Training Hub Administrative Support Officer

Job description

Job responsibilities

Job Description

Title: Training Hub Administrative Support Officer

Responsible to: Training Hub Lead

The post holder will provide administrative support for a portfolio of projects relating to the delivery of education and training and workforce development across Birmingham and Solihull.

The Training Hub Administrative Support Officer will assist the Training Hub Team in organising and scheduling training and continuing professional development (CPD) sessions, communication and information cascading amongst the BSol primary care workforce and supporting in the delivery of projects.

The individual will demonstrate a commitment to high standards of service delivery and training and have a very high level of attention to detail.

The post holder is responsible for providing administrative support for the Training Hub and acting as a focal point of communication between the Training Hub team and external stakeholders, excellent communication and a proactive approach to work is essential.

The post holder will be employed to deliver duties and responsibilities as listed on behalf of Birmingham and Solihull Training Hub and South Doc Services;

1. Assist the Training Hub Learning & Development Team by supporting with arranging training, booking rooms and liaising with sponsors & training providers. Ensuring communications are produced and sent to relevant stakeholders, registration and attendance is monitored and reminders/processes are followed.
2. Provide support as required to both trainers and delegates at training sessions/events/conferences held by and attended by the Training Hub prior to, during and after sessions. This will require face to face attendance at meetings, events and training sessions on a regular basis, as well attending sessions virtually, ensuring excellent communication is maintained and support provided wherever necessary.
3. Provide administrative support to all of the Training Hub team as required, including but not limited to sharing information via mailing lists, helping to arrange events, supporting with sharing information on social media, cascading information to the Training Hub team from both internal and external teams, carrying out administrative tasks during meetings such as note taking, actions recording and monitoring, meeting minutes.
4. Carry out administrative processes as instructed, including support with keeping the Training Hub Linktree, Moodle, social media accounts and website up to date, removing outdated information, adding new information, liaising with team members for new content, and sharing this via our external stakeholders where relevant.
5. Working closely with the Training Hub team to support them in producing and cascading relevant communications, including developing posters, newsletters and emails.
6. Undertake a range of administrative tasks including distributing emails, maintaining and keeping contact lists up to date, and in doing so ensure all information relating to the TH activities is appropriately managed and maintained.
7. General training administrative tasks, which includes updating and organising training databases, delegates attendance and qualification lists, recording non-attendance at training sessions, sending reminder emails to delegates and providing follow up from sessions where required to support the Learning & Development Team.
8. Generating certificates, completing post training tasks including evaluations and maintaining the relevant records, supporting the Learning & Development Team with evaluation of training feedback.
9. Handle general enquiries, with access to generic email accounts for the Training Hub team, to respond to queries that are received into these accounts or forward to the appropriate team member where required.
10. Minute taking, action log recording and reporting and support for the Training Hub Oversight Board, Training Hub meetings, and other meetings/events as required.
11. Support for monthly Training Hub meetings, sending meeting invites, capturing attendance/apologies, supporting the chair and sending out materials/slides/agenda, updating and managing the action log.
12. Assist in the planning, coordination, and delivery of programmes (e.g., placements, ARRS, apprenticeships, CPD initiatives, maintaining project plans, trackers, and action logs to ensure timely delivery of milestones.
13. Support communication and coordination between partners involved in Training Hub initiatives.
14. Support with recording information and reporting for KPIs, highlight reports and other reporting responsibilities where required, including support with collating the information effectively across the Training Hub Team.

Person Specification

Qualifications

Essential

• GCSE English or equivalent Grade C or above

Desirable

• RSA II typing/word processing or equivalent

Experience

Essential

• Previous admin experience
• Previous experience of working within primary care/wider NHSE

Employer details

Employer name

South Doc Services

Address

West Heath Medical Centre

194-196 West Heath Road

Northfield

Birmingham

West Midlands

B31 3HB

Employer's website

http://southdocservices.co.uk/ (Opens in a new tab)