Programme Coordinator London, England
Job description
The opportunity
Do you have excellent project management skills? Do you have a keen interest in cardiovascular research and clinical trials? And a strong desire to learn?
About the role
We're looking for Programme Coordinator to coordinate and lead on programmes of work as well as providing administrative support for clinical research group activities across a variety of cardiovascular specialities.
Establishing close relationships with internal and external stakeholders, you’ll focus on facilitating and engaging with individual research groups and play a key role in supporting the needs of cardiovascular research groups while at the same time contributing to the wider activities of the BHF Clinical Research Collaborative.
Key duties include:
- Providing administrative and secretarial support to the BHF CRC
- Supporting wider BHF CRC programme activity as required such as the scoping of complex issues so that BHF CRC can determine what role, if any, it could play in addressing them
- Being the first point of contact for researchers and other external stakeholders in the wider BHF CRC who need to understand the role of the BHF CRC, the current portfolio of programmes that sits underneath it and their impact.
- Helping to drive forward the setting up of research support packages by developing the relevant documentation, including plans, protocols, risk and issue logs to a high standard
- Planning, implementing, managing, monitoring, and upgrading the website, including monitoring and reporting on changing behaviour and usage
Working arrangements
This is a dual location role, with your working time split between your home and at the
British Cardiovascular Offices in London.
We understand that you might need a little help balancing your work and home life. Many of our people work flexibly in different ways, from the hours or days they work, to their office or home location or a blend between the two. Please feel free to talk to us at interview about the flexibility you may need; we’re happy to explore what’s possible for you and the role in helping to deliver our cause.
About you
With previous knowledge of working as a project officer within a healthcare setting, industry, research charity or university, you’ll have experience in leading small projects and coordinating committee meetings and recording minutes and action points. You will be computer literate with excellent knowledge of Microsoft Office 365, particularly Teams,
Sharepoint and other MS products including Forms, Powerpoint, Outlook, Word and Excel.
You will also have some knowledge and skills in digital communications, including web design and social media. You will be a highly organised, pro-active programme coordinator with excellent planning skills, sound judgement, a can-do attitude, and the ability to assimilate complex information and synthesise it.
The Programme Coordinator will be responsible for the management and administration of all elements of the BHF CRC and clinical study group structure. A key part of this role will be supporting the COO in a variety of activities from day-to-day office duties, specific project work and administering the BHF CRC website.
To be successful in this role you’ll have the following experience and attributes:
- Excellent organisational skills, able to manage multiple tasks, priorities, and different ranges of work
- Able to take ownership of challenges, taking the initiative and making decisions with a can-do attitude to delivering on expectations
- A positive and enthusiastic attitude with the tenacity to assist team solutions successfully through to implementation
We're looking for an enthusiastic and experienced Programme Coordinator who can make an active contribution to developing the research group activities within the BHF
CRC.
About us
The British Heart Foundation Clinical Research Collaborative (BHF CRC) is an initiative that is aimed at developing a national network to support the planning and delivery of world- class clinical research in cardiovascular medicine and surgery.
Since its inception in 2019, we have established a successful structure to better coordinate research planning, working with the UK's cardiovascular professional societies. We are a small team consisting of a Chief Operating Officer, a Programme Coordinator, a Research
Group Coordinator and a part time Clinical Lead. As the programme has successfully developed over the last three years, we are now seeking an individual to work closely with the Chief Operating Officer to support the growing demand of project management and administrative tasks.
The BHF CRC provides administrative support and resources to several Cardiovascular
Clinical Research Groups. We promote nationwide visibility of the collaborative through our website, national meetings, newsletters and other communications.
The British Cardiovascular Society (BCS) is a membership organisation with charitable status and plays a pivotal role in the setting of standards and influencing the quality of cardiology practice throughout the UK. This organisation hosts the BHF CRC for accommodation and administration, however the BHF CRC is fully funded by the BHF.
What can we offer you
We offer a generous holiday allowance, an excellent working environment and a welcoming supportive group of colleagues. To find out more about benefits available at the BCS please see the list at the bottom of this document.
