelationships

The postholder willwork with IPCs CEO, Head of Business Development & PMO, senior managers,GP practices and PCNs, Homerton University Hospital, local authorities,commissioners, NHS and wider system partners to ensure coordinated delivery andeffective communication.

Flexibility:

Thisjob description should not be regarded as exhaustive. The role will develop andchange in line with the needs of the service and changes taking place inprimary care. The post holder will be called upon to carry out additional orother duties as may reasonably be required. The nature of the work and the rapidly changing needs of health and care, and the policy landscape means thatpostholder will need to be flexible and responsive in their approach to theirwork and recognise that obligations placed upon them will inevitably vary anddevelop.

General:

Maintain continuous professional developmentand participate in annual appraisal and personal development planning.

Attend and participate in staff meetings andrelevant training sessions as required.

The aboveis only an outline of the tasks and outcomes required of the role. This may bereviewed on an ongoing basis in accordance with the changing needs of theorganisation.

Statementon Employment Policies:

All employees areexpected to comply with IPC employment policies and the individualresponsibilities below.

Person Specification

Qualifications

Essential

• Degree or equivalent experience in project management, business administration or a related discipline.

Experience

Essential

• Experience as a Project Officer, Project Coordinator, Executive Assistant or similar.
• Experience supporting complex programmes, projects or organisational initiatives.
• Experience coordinating governance meetings and preparing Board or Executive papers.
• Experience managing competing priorities and tight deadlines.
• Experience working with senior managers and multiple stakeholders.

Person Specification
Qualifications

Essential

• Degree or equivalent experience in project management, business administration or a related discipline.

Experience

Essential

• Experience as a Project Officer, Project Coordinator, Executive Assistant or similar.
• Experience supporting complex programmes, projects or organisational initiatives.
• Experience coordinating governance meetings and preparing Board or Executive papers.
• Experience managing competing priorities and tight deadlines.
• Experience working with senior managers and multiple stakeholders.

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.
UK Registration

Applicants must have current UK professional registration. For further information please see

Additional information
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.
UK Registration

Applicants must have current UK professional registration. For further information please see

Employer details

Employer name

City & Hackney Integrated Primary Care CIC
Address

1st Floor

3 Lloyd's Avenue

London

EC3N 3DS

United Kingdom