Secretary Pilots Generic Functions

Project overview

Describe the context of the project/program in which the activities take place, when and on what grounds the project/program was completed, and what role the professional has within the project/program?

Project/Program Description:

Safe and reliable nationwide data exchange in healthcare requires good alignment of infrastructures, agreements, and facilities. The National Coverage Network (LDN) must enable this so that healthcare providers can exchange data safely and reliably. Components of the LDN, such as generic functions, must not only work technically but also be usable in daily healthcare practice. To investigate how these components function and can be applied in practice, pilots are conducted with healthcare providers, IT suppliers, and other involved parties.

This involves not only looking at the technical operation but also at the applicability within data exchanges, user experience, scalability, and the consequences for existing healthcare and work processes. The pilots should also provide insight into what healthcare providers and suppliers need to be able to actually use these components and what adjustments or additional conditions are necessary for this. The knowledge and experience gained will be used to further improve the components and to make support available for implementation for healthcare organizations and IT suppliers.

Thus, the pilots form an important step towards further scaling in the healthcare field.

The execution of the pilots proceeds in phases. The Ministry of Health, Welfare and Sport (VWS) directs the national course. The pilots are carried out in project teams, consisting of collaborations between healthcare organizations and suppliers. The Pilot & Implementation Board (PIB) provides tactical direction on the pilot portfolio, phase transitions, progress, quality, conditions, and learning outcomes. To fulfill this role, the PIB must have current and coherent information from the pilots.

Description of Project/Program Completion:

The pilot phase is completed when the agreed-upon pilots have been executed and evaluated, and sufficiently reliable decision-making information is available for subsequent choices regarding optimization, additional testing, further development, implementation, management, or scaling.

Role of the Professional within the Project/Program:

The professional has the role of Secretary of the Pilot & Implementation Board.

What assignment will the professional carry out and what activities are involved?

Assignment:

The professional is responsible for the process and administrative support and for the quality and continuity of the information provision for the PIB. The professional ensures that subjects are prepared, handled, recorded, and followed up according to the agreed working method and that the necessary information is available completely and on time.

Activities:

The PIB Secretary:

What concrete results should the professional achieve?

Results should be concrete and measurable.

What sub-results will the professional need to achieve during the assignment:

The professional will independently determine the approach and setup, within the agreed frameworks and in consultation with stakeholders, and will deliver the following results:

Sub-results:

End results:

When is the assignment completed and terminated:

The assignment is completed when the agreed-upon end results have been delivered and accepted.

How and when will the work/results be assessed? Detail the criteria and moments for feedback and assessment. Example: monthly progress reports and a final assessment at project completion.

Progress on the agreed sub-results will be discussed bi-weekly in progress meetings with the (delegated) client of ICTU. The delivered results will be assessed by the Portfolio & Pilot Coordinator for alignment with the mandate, tasks, and responsibilities of the PIB.

What is the likelihood that the expected duration will be exceeded, or what uncertainties exist regarding the expected duration?

• organizes the process and administrative preparation, handling, and follow-up of PIB meetings;
• prepares the agenda, organizes the document flow, and ensures that documents and decision files are complete and available on time;
• is responsible for up-to-date portfolio information and planning overviews;
• records decisions, conditions, and actions and keeps registered risks, issues, dependencies, and escalations up-to-date;
• monitors deadlines and follow-up and signals when portfolio information is missing, not available on time, or not sufficiently clear;
• ensures up-to-date and careful recording of PIB documentation regarding the pilot portfolio, progress on the pilots, and the necessary information for phase transitions within the pilots.
• A developed and applicable working method for the preparation, agenda setting, document flow, recording of decision-making, and follow-up of actions and decisions.
• A coherent set of work instructions, checklists, formats, and planning overviews to support information provision, progress, and decision-making within the PIB.
• Decision files and progress overviews for the pre-agreed pilots and phase transitions, documenting relevant decisions, actions, dependencies, missing information, conditions, and risks.
• The portfolio information, planning overviews, decision files, and registrations for the agreed pilots are recorded accurately and completely.
• Outstanding decisions, actions, conditions, risks, issues, dependencies, escalations, and necessary feedback are transparent and fully transferred.

Requirements

Wishes:

Additional Information:

When you offer a professional to us as a supplier and they are placed, we will need information from you as a contractual party, including regarding the Chain Liability Act (Wet keten- en inlenersaansprakelijkheid). The 'WKA' aims to prevent abuse in the remittance of payroll taxes at all links in the chain; from supplier to client. We cover these risks for our clients through a blocked account, the G-rekening. This is an account to which a portion of the invoice amount is deposited and from which you can pay payroll taxes and VAT to the Tax Authorities.

The percentage to be deposited depends on whether you have SNA certification (NEN-4400-1 or NEN-4400-2) and whether your company is established in the Netherlands or abroad. You can apply for the G-rekening from the Tax Authorities. If you cannot obtain a G-rekening (and you can provide proof from the Tax Authorities for this), you also have the option to submit an auditor's report (assurance report regarding personnel lending) quarterly. In this, a certified accountant (AA or RA) will issue a statement on the accuracy, completeness, and timeliness of the remittances.

Please note, the costs for this statement are at your own expense.

• A completed education at a minimum of HBO (Bachelor's) level.
• Demonstrable experience as a project/program secretary or in a similar supporting role within an environment with multiple stakeholders.
• Demonstrable experience with the preparation and support of decision-making processes, including agenda and document management, decision files, and the recording and follow-up of decisions and actions.
• Demonstrable experience with consolidating, checking, and translating information from multiple projects or trajectories into coherent and usable portfolio information and planning overviews.
• Demonstrable experience with the structured recording of risks, issues, dependencies, and escalations, including signaling missing information and monitoring deadlines and follow-up.
• Demonstrable experience with organizing information exchange and alignment between different stakeholders for the purpose of progress and decision-making.

Project details

What specific knowledge does the professional possess that the Client's own personnel do not have and that a potential replacement would also need to possess?

The professional possesses:

Desired Profile:

We are looking for a proactive, experienced, and independent Secretary who:

• the number and lead time of the practical tests;
• necessary decisions from the PIB, Design Authority, or the program and management line;
• outcomes of phase transitions, including the possibility that additional validation or testing is required.
• demonstrable experience with supporting project, program, or other tactical bodies in a complex environment with multiple organizations and interests;
• experience with organizing agendas and document flow and working with decision files;
• experience with recording and following up on decisions and actions and with registrations of risks, issues, dependencies, and escalations;
• experience with portfolio information and planning overviews and with monitoring completeness, timeliness, deadlines, follow-up, and recording.
• works in a structured and accurate manner and maintains an overview of multiple subjects;
• distinguishes between main and secondary issues and can organize information compactly and traceably;
• signals in a timely manner when information is missing or follow-up is needed;
• collaborates effectively with various role holders and organizations;
• communicates clearly and factually;
• works carefully and independently.
• Start: 2026-11-15T23:00:00
• Location: Den Haag Zuid-Holland, NL
• Languages: Dutch