Job summary
An exciting secondment/fixed term opportunity has arisen for an administrator working within the Education, Training and Development Team at Homerton Healthcare NHS Foundation Trust. You will join a lively and enthusiastic team, who are committed to supporting staff to reach their best potential using education and training resources.
Main duties of the job
The post-holder will act as the initial point of contact for the Education Centre and all the Departments in the Centre, including the Executive Trust Offices. Providing a warm welcome and advice for centre users and other people who come into the centre requesting support and respond to telephone enquiries.
Demonstrating high standards of customer care, you will deliver an efficient, responsive and complete reception to visitors and service users of the Education Centre, both by telephone and in person, including the coordination of room bookings, courses, events, catering and equipment requirements. The post holder will also provide administrative support to the wider People Development Team.
About us
Homerton Healthcare NHS Foundation Trust is a high performing and flourishing organisation serving the population of Hackney, East London, The City and beyond.
We are extremely proud of the fact that Homerton Hospital has recently attained the highest possible rating of "Outstanding" from the Care Quality Commission (CQC).
Our integrated Trust provides comprehensive hospital and community health services for its local population and a range of specialist services for a wider group of patients. In addition, the Trust manages services out of St Leonard's Hospital and the Mary Seacole Nursing Home.
Homerton aims to ensure equality and value diversity, and we are committed to inclusion for all of our staff. This is reflected in our policies, procedures and People Plan. All of our staff are expected to embody our Trust values at all times.
We are also committed, through our Fair Recruitment Standards, to ensuring all applicants are treated fairly.
Homerton has a proud tradition of supporting and developing its staff, including its well-regarded and valued nursing community, and all staff are able to take advantage of a great range of benefits.
Homerton is proud to have been included on the HSJ & Nursing Times Best Places to Work list.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s on this page.
- Service Delivery:1.1 Working a total of 37.5 hours per week, to provide reception cover usually during core hours within 7.30am and 9pm Monday to Friday.1.2 To help in the running of the Education Centre, providing professional reception services and high standard quality customer care, whilst dealing with enquiries from visitors.1.3 To organise room bookings for the Education Centre, ensuring appropriate venue, layout, equipment, and catering facilities are identified, arranged, and provided.1.4 To be able to input, maintain and retrieve data from all relevant computer systems, to maintain computerised Education Centre room/function booking systems to ensure an effective venue booking, confirmation, including sending out cancellation letters and invoicing service.1.5 To regulate the access to the Education Centre by ensuring anyone accessing the building is entitled to do so by checking staffs ID and requesting visitors to sign the visitors book.1.6 To, efficiently and effectively, handle telephone enquiries from Homerton staff, external contacts, and contractors by directing the caller to the appropriate person or taking detailed messages.1.7 To collect, separate and distribute incoming post and couriered items for the Centre.1.8 To liaise with other departments, hospitals and organisations as required within the context of the role.1.9 To support the Education Centre Manager and centre users with a range of activities to support the effective running of sessions and the centre. An indication of those duties is: Retrieve and upload Power Points presentations. Copy typing. Database administration Data input Collating of data General administration duties to include photocopying/filing/scanning. Troubleshooting AV/IT issues Raising requisitions1.10 To support with the organisation of courses and external events and the provision of hospitality, including catering from Trust approved contractors as requested by the Centre Manager.1.11 To move furniture and equipment (e.g. chairs, tables) using appropriate moving and handling techniques and equipment in accordance with room layout requests for teaching and hospitality functions taking place within the Education Centre.1.12 To ensure equipment is available, arranged, set up and in working order prior to the event. Equipment to include data projectors, notice boards, tables, flip chartstands and pens and paper, and setting up cameras for online meetings.1.13 To ensure all information relating to events is accurately and clearly displayed throughout the Education Centre.1.14 To assist in keeping the Education Centre fully and appropriately stocked and in working order.1.15 To carry out regular daily checks to the Education Centre making sure thatcleanliness and safety is observed throughout the building.1.16 To undertake the role of qualified First Aider and to keep up to date with any training.1.17 To undertake the role of Fire Warden and to complete monthly checks of the Education Centre and to inform the Fire Officer of any issues relating to fire hazards
- Service Improvement:2.1 To proactively look for any faults or maintenance repairs to be undertaken in the Centre or after receiving notice of such, to report them accordingly.2.2 To liaise with ISS/estates to complete the monthly cleaning audits of the Education Centre and to communicate any issues to the Education Centre Manager.2.3 To work with the Education Centre Manager and other centre users in matters relating to Health & Safety for patients, visitors, and staff to reduce, and where possible, eliminate hazards.2.4 To work with the Centre Manager to constantly develop and enhance the service provided.
