Job summary
To provide full and efficient administrative and data management support to the Director of Education, Learning and Staff Development, for the delivery of department-wide objectives. This will involve taking a lead on a number of agreed areas of responsibility in addition to supporting the responsibilities of the Head of Medical Education Centre and Heads of Learning, Education and Development.
Due to the nature and sensitivity of the role, the postholder will be expected to display a high level of professionalism, with excellent interpersonal skills and a sound understanding of their responsibility for maintaining confidentiality.
Main duties of the job
Schedule briefings, meetings and manage diaries as required for the Medical Education and Learning, Education & Development departments. Includes, providing the necessary documentation, performance data, drafting presentations and taking minutes, notes etc.
Provide comprehensive and confidential administrative support, including the production to a high standard of correspondence, reports, drafting and circulating agendas and minutes, and proactively following up actions and information.
Support the development of department wide activities internally and externally. Initiate original correspondence including instructions, factual information, financial data of a simple complex nature to all grades of staff within the Trust and external organisations.
Promote a flexible, team approach by providing cross cover support in the event of the absence of other team members and undertake duties, as required, associated with the department wide activities, sharing workload during peaks in activity.
Use interpersonal and negotiating skills to undertake complex administrative and coordination tasks that require analysis and presentation of information, identification of problems and provision of solutions.
About us
The Department of Learning, Education and Development (LED) acts as a central resource for the whole organisation. It is responsible for ensuring that all Trust staff have access to a wide range of learning opportunities both within STH and other educational establishments. This results in staff becoming more knowledgeable and competent to carry out their role in the delivery and support of high quality patient care. The department also leads on professional and practice development for qualified staff and works closely with the post-graduate medical education.
This vacancy is advertised on a fixed term contract until the 31st March 2023 due to the post being recruited as part of a limited term project within the Trust. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the requirement for the post to be maintained as a part of the project's implementation and the timescales associated with this.
Job description
Job responsibilities
Organise training, events and conferences as required for the Medical Education and Learning, Education & Development departments. This includes finding, booking venues, and equipment, negotiating training and venue costs with external providers and developing contingency plans and being able to reformulate and adjust plans and bookings when necessary.
Provide first point of contact for the Learning, Education and Development departments Leadership team and deal with initial enquiries, exercising judgement as to the appropriate response, and take immediate action if necessary.
Communicate effectively with internal colleagues and members of the public in person, by email and telephone, dealing with difficult situations involving personal and distressing issues and escalating any issues accordingly.
Support the Director of Education, Learning and Staff Development in establishing and developing administrative policies and procedures to support the efficient and professional functioning of the departments.
Draft items for communication, internally and externally, regarding education contracts, project updates and other general communications. Working with the Communications team ensure that learning, education and development opportunities and events are widely publicised.
Forward plan to prioritise workload in order to maximise the efficiency of the departments.
Escalate any issues raised or discovered to the Leadership team for the implementation of solutions and / or remedial action.
Provide on the job training and supervision for new starters or less experienced colleagues regarding secretarial and administrative tasks.
Communicate effectively with all key stakeholders, establishing and maintaining effective networks.
Take responsibility for personal and departmental filing and document preservation using electronic and paper filing systems.
Develop a working knowledge of the current education funding landscapes and opportunities including eligibility criteria and understand the financial implications to the task in hand.
Raise requisitions using Integra Centros system, receive and record Purchase Order numbers accurately and process invoices. This includes liaising with the key stakeholders regarding financial data, and ordering stock, supplies and stationary for the department.
Job description
Job responsibilities
Organise training, events and conferences as required for the Medical Education and Learning, Education & Development departments. This includes finding, booking venues, and equipment, negotiating training and venue costs with external providers and developing contingency plans and being able to reformulate and adjust plans and bookings when necessary.
Provide first point of contact for the Learning, Education and Development departments Leadership team and deal with initial enquiries, exercising judgement as to the appropriate response, and take immediate action if necessary.
Communicate effectively with internal colleagues and members of the public in person, by email and telephone, dealing with difficult situations involving personal and distressing issues and escalating any issues accordingly.
Support the Director of Education, Learning and Staff Development in establishing and developing administrative policies and procedures to support the efficient and professional functioning of the departments.
Draft items for communication, internally and externally, regarding education contracts, project updates and other general communications. Working with the Communications team ensure that learning, education and development opportunities and events are widely publicised.
Forward plan to prioritise workload in order to maximise the efficiency of the departments.
Escalate any issues raised or discovered to the Leadership team for the implementation of solutions and / or remedial action.
Provide on the job training and supervision for new starters or less experienced colleagues regarding secretarial and administrative tasks.