Job Title: Programme Coordinator
Reports to: Chief Operating Officer, BHF CRC
Employed by: The British Cardiovascular Society
Salary: Band F of the BCS salary bands. Appointment will be at starting point of £36,161
Hours: 35 hours per week
Contract: Permanent
Location: Hybrid (Home and BCS Offices, 9 Fitzroy Square, London)
Key Duties and Responsibilities:
Support the management and facilitation of the CRC structure through a variety of administrative tasks, including
- Compiling reports and minutes to the COO in preparation for the Oversight Executive
Board Meetings and steering group
- Maintain clinical study group records on the BHF CRC database, keeping them up-to- date and accurate, adding or removing personal data in line with BCS and GDPR requirements.
- Set up, manage and follow up on action points agreed at Oversight Board and BHF CRC
Steering Group meetings, including the development with Chair of agendas and papers, the organisation of meeting rooms, travel and refreshments, the taking and production of minutes and the circulation and fulfilment of actions agreed.
- Organise and support the running of BHF CRC events, conferences and meetings.
- Edit, maintain and update the BHF CRC websites, where appropriate
- Manage communications to CRC, including mailings of newsletters and e-bulletins, mail-outs and general correspondence.
- Support the organisation and delivery of BHF CRC activities such as the Annual
Meeting, contributing effectively to planning, on site activities and post-event actions.
- Contribute to BCS staff meetings, share information with colleagues and offer assistance as appropriate.
Infrastructure
Website
- Contribute to the maintenance of a website for the BHF CRC that brings all aspects of the organisation together and has capacity for future areas of growth
- Aid In the development of a brief that reflects the agreed scope of any new developments to the website to support the selection of a website provider/host
- Continually improve and develop new website functionality to support and reflect new projects
IT infrastructure (Office 365)
- Ensure the most effective IT infrastructure and resources are available to support the BHF CRC Core Team and the research community
- Establish a cross organisational group to scope current and future IT requirements that support the varied requirements in the development of CVD research and future growth of the BHF CRC
- Aid In the development of a brief that reflects the agreed needs and scope of the
IT platform to support a selection process of providers
- Provide a programme of training in the effective use of systems for all relevant
staff and lead members of the research community
- Manage security and data access, assign appropriate permissions and licenses to users, and advise on best practices for sharing data and files.
- Work with the CVD research community leads to migrate relevant files and working practices into the BHF CRC IT environment
- Provide technical support for 30-40 licensed users and any guests they bring into their IT environments, resolving any issues and escalating those that need further investigation
BHF CRC Programme Grants/Projects
- Co-ordinate the review of preliminary applications and provide feedback and advice to applicants
- Check that applications conform to BHF CRC guidelines
- Ensure all applications are appropriately reviewed
- Prepare and electronically distribute applications to the BHF CRC Executive or committee members for review, considering conflicts of interest and confidentiality
- Convey the outcomes of funding reviews to the applicants including feedback as appropriate
- Record applications and the committee’s decisions, ensuring the correct data is collected and stored appropriately
- Manage the finances for awarded funds/support
Strategy
- Contribute to the development of the BHF CRC strategy
- Support the COO in developing and delivering the strategic operational business plan to ensure that all strategic outcomes are met in a timely manner and to a high standard
- Works in partnership with the COO to develop systems and processes to monitor and evaluate the impact of projects and activities.
- Supports planning of long-term delivery plans in line with strategic direction, working collaboratively with stakeholders.
- Work with the COO to provide regular performance updates to key stakeholders
Operations
- Support the COO in creating and maintaining systems to keep the operations’ work organised, streamlined and up to date including maintaining an organised cloud system
- Proactively scope the general research environment to bring best practice approaches from outside CVD research
- Work with the BHF CRC Core Team, external partners, and stakeholders to identify and develop opportunities for partnership or collaborative projects, as well as sustain current initiatives and services.
- Draw out pain points and opportunities for process, functionality, and technology improvements.
Data protection
- Understand and keep up to date with regulatory changes which effect the storage of data (GDPR)
- Ensure all BHF CRC activities and operations in line with the requirements of GDPR, reporting incidents to the COO for enforcement where required.
