Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

Responsibility for Physical and Financial Resources and General Administration

·       Monitor the use of resources within the SSCN Team and highlight areas of concern to the Programme Manager.

·       Ensure the effective use of all financial resources and act as the main requisitioner.

·       Ensure that all requirements for procurement and schemes of delegation are adhered to as stated in local standing financial instructions.

·       Support the running of meeting by developing and distributing agendas, board papers, relevant documentation, meeting minutes, action logs, project governance documentation, and project logs, as set by the Programme Manager.

·       Be responsible for producing letters, reports, and presentations that may contain technical, medical, or financial terminology, as well as tables, graphs, and diagrams.  This may require establishing or updating databases, researching and collecting information, and displaying the information in an informative, easy to understand manner.

·       Act as administrative assistant to the Radiotherapy SSCN, taking responsibility for all administrative activities required (e.g. arranging meetings, room bookings); in doing so develop strong cross-network relationships e.g. liaising with administrators/PAs to secure diary time. 

Programme Management Support

·       Support the delivery of relevant projects within the Radiotherapy SSCN as requested to by the Programme Manager.

·       Undertake short- and long-term planning to support programme governance; may lead and support improvement initiatives where required.

·       Support the Programme of work in all administrative duties in the delivery of projects, including the management of changing demands and pressures that may impact project delivery.

·       Develop and maintain project documentation, including project logs, risk registers, action logs, board papers, workplans, annual reports, and local and national reports.

·       Produce clear visual materials for use in both internal and external reports, briefings, workshops, and meetings when required.

·       Produce and present information in a clear and concise manner at both local and regional meetings.

Communication and Leadership

·       Be a point of contact for the SSCN, dealing with verbal and written enquiries and correspondence in an effective, courteous, and timely manner.

·       Assist Programme Manager to present complex, sensitive, and contentious information at a range of levels.

·       Support the development and dissemination of formal reports to relevant Board Meetings.

·       Influence and align others towards a common purpose to empower and inspire people to achieve project success, enabling the project to proceed in an environment of change.

·       Regularly collect, analyse, present, and disseminate quantitative and qualitative data as required. This may include the use of questionnaires, interviews, and focus groups. 

Planning and Organising

·       Planning of long-term deliverables on a number of interdependent activities, regularly monitoring and adjusting plans as required.

·       Co-ordinate the preparation of submissions to Programme Board Meetings, National and Local reports, and project working groups. 

·       Be responsible for compiling work together from a range of stakeholders and sources to create SSCN documentation, including regular reports, presentations, minutes, project logs, and risk/issue registers. 

Research, Development and Audit/Data

·       Regular development and collation of information to enable audit and monitoring of performance against relevant service specifications.

·       Identify and proactively support the management of individual risk and issue events and overall project risks across the portfolio of projects.

·       Active management of the internal and external inter-dependencies across programmes and/or projects.

Freedom to Act

·       Work autonomously prioritising own workload.

·       Encourage self and others to take responsibility for making decisive decisions to move projects forward.

·       Proactively engage with wider organisational context (beyond the SSCN) and identifies opportunities to take action and make improvements.

·       Work to local and national policies and procedures.

Other Duties

·       Maintain confidentiality and integrity at all times.

·       Adhere to all Christie policies.

·       Maintain a flexible approach to work in order to meet required targets.

·       Undertake any other duties that may be required which are consistent with the grade and responsibility of the post-holder.