Communicate effectively with all key stakeholders, establishing and maintaining effective networks.
Take responsibility for personal and departmental filing and document preservation using electronic and paper filing systems.
Develop a working knowledge of the current education funding landscapes and opportunities including eligibility criteria and understand the financial implications to the task in hand.
Raise requisitions using Integra Centros system, receive and record Purchase Order numbers accurately and process invoices. This includes liaising with the key stakeholders regarding financial data, and ordering stock, supplies and stationary for the department.
Person Specification
Education and Qualifications
Essential
- Five GCSEs or equivalent including C grade or above in Moths and English
- A nationally recognised qualification at level 3 (eg NVQ, OCR or BTEC) or above in project, business/office administration or equivalent experience
- Relevant IT qualification or, demonstrable knowledge, expertise and experience in using Microsoft Office packages: a combination of Word, Excel, Power Point, Access, Publisher and Teams
- Significant demonstrable experience of working in an administrative/support role
Desirable
- Evidence of continuing Professional Development
Experience
Essential
- Ability to design, provide and collate evaluation forms and feedback to speakers at training events and conferences
- Ability to deal with any issues on a day-to-day basis, multi-task and troubleshoot
Desirable
- Experience of making and delivering presentations
- Excellent negotiation and influencing skills
Skills and Knowledge
Essential
- Awareness of organisational change and the process that is followed
- Ability to pay attention to detail, and present information in an attractive and concise manner
- Excellent written and verbal communication skills including familiarity with taking and referring telephone questions and queries,
- Enthusiastic and highly motivated with a professional and proactive attitude to work
- Excellent organisational and coordination skills/time management, problem solving skills and ability to prioritise own workload under pressure to tight deadlines
- Understanding of confidentiality and data protection
- Ability to work as part of a team and on own initiative as and when necessary
- Ability to communicate and develop rapport with staff at all levels within and outside of the organisation (both verbal and written)
- Be highly organised and efficient
- Able to work pro-actively using own initiative
Values and Behaviours (PROUD)
Essential
- Patients first - put patients first by demonstrating commitment to and focus on quality, promote high standards to consistently improve patient outcomes
- Respectful - respectful to patient, staff, colleagues and all internal and external contacts. Value diversity and difference, operates with integrity
- Ownership - Demonstrates ownership for all actions and areas of responsibility
- Unity - Demonstrates unity with all colleagues. Works across boundaries, look for collective success
- Delivery - Proven track record of delivery of objectives
Person Specification
Education and Qualifications
Essential
- Five GCSEs or equivalent including C grade or above in Moths and English
- A nationally recognised qualification at level 3 (eg NVQ, OCR or BTEC) or above in project, business/office administration or equivalent experience
- Relevant IT qualification or, demonstrable knowledge, expertise and experience in using Microsoft Office packages: a combination of Word, Excel, Power Point, Access, Publisher and Teams
- Significant demonstrable experience of working in an administrative/support role
Desirable
- Evidence of continuing Professional Development
Experience
Essential
- Ability to design, provide and collate evaluation forms and feedback to speakers at training events and conferences
- Ability to deal with any issues on a day-to-day basis, multi-task and troubleshoot
Desirable
- Experience of making and delivering presentations
- Excellent negotiation and influencing skills
Skills and Knowledge
Essential
- Awareness of organisational change and the process that is followed
- Ability to pay attention to detail, and present information in an attractive and concise manner
- Excellent written and verbal communication skills including familiarity with taking and referring telephone questions and queries,
- Enthusiastic and highly motivated with a professional and proactive attitude to work
- Excellent organisational and coordination skills/time management, problem solving skills and ability to prioritise own workload under pressure to tight deadlines
- Understanding of confidentiality and data protection
- Ability to work as part of a team and on own initiative as and when necessary
- Ability to communicate and develop rapport with staff at all levels within and outside of the organisation (both verbal and written)
- Be highly organised and efficient
- Able to work pro-actively using own initiative
Values and Behaviours (PROUD)
Essential
- Patients first - put patients first by demonstrating commitment to and focus on quality, promote high standards to consistently improve patient outcomes
- Respectful - respectful to patient, staff, colleagues and all internal and external contacts. Value diversity and difference, operates with integrity
- Ownership - Demonstrates ownership for all actions and areas of responsibility
- Unity - Demonstrates unity with all colleagues. Works across boundaries, look for collective success
- Delivery - Proven track record of delivery of objectives
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Sheffield Teaching Hospitals NHS Foundation Trust
Address
Rivermead Training Centre, Northern General Hospital
Herries Road
Sheffield
S5 7AU
Employer's website
https://www.sth.nhs.uk (Opens in a new tab)
