Job summary
This role is a starting step into understanding our organisation and the people that work here; it will introduce you into the world of Learning and Organisational Development whilst giving you an insight and overview of the organisation as a whole.
As a team we work closely with colleagues across the Trust to support development, staff voice and to recognise and appreciate teams, individuals and the amazing work they do.
No two days are the same! This role involves a number of different tasks that need to be delivered to a high standard, including administrative support to the team, organising meetings and training sessions, ensuring staff our booked onto the appropriate training courses, participation in engagement activities and working as part of the Learning from Excellence team.
We are looking for someone who feels comfortable multi-tasking in a busy environment, has a good level of IT, literacy and numeracy skills, someone who can communicate confidently, building strong working relationships with a variety of people and can prioritise work and support in delivering tight deadlines.
If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference we will welcome your application for this role.
Main duties of the job
To provide day to day office based support to the Learning and Organisational Development team.
General administration duties including but not limited to being the first point of contact to stakeholders, photocopying, stationary ordering, room bookings and diary management.
About us
We are a people business - where every member of staff matters and can make a difference. 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. We offer all of this in a vibrant, modern city with a historic reputation for adventure. 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 commit to giving this full consideration in each case. 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.
Job description
Job responsibilities
Together with support from your colleagues:
General admin:
- Answering the telephone, responding to emails, photocopying, stationery ordering, organising meetings & diaries
Electronic systems:
- Accessing and updating of information via the internal NHS systems.
Engagement, Marketing and Communications:
- Make cards
- Support the designing, planning and involvement of Trust wide engagement activities, such as large-scale events, team-led initiatives, 1 to 1 conversations, electronic/ email or face-to-face campaigns (from understanding the need, naming the initiative, though to analysing the effectiveness).
- Support the whole process of designing, creating, printing and distribution of engagement & marketing/ promotional literature.
- Support the use of social media accounts accurately and creatively using inviting language.
- Support the development & increase participation of online engagement (Twitter, Typeform, Zoom and Webinars).
- Support hearing the (UHPT) employee voice; partnering with an array of individuals and teams to connect and understand employee experience.
- Support completing the feedback loop, using analytical skills to conduct post-event follow-up, reporting and analysis to measure effectiveness and to
- Support shaping the response (to improve employee experience) based on what is heard through our activities, developing better tools and scalable services for improvement purposes.
- Understand (and be further curious) and incorporate an equal, diverse and inclusive approach to employee experience.
- Be a visionary, seen both internally and externally as a collaborative and inclusive thought partner.
To provide support in ensuring that the department complies with all Trust policies & in monitoring compliance across the directorate, as a whole.
These duties to include (but not exclusively) the following duties:
- Administration of the sickness/absence/ annual leave records.
- Ensure that risks are managed in accordance with Trust procedures.
- Ensure that all personnel files are managed in accordance with Trust procedures.
Continuing Development
- To maintain personal and professional development to meet the changing demands of the post this may require undertaking qualifications that are not already specified.
- To keep knowledge current on relevant Acts and Trust policies in relation to Data Protection, Confidentiality, Freedom of Information, etc
- Any other duties as required by the Department
Policy and Procedure Development
- To support the development and implementation of HR policies, procedures and guidelines to meet the needs and values of the Trust, and the requirements of employment legislation, NHSE guidance and best practice
- Influence the People team and other colleagues in the development of workforce information knowledge and practice. Participate, as required, in working groups, presentations and training programmes
COMMUNICATIONS & WORKING RELATIONSHIPS
To provide face to face, written and verbal communication to all staff working within the Trust
Working Relationships
- Colleagues in the Learning & OD Team
- Colleagues in the Workforce Team
- Colleagues in the Recruitment Team
- Colleagues in the People Team
- All levels of staff across the Trust
- Colleagues in other NHS organisations
- Contracted service providers
Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
***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
Together with support from your colleagues:
General admin:
- Answering the telephone, responding to emails, photocopying, stationery ordering, organising meetings & diaries
Electronic systems:
- Accessing and updating of information via the internal NHS systems.
Engagement, Marketing and Communications:
- Make cards
- Support the designing, planning and involvement of Trust wide engagement activities, such as large-scale events, team-led initiatives, 1 to 1 conversations, electronic/ email or face-to-face campaigns (from understanding the need, naming the initiative, though to analysing the effectiveness).
- Support the whole process of designing, creating, printing and distribution of engagement & marketing/ promotional literature.
- Support the use of social media accounts accurately and creatively using inviting language.
