Quality and People Apprentice

Job responsibilities

Administration Support:

Responsible for dealing with general basic Quality and People Team queries as directed/delegated

Dealing with incoming post to the department and disseminating as appropriate, processing incoming paperwork in line with guidance and process

Supporting the clinical audit function by; creating and issuing communications, maintaining databases, updating the QUEST Audit Module, liaising with a range of stakeholders & general administration.

Data input to agreed Systems, including Electronic Staff Record (ESR) and Quest (risk management and incident reporting system).

Provide adhoc recruitment support by compiling and sending out interview packs, responding to application queries and copying of documentation, including ID, and copying ID for self-employed contractors. Including use of NHS Jobs or applicable recruitment systems

Process all filing and scanning for electronic HR files

Send DBS Forms to external customers upon request (including for self-employed contractors where applicable)

Maintaining and updating the QUEST incident reporting system to ensure information remains accurate and up to date

Providing support in meetings including note-taking, collating and distributing notes, maintaining action logs, and preparing and circulating agendas

Assisting with staff wellbeing, EDI (Equality Diversity and Inclusion) and engagement initiatives

Supporting People projects where appropriate such as workforce planning or change programmes

Upon receipt of a reference request, check with People and HR Business Partners/Advisers, and run standard reference template from ESR, update as advised and send.

Assist with running reports and chasing outstanding requirements as required, for example, registration checks, mandatory training, appraisal, and leaver reports.

Training & Development

Using the Online Learning Management (OLM) Notification system sending training reminders to all colleagues and line managers as well as Did Not Attend notifications, escalating any themes where appropriate.

Produce Attendance Sheets for all training and send to relevant training provider/instructor within a timely manner

Assist with the organisation of the monthly corporate induction, ensuring relevant materials are sent, and all delegates are informed of joining instructions

Produce a weekly training programme

Be the first point of contact for all training related queries in person, over the phone or by email.

To ensure staff are made aware of their mandatory training requirements, providing advice and guidance regarding compliance at all opportunities

Assist the People, HR, Absence and OH Admin Assistant to set up and maintain courses/enrolments/resources on ESR ensuring all information is accurate, as directed undertake regularly data cleansing checks against training programme

Provide ad-hoc support to employees on eLearning

Prepare relevant course material and hand-outs for training events

Respond to routine correspondence and enquiries in an efficient and effective manner

Along with Administration colleagues, within the post rota undertake scanning of training paperwork, process all attendance, evaluation sheets for completed classes, and send out all necessary pre and post course paperwork to delegates

Support the audit trail for all training and development activities

Given the sensitive nature of the work, the postholder will have information that may include service users personal details, the postholder will ensure safe keeping of these records and treat all information as confidential

Guidance and support will be available regularly from senior colleagues, however the postholder will be responsible for ensuring work is prioritised to meet deadlines

General

All the above activities are governed by the operational policies, standing financial instructions, policies and procedures and standards of East Coast Community Healthcare CIC as well as legislation and professional standards and guidelines.

This list is not exhaustive and provides an indication of the key responsibilities of the post holder.

All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.

Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Experience

Essential

• Minimum experience will be considered as this is a training post

Desirable

• Relevant experience of using NHS Jobs, ESR or equivalent systems
• Experience of providing administrative support to a training and development programme
• Handling sensitive material of a confidential nature
• Recent and relevant experience in Microsoft Office applications

Skills and Knowledge

Essential

• Good and recent working knowledge of MS Office packages including word processing, spreadsheets, PowerPoint etc.
• Good organisation skills
• Good typing skills
• Good written and verbal communication skills
• Good numeracy skills
• Able to work as part of a team
• Sound questioning and active listening skills

Desirable

• Knowledge of Health and Social Care
• Understanding of the NHS and local government
• Understanding of HR and recruitment issues
• Note Taking Skills

Qualifications

Essential

• GCSE pass (A-C or 9-4); or equivalent in English and Maths

Desirable

• OCR, RSA, EDCL in MS Word, Excel, PowerPoint, Outlook

Personal Attributes

Essential

• Ability to plan, prioritise and organise own work
• Good interpersonal skills using a range of media and methods
• Attention to detail
• Ability to maintain strict confidentiality when handling sensitive and personal data
• A willingness to learn and the ability to develop oneself
• Customer focused
• Ability to meet deadlines
• A strong commitment to high quality standards
• Demonstrates a clear commitment to the principles of equal opportunities
• Shows a high degree of awareness towards the needs of customers
• Flexible team member
• Remains calm in difficult situations
• Continuous improvement philosophy
• Accountable for own work ownership through to resolution, escalating as appropriate
• Hardworking and motivated
• Trustworthy and reliable
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
• Willingness and ability to work across different sites and travel to alternative sites and across the community as required

Desirable

• Negotiation and influencing skills