- Advise research groups on best practice regarding data storage and security. Ensure appropriate systems and controls are put in place
Project management
- Management of current projects including, website development, IT infrastructure, CTU engagement and promotion and the Research Development Fund
- Management of future projects including CTU consultancy packages, development, roll out and maintenance of a researcher database and development of an education series
- Day-to-day delivery of project tasks and operational delivery of projects
- Support the COO in the planning, management, and delivery of a portfolio of projects and activities
- Drive the maintenance and continual improvement of work processes, procedures and help implement effective project management systems.
- Collaborate with internal and external partners to deliver the agreed outputs, requirements and benefits of projects considering the budget, time, quality, resource constraints
- Identifying and managing or escalating any risks or issues which may occur
Communications
- Delivery and implementation of the communication strategy.
- Content creation including website posts and news, emails, blogs and stories, emails, events, webpage updates, social media posts
- Quality checking and proof-reading content across all medias
- Track, measure, and report on the performance of BHF CRC communication channels, make recommendations on how to improve engagement
- Manage all enquiries to the BHF CRC enquiries email
- Create and send all centralised research group communications via email and MS
Teams
Other Responsibilities
- Any other duties as may be reasonably expected and which are commensurate with the level of the post.
- Adhere and comply with the provisions of the BCS’s Health and Safety Policy.
- Undertake all duties and responsibilities in compliance with the rules and
regulations encompassing equal opportunities.
Person Specification
Qualifications and Education
- Good GCSE grades in English and Maths (or equivalent)
- 3 ‘A’ Levels or equivalent
- Degree level qualification or equivalent (desirable)
Knowledge & Experience
Essential:
- At least 3 years’ experience of coordinating and administrative tasks
- Excellent use of English language, both oral and written and communication skills
- Computer literate with excellent knowledge of Microsoft Office 365, particularly
Teams, Sharepoint, other MS products incl Forms, Powerpoint, Outlook, Word & Excel
- Excellent committee servicing and minute-taking skills
- Excellent knowledge of online meeting systems (including Teams, Zoom and Skype)
Desirable:
- Project management experience in a health care setting
- Experience in coordinating events and/or webinars
- Experience in using digital media platforms, including social media
- Previous line management experience
Skills & Attributes:
- Highly organised and able to multi-task and juggle different work activities simultaneously and with ease
- Excellent written and verbal communication skills
- A capacity for hard work and the ability to work well under pressure to tight deadlines
- Prioritises workload according to importance and urgency and demonstrates excellent time management skills and an ability to work to deadlines.
- Experienced in collating agendas, coordinating submission of papers, managing meeting arrangements and virtual meeting set up to ensure meetings run smoothly, and ensuring minutes are of an excellent standard and delivered on time - all in line with internal key performance indicators.
- Ability to format documents and slides as required.
- Demonstrates professionalism, positivity and politeness
- Personable, approachable, and friendly with excellent inter-personal and communication skills in order to interact with a range of internal and external stakeholders
- Demonstrates proactive approach and strong critical thinking ability capability and is solution orientated.
- Ability to understand and assimilate complex information and distil this in to clear succinct written and verbal communications (e.g. minutes)
- Self-motivated and able to use own initiative
- Ability to work independently with minimum supervision and able to work as part of a team
- Able to recognise own limitations and seek assistance as required
- The ability to work flexibly and to respond quickly to changing needs
- Respects confidentiality and able to handle a variety of situations with diplomacy and tact
Values/Attitudes:
- Flexible approach to working
- Highly motivated with the ability to work well with others
- Team player with ‘can-do’ attitude
Terms and conditions
Salary: Band F (36,161 - £40,682)
Annual leave: 25 days annual leave plus statutory holidays (full time)
Other benefits:
- Flexible hours with home working available
- Pension scheme (defined contribution) with employers’ contribution of 7%
- Employment Assistance Programme
- Access to Employee Perks Scheme (through Perk box)
- Eye Care vouchers
- Cycle to work scheme upon completion of probation
- Opportunities for professional development
In consultation with staff, benefits and policies may be reviewed and changed over time
Job Type: Full-time
Salary: From £36,161.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Wellness programme
- Work from home
Schedule:
- Monday to Friday
Ability to commute/relocate:
- LONDON: reliably commute or plan to relocate before starting work (required)
Experience:
- programme coordination: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in LONDON
