Job summary
To provide effective day to day administrative and specialist project support to the OD department. You will carry out a wide variety of key tasks to support our People, and ensure that the smooth running and delivery of a highly effective and proficient OD service is maintained.
Main duties of the job
The successful candidate will oversee and process applications for employee benefits schemes and offers in a professional and timely manner, utilising various Workforce systems e.g. ESR.
You will assist in the development and delivery of staff engagement and involvement projects, including promotion and distribution of local and national staff surveys within agreed timelines, liaising with internal and external stakeholders.
Co-ordinate a number of additional projects and initiatives for the People and OD directorate.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job description
Job responsibilities
- Develop, implement and monitor small project / business plans
- Record, Update and maintain all forms of defined business/project related complex data, presentations, spread sheets and documentation in a timely, accurate and organised manner (paper & electronic), version controlled where required
- Monitor the progress of defined business activities/projects and provide the Head of OD and the wider team with regular updates on progress, key risks and issues
- Provide overviews of resource availability and utilisation for defined business activities/projects and maintain appropriate paper/ electronic records
- To support with duties relating to the NHS annual staff survey and Trust Quarterly Pulse surveys i.e. promotion, distribution, data collation/analysis and reporting assistance
- Validate applications, deal with complex queries, provide advice to managers/staff within the Trust and resolve day-to-day queries on aspects of Employee Benefits schemes
- Carry out desk-based research, using the web and other sources to support business/ service delivery
- Maintenance of information on defined business activity/ project web sites
- Communicate and negotiate effectively with a range of stakeholders and maintain effective liaison with stakeholders at all times
- Collect and collate data as required, inputting into Excel (or other appropriate systems) for analysis in support of evaluation and business deliverables
- Extract, analyse and prepare complex reports in a timely manner andassist with the production of business/ activity reports to internal/external stakeholders
- Raise purchase orders, receipt goods, process invoices and maintain budget records as directed according to standing financial instructions/ Trust operational procedures. Keep records and audit of donations to the Trust for Employee Benefits
- Administer and monitor financial payments for Workforce Events in accordance with Standing financial instruction
- Maintain and monitor business/project income/expenditure and reconciliations for Workforce initiatives
- To introduce, develop and co-ordinate new and existing working practices and procedures reviewing and refining processes to ensure they are efficient and applied consistently.
- Develop defined business/ project guidelines/processes/materials and put in place measures to enable the department to evaluate success
- Assist with the production of training/ business and communication materials and provide training and presentations to the appropriate staff/participants to support the roll-out of business processes/ projects
- Undertake and support recruitment activities as required (staff and participants)
- Provide effective administrative function for the OD Team including preparation and minuting of meetings
- Delegated authority during the absence of managers to manage day to day aspects of projects/business activities when necessary
Job description
Job responsibilities
- Develop, implement and monitor small project / business plans
- Record, Update and maintain all forms of defined business/project related complex data, presentations, spread sheets and documentation in a timely, accurate and organised manner (paper & electronic), version controlled where required
- Monitor the progress of defined business activities/projects and provide the Head of OD and the wider team with regular updates on progress, key risks and issues
- Provide overviews of resource availability and utilisation for defined business activities/projects and maintain appropriate paper/ electronic records
- To support with duties relating to the NHS annual staff survey and Trust Quarterly Pulse surveys i.e. promotion, distribution, data collation/analysis and reporting assistance
- Validate applications, deal with complex queries, provide advice to managers/staff within the Trust and resolve day-to-day queries on aspects of Employee Benefits schemes
- Carry out desk-based research, using the web and other sources to support business/ service delivery
- Maintenance of information on defined business activity/ project web sites
- Communicate and negotiate effectively with a range of stakeholders and maintain effective liaison with stakeholders at all times
- Collect and collate data as required, inputting into Excel (or other appropriate systems) for analysis in support of evaluation and business deliverables
- Extract, analyse and prepare complex reports in a timely manner andassist with the production of business/ activity reports to internal/external stakeholders
- Raise purchase orders, receipt goods, process invoices and maintain budget records as directed according to standing financial instructions/ Trust operational procedures. Keep records and audit of donations to the Trust for Employee Benefits
- Administer and monitor financial payments for Workforce Events in accordance with Standing financial instruction
- Maintain and monitor business/project income/expenditure and reconciliations for Workforce initiatives
- To introduce, develop and co-ordinate new and existing working practices and procedures reviewing and refining processes to ensure they are efficient and applied consistently.
- Develop defined business/ project guidelines/processes/materials and put in place measures to enable the department to evaluate success
- Assist with the production of training/ business and communication materials and provide training and presentations to the appropriate staff/participants to support the roll-out of business processes/ projects
- Undertake and support recruitment activities as required (staff and participants)
- Provide effective administrative function for the OD Team including preparation and minuting of meetings
- Delegated authority during the absence of managers to manage day to day aspects of projects/business activities when necessary
Person Specification
Qualifications
Essential
- NVQ Level 4 Business Administration or equivalent experience
Experience
Essential
- Knowledge and Experience of working in a project support capacity including administrative functions
- Experience of working at a senior administrative/ secretarial level including some supervisory / office management experience
- Experience of extracting data and producing reports
- Analytical skills with the ability to identify issues and resolve problems
Person Specification
Qualifications
Essential
- NVQ Level 4 Business Administration or equivalent experience
Experience
Essential
- Knowledge and Experience of working in a project support capacity including administrative functions
- Experience of working at a senior administrative/ secretarial level including some supervisory / office management experience
- Experience of extracting data and producing reports
- Analytical skills with the ability to identify issues and resolve problems
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).
