L&D Business Administrator and Project Support Co-ordinator

Job responsibilities

Purpose The role of the L&D Business Administrator & Project Support Co-ordinator is to be responsible for the L&D business administration duties and project support. In particular, this role will focus on the financial administration duties including data analysis / reporting and also support projects such as placement coordination and implementation. The post holder will work closely with the L&D Manager & Placement Education Lead, to scope additional funding opportunities for innovative and or income generative projects and opportunities which will ensure that Central Surrey Health (CSH Surrey) colleagues are at the forefront of service provision equipped to deliver on the NHS 10-year Health Plan.

Principal duties

As L&D Business Administrator & Project Support Co-ordinator you will assist with the monitoring and updating of all L&D financial activity including Integrated Care System (ICS) / NHS England (NHSE) funding, project generated income, apprenticeship levy and other training allocation on behalf of CSH Surrey and associated partner organisations, ensuring audit worthy financial record keeping underpinning L&D Manager strategic reporting requirements.

To follow processes and undertake financial tasks for the L&D team. This includes raising requisitions and sale orders, process external training requests, process invoices and receipts, working with Finance team and the L&D Manager on the monthly journal and budget.

As L&D Business Administrator & Project Support Co-ordinator, you will work closely with the Placement Education Lead providing student placement and apprentice advice and support as required, including co-ordinating work experience opportunities with both clinical and non-clinical teams.

Assist in quality monitoring review audits for example: quarterly commissioning return, Talent for Care return, annual demand scoping as required by NHSE.

Support L&D team to create and produce project initiation documents, project plans, project reports, risk and issues log and other documents Finance and data processing responsibilities:

To support the L&D Manager with data processing for NHSE training commissions.

To maintain quarterly Education Contract funding database to ensure accuracy of detail, status of those undertaking training, estimation of placement tariff

To support with the maintenance of audit worthy (accurate) finance database of funding pots, appropriate allocation and accurate balances

To assist with the co-ordination of the training and development opportunities within the scope of the financial envelope that is available to CSH Surrey.

To action requisitions, sale orders, purchase orders, credit card requests, invoices on SBS Oracle, monitoring and receipting as required and maintaining spend on database

To assist with the maintenance of up-to-date data of budgets including expenses, support forecasting of future training and apprenticeship levy spend.

To have a working knowledge of the Digital Apprenticeship Service (DAS) managing apprenticeships and understanding how the apprenticeship levy works. Programme/ Project Support:

To work closely with L&D Senior Management Team, to provide high level administrative support to ensure all projects continue to meet stakeholder criteria and deliverables

Support completion of education and training quality audits / Education contract / SelfAssessment to enable the organisation to meet its obligations within local contracts

To co-ordinate the annual training needs analysis across all teams, scoping new courses where demanded to support the delivery of the NHS 10-year plan.

Co-ordinate and support with project finance processes.

To process training applications from request, approval, maintenance of training database, supporting and advise colleagues on appropriate booking process.

Assist in the co-ordination, planning and implementation of student placements

Support management of placement capacity by assisting with the maintenance of a database of all pre and post registration placements for nursing and Allied Health Professionals (AHP), including apprenticeships.

Support the collation of information and reporting of student placements on the NHSE student data collection tool.

Receive work experience requests, scope potential placements, ensure application process is actioned and completed in a timely manner.

Maintain, with support, a database of work experience placements planned and completed ready for NHSE reporting

To support the development of colleagues to undertake functional skills (numeracy and literacy) by signposting and advising on available programmes

Support with the setup of training facilities directly related to project and education related programs. Communication and Key Working Relationships:

To have excellent interpersonal and communication skills, with experience of dealing with people at all levels

To communicate with internal and external colleagues at high level, providing information and support on relevant L&D activities, as required

To provide detailed reports on project planning and outcome monitoring, ensuring communication is maintained effectively in order maximise project and program outcomes/ deliverables, and mitigate any risks within the scope of role requirements.

To inform L&D senior managers of any concerns or queries that may arise in regard to training courses.

To effectively communicate between internal and external stakeholders

Liaise closely with the Finance team regarding budgets, L&D journal.

Liaise closely with the Procurement team, setting up training providers, processing credit card payments.

Liaise closely with People Services as part of the L&D wider team

Liaise with senior managers, supporting training requirements including commissions

Liaise with training providers/universities regarding training programmes/modules.

Liaise closely with project partner organisations to ensure financial processes followed

To be a joint contact with NHSE in relation to finance matters

To support L&D team in liaising with external trainers regarding training requirements Other responsibilities:

Strong organisational skills - able to deliver agreed objectives within an agreed timeframe

To undertake L&D administrative tasks including updating ESR, monitoring the Training Checklist, monitoring and responding to relevant inboxes and Resource Schedular (Room Booking)

Experience

Essential

• IT experience including intermediate Microsoft Excel, Outlook and Word
• Extensive Business Administration experience
• Capable of working alone and using own initiative, making decisions as necessary
• Excellent communication skills
• Able to work effectively as part of a team
• Demonstrate a high standard of accuracy
• Ability to take responsibility for own workload and manage time effectively

Desirable

• Experience working in the Healthcare Industry
• Experience working in L&D
• Ability to interpret and understand financial concepts
• Advanced experience in Microsoft Excel
• Varied software experience in ESR and/ or Oracle

Personal Attributes

Essential

• Professional, positive, motivational and diplomatic
• Pro-active and innovative
• Team Player
• Flexible approach
• Smart appearance
• Highly motivated with a positive attitude

Qualifications

Essential

• Educated to Foundation Degree Level or equivalent experience

Skills

Essential

• Ability to plan, prioritise, secure and organise resources
• Ability to communicate complex issues through written and verbal reports and presentations
• Ability to act on own initiative and independently within policies and
• procedures, referring to manager as required
• Excellent numeracy skills
• Excellent interpersonal and communication skills, with experience of dealing with people at all levels
• Strong organisational skills - able to deliver agreed objectives within an agreed timeframe
• Problem solving skills
• Excellent attention to detail

Other

Essential

• Able to work flexibly (Home and office
• based)
• Able to travel between sites
• Access to car and business insurance