Job summary
This is a 12 month fixed term contract with the opportunity to complete an apprenticeship pathway.
Work collaboratively with the Learning and Development Manager to provide comprehensive administrative and clerical support for all learning and development programmes ensuring all correspondence and documentation is completed/stored and that course materials are produced to a high standard and printed in advance and provided for the trainer (as required).To maintain accurate and effective administrative systems that support all L&D programmes including updating and maintaining ESR/OLM and Microsoft Excel documents to deadlines and departmental proceduresProvide a high level of Customer Service at all times to all stakeholders whilst promoting all Learning and Development services.
Main duties of the job
To provide administrative support for the Education Prospectus and its facilitators by effectively using the organisation's systems and processes for managing and delivering learning, including data collection, training attendance, and reporting.
About us
Please submit your application as soon as possible as we reserve the right to close adverts once we have received sufficient applications
The University Hospitals of Northampton shire are on an exciting journey with all of our divisions committed to doing things better, with more efficiency as we update, modernise, and advance. We operate in a Group Model with both Kettering and Northampton sites. As part of this collaborative approach, there will be a requirement for you to work across both the Kettering and Northampton hospital sites, depending on the needs of the service.
Our Excellence Values
- Compassion
- Accountability
- Respect
- Integrity
- Courage
We want to recruit the best people to deliver our services across UHN and help to unleash everyone's full potential.
UHN encourages applications from people who identify from all protected groups. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Silver Award under the Armed Forces Employer Recognition Scheme.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for UHN.
Job description
Job responsibilities
To ensure high levels of customer service are provided at all times so that the stakeholdersneeds are met or that they are transferred to the most appropriate person. To provide adviceto staff and managers across the range of learning and development programmes.To provide administrative support for a wide range of learning and development programmes(and make suggestions for improvements) including: Training course bookings / confirmations Room and venue management Co-ordination of training programmes with internal and external trainers Producing Attendance registers/Course materials to a high standard and subsequent collection and storage of all registers To accurately input all completed training courses onto ESR/OLM meeting agreed timescales and departmental standards (KPI) Filing, scanning and photocopying of documents (as necessary) Advise delegates of any changes to course Answering the phone in a professional manner showing empathy when responding to all queries or taking and forwarding messages as appropriate. Ensuring all phones in the administration office are checked for voicemail messages on a daily basis and dealt with appropriately Acting as the first point of contact for dealing with routine enquiries, taking action as necessary and liaising with others as appropriate Maintaining both electronic and manual filing systems and databases, ensuring all documents are accurately and appropriately archived. All documents to be signed prior to being scanned and saved electronically for auditing purposes Process room booking requests for Classroom 7 and Staff Development training room in Latimer House Provide appropriate cover in the absence of other members of the Learning & Development teamTo support with the coordination and communication of Learning and Developmentprogrammes, to include: Trust Corporate Induction & Development Programmes Statutory and Mandatory Training E-Learning facilitated support sessions Leadership Programmes Apprentice Recruitment Appraisal Workshops Other courses (as required)To ensure that rooms/trainers are booked ahead of all Trust Programmes. All trainers are supported to ensure effective delivery of their session, to include room housekeeping & support at the reception desk in PWEC for all events the L&D team coordinate.Act as an information resource on all Learning & Development matters including dissemination of information relating to training processes to both internal/external training providers using the telephone, face to face contact or via email.To accurately input and retrieve information from the ESR and OCB Media system ensuring the high accuracy of data and information at all times, working in collaboration with other team members. Develop and maintain expertise related to ESR, OLM and all other systems used by the L&D department (e.g. Use of the ESR Knowledge base KBASE and Usernotices)Support the L&D Manager (as requested) to undertake regular audits of information on ESR/OLM to ensure data quality, integrity, completeness and accuracy of information held against staff records/assignments8. To assist with stock control of stationary for PWEC and order supplies as and when needed and to prepare learning materials for training programmes to a high standard as necessaryContribute to the implementation of changes to Policies and Procedures particularly administrative processes, to enable continuous improvement of Learning & Developmentservices.To take responsibility for own development and learning including preparing for and attending individual performance reviews and annual appraisal (PRDP) and ensure your statutory/mandatory training is up to date at all times
Job description
Job responsibilities
To ensure high levels of customer service are provided at all times so that the stakeholdersneeds are met or that they are transferred to the most appropriate person. To provide adviceto staff and managers across the range of learning and development programmes.To provide administrative support for a wide range of learning and development programmes(and make suggestions for improvements) including: Training course bookings / confirmations Room and venue management Co-ordination of training programmes with internal and external trainers Producing Attendance registers/Course materials to a high standard and subsequent collection and storage of all registers To accurately input all completed training courses onto ESR/OLM meeting agreed timescales and departmental standards (KPI) Filing, scanning and photocopying of documents (as necessary) Advise delegates of any changes to course Answering the phone in a professional manner showing empathy when responding to all queries or taking and forwarding messages as appropriate. Ensuring all phones in the administration office are checked for voicemail messages on a daily basis and dealt with appropriately Acting as the first point of contact for dealing with routine enquiries, taking action as necessary and liaising with others as appropriate Maintaining both electronic and manual filing systems and databases, ensuring all documents are accurately and appropriately archived. All documents to be signed prior to being scanned and saved electronically for auditing purposes Process room booking requests for Classroom 7 and Staff Development training room in Latimer House Provide appropriate cover in the absence of other members of the Learning & Development teamTo support with the coordination and communication of Learning and Developmentprogrammes, to include: Trust Corporate Induction & Development Programmes Statutory and Mandatory Training E-Learning facilitated support sessions Leadership Programmes Apprentice Recruitment Appraisal Workshops Other courses (as required)To ensure that rooms/trainers are booked ahead of all Trust Programmes. All trainers are supported to ensure effective delivery of their session, to include room housekeeping & support at the reception desk in PWEC for all events the L&D team coordinate.Act as an information resource on all Learning & Development matters including dissemination of information relating to training processes to both internal/external training providers using the telephone, face to face contact or via email.To accurately input and retrieve information from the ESR and OCB Media system ensuring the high accuracy of data and information at all times, working in collaboration with other team members. Develop and maintain expertise related to ESR, OLM and all other systems used by the L&D department (e.g. Use of the ESR Knowledge base KBASE and Usernotices)Support the L&D Manager (as requested) to undertake regular audits of information on ESR/OLM to ensure data quality, integrity, completeness and accuracy of information held against staff records/assignments8. To assist with stock control of stationary for PWEC and order supplies as and when needed and to prepare learning materials for training programmes to a high standard as necessaryContribute to the implementation of changes to Policies and Procedures particularly administrative processes, to enable continuous improvement of Learning & Developmentservices.To take responsibility for own development and learning including preparing for and attending individual performance reviews and annual appraisal (PRDP) and ensure your statutory/mandatory training is up to date at all times
Person Specification
knowledge and experience
Essential
- GCSE English and Maths grade C / 4 or above
- Evidence of working in an office environment
- Evidence of good computer skills (MS office/ data bases)
Desirable
- Experience using ESR or of NHS learning systems
Person Specification
knowledge and experience
Essential
- GCSE English and Maths grade C / 4 or above
- Evidence of working in an office environment
- Evidence of good computer skills (MS office/ data bases)
Desirable
- Experience using ESR or of NHS learning systems
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).
