AHP Workforce Development Team Administrator

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

1. To take responsibility for initiating, implementing and maintaining all required office management systems.

2. To be responsible for maintaining accurate filing and recording systems and carrying out general filing duties as needed.

3. To be responsible for drafting, typing documentation, promptly, professionally and accurately as requested.

4. To co-ordinate and manage bespoke long and short term events, this includes responsibility for venues, refreshments, registers, equipment, learning materials and liaising with any other internal and external facilitators and departments as necessary.

5. Support the AHP Workforce Development team with the co-ordination of Trust events and programmes as required.

6. To be work with the senior team to co-ordinate the update and maintenance of the AHP Workforce Development Intranet pages, links and bookshelves.

7. Continuously monitor bookings and capacity to avoid wasted resources, unnecessary cancellation fees and staff time.

8. Design and circulate marketing material e.g. flyers, direct emails, posters all user emails and any other appropriate method as requested.

9. To deal with and make enquiries on behalf of self and team members in a professional, courteous and efficient manner; to ensure satisfactory resolution

10. To support the accurate maintenance of departmental records

11. To provide a range of monitoring and evaluative information regarding activities within own areas of work

12. Work as a member of the wider Workforce Development team, working with colleagues within the department and in the Trust to achieve departmental and Trust wide objectives.

13. To take notes/minutes of meeting as requested; co-ordinate and monitor follow up activities

14. To input data into the ESR system as required, as well as update and maintain any paper or other computerise financial and activity records as required

15. Liaising and relaying information to Managers and staff within the Trust as requested

16. To promote and maintain good working relationships both internally and externally to the Trust.

17. Behave at all times as an ambassador for the organisation and exhibit the highest professional and personal standards

Freedom to Act:

1. Support the evaluation of training delivery, including collation of feedback, entering on database, assisting with analysis and follow up of action plans for improvement.

2. Implement policies and procedures for own work area and actively propose policy or service changes to improve service delivery, reporting and analysis within own area of responsibility

Workforce

1. Provide advice and signposting to Trust staff as required

1. Responsible for own personal development and participation in appraisal.

Financial

1. Adhere to the financial standing instructions of the Trust

2. Contribute to the accurate reporting of training expenditure as required, e.g. HEE quarterly and annual returns.

3. Contribute to financial planning for the department.

4. Active participation in provision of innovative ideas to maximise income generation opportunities for the education and development service.

5. Contribute to the development of effective marketing strategies to support income generation for the education and development service.

6. Contribute to the tendering of bids on range of issues relevant to the outcomes of Learning Needs Analysis for the organisation to ensure value for money.

7. Monitor, record and report on activity including finances as required.

Communications and Relationships

The post holder is expected to communicate in a helpful, articulate and customer services orientated manner with individuals and professions across the Trust in regards to disseminating training information and responding to queries.

Internal

All staff across 2 sites

Directorate Heads, deputies and managers

Service Managers

HR Business Partners

Practice Development Staff

External

NHSE London

Training Providers/Consultants

Higher Education Institutes

Local and National training networks

Person Specification

Qualifications & Training

Essential

• GCSE English, Maths or equivalent
• NVQ Level 3 in Business or Customer Services, or equivalent

Experience

Essential

• 2 years administrative experience including initiating and maintaining office systems.
• Co-ordinating events as appropriate e.g. preparing handouts, setting up training rooms, materials, catering, etc.

Desirable

• Experience of working in an administrative role within an NHS or Training/Education setting.
• Experience of working with Allied Health Professionals

Knowledge & Skills

Essential

• High level of IT literacy, good working knowledge of Outlook, Microsoft Word and Excel.
• Knowledge and ability to initiate implement and maintain office management systems;
• Able to produce documents as required - e.g. letters, posters, briefing notes, etc
• Thorough understanding of the application of good customer services
• Ability to take and transcribe minutes
• Able to plan workload to meet priorities and deadlines
• Able to maintain confidentiality
• Able to work effectively as member of a team and on their own
• Ability to perform and deliver under pressure of tight deadlines/circumstances.

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)