Job summary
This is an exciting opportunity to join the Department of Professional Healthcare Education.
The post holder will be required to provide effective administrative support within the Department.
The post holder will consistently deliver a "client-focused" service which promotes good customer service and effective working relationships.
The post holder will be required to work on their own initiative in addition to being an integral member of the team.
Location: UHP EStover, Plymbridge Road, Plymouth, PL6 7LX
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Provide and deliver a high standard administrative service to all levels of the Department of Professional Healthcare Education using a varied range of work procedures.
About us
We are a people business - Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Job description
Job responsibilities
To provide office management support to the Department of Professional Healthcare Education.
- Receive and make telephone calls as required. Divert calls and take messages ensuring accuracy of detail and prompt appropriate delivery ensuring there is continuous office and telephone cover across the department.
- To provide complex information using a variety of communication techniques (i.e. telephone, email and face to face) to all levels of Trust staff including external agencies and contacts.
- Assist in the management of all the departmental stationery, stock control, ordering and onsite equipment issues.
- Organising meetings and manage diaries as directed by the
- Attend and organise meetings as well as taking minutes where required.
- Meeting and organising visitors who attend the department.
- To provide administrative support for all learning and training courses including reporting and monitoring where required.
- Provide accurate inputting and updating of complex information onto the OLM/Health Roster/University of Plymouth/Departmental systems.
- To maintain the Trust Learning Management system and ensure staff bookings are made to the appropriate courses in a timely manner.
- To co-ordinate training courses providing administration support i.e. booking rooms, speakers, evaluation reports and liaising with the ward/managers.
- Carry out administration tasks as appropriate, this includes photocopying, filing, collating information & collating reports.
- Taking payments for external training.
Job description
Job responsibilities
To provide office management support to the Department of Professional Healthcare Education.
- Receive and make telephone calls as required. Divert calls and take messages ensuring accuracy of detail and prompt appropriate delivery ensuring there is continuous office and telephone cover across the department.
- To provide complex information using a variety of communication techniques (i.e. telephone, email and face to face) to all levels of Trust staff including external agencies and contacts.
- Assist in the management of all the departmental stationery, stock control, ordering and onsite equipment issues.
- Organising meetings and manage diaries as directed by the
- Attend and organise meetings as well as taking minutes where required.
- Meeting and organising visitors who attend the department.
- To provide administrative support for all learning and training courses including reporting and monitoring where required.
- Provide accurate inputting and updating of complex information onto the OLM/Health Roster/University of Plymouth/Departmental systems.
- To maintain the Trust Learning Management system and ensure staff bookings are made to the appropriate courses in a timely manner.
- To co-ordinate training courses providing administration support i.e. booking rooms, speakers, evaluation reports and liaising with the ward/managers.
- Carry out administration tasks as appropriate, this includes photocopying, filing, collating information & collating reports.
- Taking payments for external training.
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience in a busy, customer-focused environment
- Demonstrable experience of dealing with staff at all levels
Desirable
- Proven knowledge & understanding of a large clinical setting
Qualifications
Essential
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Good communication skills, both written and verbal
- Good organisational skills and the ability to prioritise
Desirable
- Proficient in the use of Power Point
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience in a busy, customer-focused environment
- Demonstrable experience of dealing with staff at all levels
Desirable
- Proven knowledge & understanding of a large clinical setting
Qualifications
Essential
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Good communication skills, both written and verbal
- Good organisational skills and the ability to prioritise
Desirable
- Proficient in the use of Power Point
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).