- Support the development & increase participation of online engagement (Twitter, Typeform, Zoom and Webinars).
- Support hearing the (UHPT) employee voice; partnering with an array of individuals and teams to connect and understand employee experience.
- Support completing the feedback loop, using analytical skills to conduct post-event follow-up, reporting and analysis to measure effectiveness and to
- Support shaping the response (to improve employee experience) based on what is heard through our activities, developing better tools and scalable services for improvement purposes.
- Understand (and be further curious) and incorporate an equal, diverse and inclusive approach to employee experience.
- Be a visionary, seen both internally and externally as a collaborative and inclusive thought partner.
To provide support in ensuring that the department complies with all Trust policies & in monitoring compliance across the directorate, as a whole.
These duties to include (but not exclusively) the following duties:
- Administration of the sickness/absence/ annual leave records.
- Ensure that risks are managed in accordance with Trust procedures.
- Ensure that all personnel files are managed in accordance with Trust procedures.
Continuing Development
- To maintain personal and professional development to meet the changing demands of the post this may require undertaking qualifications that are not already specified.
- To keep knowledge current on relevant Acts and Trust policies in relation to Data Protection, Confidentiality, Freedom of Information, etc
- Any other duties as required by the Department
Policy and Procedure Development
- To support the development and implementation of HR policies, procedures and guidelines to meet the needs and values of the Trust, and the requirements of employment legislation, NHSE guidance and best practice
- Influence the People team and other colleagues in the development of workforce information knowledge and practice. Participate, as required, in working groups, presentations and training programmes
COMMUNICATIONS & WORKING RELATIONSHIPS
To provide face to face, written and verbal communication to all staff working within the Trust
Working Relationships
- Colleagues in the Learning & OD Team
- Colleagues in the Workforce Team
- Colleagues in the Recruitment Team
- Colleagues in the People Team
- All levels of staff across the Trust
- Colleagues in other NHS organisations
- Contracted service providers
Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
***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.***
Person Specification
Qualifications
Essential
- Proven Business Administration level 2 in relevant field (formerly NVQ) OR equivalent qualification OR equivalent demonstrable experience.
Knowledge & Experience
Essential
- Work on own and within a team
- Demonstrate ability to build collaborative relationships with a variety of teams and job functions
- Use of computers/ technology and software (minimum of proven knowledge of Microsoft Office)
- Use of digital/ social media
- Communicate clearly, creatively and through various platforms
- Construct and deliver clear ideas through various platforms
- Understand the promotion of equality of opportunity and good working relations in terms of day to day working practices
- Understanding of confidentiality and General Data Protection Regulation (GDPR)
Aptitude & Abilities
Essential
- Work effectively as part of a diverse team
- Be confident using and applying own initiative
- Balance mundane tasks, whilst concentrating and completing with accurate detail and a quality output, with more exciting tasks
- Cope with variance and structure simultaneously
- Interact and communicate with people, at all levels and through various mediums
- Work sensitively and with sensitive data
- Effectively communicate and adapt messages to different audiences
Disposition/Attitude/Motivation
Essential
- Self- motivated
- Excellent interpersonal skills with the ability to communicate with a range of different audiences.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Inquisitive
- Adaptable
- Trustworthy
- Confident meeting people and engaging in conversation
Person Specification
Qualifications
Essential
- Proven Business Administration level 2 in relevant field (formerly NVQ) OR equivalent qualification OR equivalent demonstrable experience.
Knowledge & Experience
Essential
- Work on own and within a team
- Demonstrate ability to build collaborative relationships with a variety of teams and job functions
- Use of computers/ technology and software (minimum of proven knowledge of Microsoft Office)
- Use of digital/ social media
- Communicate clearly, creatively and through various platforms
- Construct and deliver clear ideas through various platforms
- Understand the promotion of equality of opportunity and good working relations in terms of day to day working practices
- Understanding of confidentiality and General Data Protection Regulation (GDPR)
Aptitude & Abilities
Essential
- Work effectively as part of a diverse team
- Be confident using and applying own initiative
- Balance mundane tasks, whilst concentrating and completing with accurate detail and a quality output, with more exciting tasks
- Cope with variance and structure simultaneously
- Interact and communicate with people, at all levels and through various mediums
- Work sensitively and with sensitive data
- Effectively communicate and adapt messages to different audiences
Disposition/Attitude/Motivation
Essential
- Self- motivated
- Excellent interpersonal skills with the ability to communicate with a range of different audiences.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Inquisitive
- Adaptable
- Trustworthy
- Confident meeting people and engaging in conversation
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).
