Programmes and Committees Officer

Job Summary

The programmes and policy team supports the client Executive and Council to deliver a varied portfolio of activity across our Professional Practice, Training and Education, Research and Policy work streams. The Programmes and Committees Officer plays a crucial role in the work of this team with a focus in the following areas.

Programmes - Overseeing a range of projects of varying sizes, working closely with surgical and management leads to put plans into practice. For example, supporting the development of client guidance, developing and documenting new processes with input from multiple stakeholders, preparing communication materials and managing surveys.

Committee Support - Organising and attending internal and external meetings, preparing committee minutes and following up on actions, as well as ongoing liaison with the chair and committee members regarding committee business.

Main duties and responsibilities

Programmes

The post-holder will coordinate a range of projects and activities led by the client committees, ensuring smooth running and careful financial management throughout. Some activities are well established, while others are in development and they are potentially wide-ranging in scope.

Activities include:

• Supporting excellence in clinical practice by running our programme of Elective Care and Hip Fracture Care reviews. These occur when a hospital invites the client to review the care provided within its facilities, to help identify areas for improvement.
• Working with surgeons to prepare guidance and information materials for our membership.
• One-off and ad hoc projects on particular areas such as developing new sections of content for the website, or setting-up and helping to analyse surveys on areas of interest to the client.
• Handling wide-ranging enquiries from members and stakeholders on relevant issues,
• Coordinating the preparation of consultation responses, letters and presentations on key issues,
• Organising external meetings with stakeholders (e.g. other medical or patient groups, NHS bodies, international visitors and implant suppliers),
• Attending meetings or conferences on behalf of the client and reporting back on issues discussed,
• Monitoring external relevant developments (in policy or media), communicating them internally, identifying any issues/challenges/implications for the client and liaising over whether follow-up is required (e.g. developments with the NHS 10 year plan, career structures, private practice requirements, medicolegal issues, etc.)
• Fostering links and information-sharing between the client and key stakeholders, which could include the following: the orthopaedic 'Specialist Societies' affiliated with the client.

Providing support to the client President, Executive and Committee Chairs/Leads representing the client, for example briefings and presentations on relevant issues

Committees

The post holder is responsible for supporting a portfolio of committees with oversight from the Head of Education and Programmes. Activities include:

• Agreeing and communicating meeting dates;
• Preparing agendas and papers for meetings, and writing up minutes;
• Supporting committee-led projects;
• Coordinating follow-ups and keeping in regular contact with committee members in relation to any developments;
• Matters relating to nominations/appointments/membership;
• Liaising with other staff involved in such projects to ensure they are kept updated on committee decisions or developments.

Throughout all tasks and activities, you will:

• Use the client's CRM to maintain up-to-date contact details and track queries;
• Liaise with the client's finance team for the purposes of preparing budgets, signing invoices and processing committee expense claims, etc;
• Work closely with communications colleagues in disseminating information relevant to committees, projects and activities, and promoting the work of the department.

In addition to the tasks above, the post holder will also:

• Engage and work collaboratively with all members of the wider client team, in particular the Senior Management Team, Executive and Councilmembers
• Carry out other duties as appropriate to the grade and nature of the post as directed.
• Adhere to all of the client's policies, procedures and workingpractices.
• Consider data protection aspects when using any information about members
• and other contacts.

Experience

Significant committee administration experience, including organising and attending meetings, minuting and producing summaries and reports.

Experience of close working with senior board or committee members and working effectively with them to develop and deliver projects.

Experience of working on issues relating to professional practice, training and education, and or/research ideally within the health sector.

Experience of managing projects, working with multiple stakeholders within projects, and handling differing viewpoints.

Experience of working with patients and/or lay people and involving them in projects.

Experience of working in a customer-focused environment. Able to appreciate the expectations and requirements of members, course attendees, etc.

Experience of assimilating knowledge gained through reading, attending events/ meetings, and reporting back on issues of importance in a clear and concise manner.

Experience of writing for different audiences, and planning/drafting communications to support the delivery of a project.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and ability to perform the duties of the job.