- Teamwork and leadership:3.1 To co-ordinate alongside other members of the Team to induct and train all new starters where relevant to role.3.2 To show engagement with one to ones, appraisal and personal and professional development required for role contributing to the achievement of annual Trust, departmental and personal objectives.3.3 Ensure transparent communication across workstreams to enable collaboration,innovation and support seeking support where required.3.4 Seek out and provide feedback in line with trust values to improve service.3.5 Actively collaborate with the wider Team to achieve organisational goals.3.6 To provide appropriate cover, within scope and capacity, to other members of the team when they are absent demonstrating effective teamwork and promoting constructive departmental relationships.3.7 To undertake the duties outlined in job description under the guidance and instruction from line manager.3.8 To carry out any other relevant associated duties, within scope and capacity embracing training if required, as requested by the line manager.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s on this page.
- Service Delivery:1.1 Working a total of 37.5 hours per week, to provide reception cover usually during core hours within 7.30am and 9pm Monday to Friday.1.2 To help in the running of the Education Centre, providing professional reception services and high standard quality customer care, whilst dealing with enquiries from visitors.1.3 To organise room bookings for the Education Centre, ensuring appropriate venue, layout, equipment, and catering facilities are identified, arranged, and provided.1.4 To be able to input, maintain and retrieve data from all relevant computer systems, to maintain computerised Education Centre room/function booking systems to ensure an effective venue booking, confirmation, including sending out cancellation letters and invoicing service.1.5 To regulate the access to the Education Centre by ensuring anyone accessing the building is entitled to do so by checking staffs ID and requesting visitors to sign the visitors book.1.6 To, efficiently and effectively, handle telephone enquiries from Homerton staff, external contacts, and contractors by directing the caller to the appropriate person or taking detailed messages.1.7 To collect, separate and distribute incoming post and couriered items for the Centre.1.8 To liaise with other departments, hospitals and organisations as required within the context of the role.1.9 To support the Education Centre Manager and centre users with a range of activities to support the effective running of sessions and the centre. An indication of those duties is: Retrieve and upload Power Points presentations. Copy typing. Database administration Data input Collating of data General administration duties to include photocopying/filing/scanning. Troubleshooting AV/IT issues Raising requisitions1.10 To support with the organisation of courses and external events and the provision of hospitality, including catering from Trust approved contractors as requested by the Centre Manager.1.11 To move furniture and equipment (e.g. chairs, tables) using appropriate moving and handling techniques and equipment in accordance with room layout requests for teaching and hospitality functions taking place within the Education Centre.1.12 To ensure equipment is available, arranged, set up and in working order prior to the event. Equipment to include data projectors, notice boards, tables, flip chartstands and pens and paper, and setting up cameras for online meetings.1.13 To ensure all information relating to events is accurately and clearly displayed throughout the Education Centre.1.14 To assist in keeping the Education Centre fully and appropriately stocked and in working order.1.15 To carry out regular daily checks to the Education Centre making sure thatcleanliness and safety is observed throughout the building.1.16 To undertake the role of qualified First Aider and to keep up to date with any training.1.17 To undertake the role of Fire Warden and to complete monthly checks of the Education Centre and to inform the Fire Officer of any issues relating to fire hazards
- Service Improvement:2.1 To proactively look for any faults or maintenance repairs to be undertaken in the Centre or after receiving notice of such, to report them accordingly.2.2 To liaise with ISS/estates to complete the monthly cleaning audits of the Education Centre and to communicate any issues to the Education Centre Manager.2.3 To work with the Education Centre Manager and other centre users in matters relating to Health & Safety for patients, visitors, and staff to reduce, and where possible, eliminate hazards.2.4 To work with the Centre Manager to constantly develop and enhance the service provided.
- Teamwork and leadership:3.1 To co-ordinate alongside other members of the Team to induct and train all new starters where relevant to role.3.2 To show engagement with one to ones, appraisal and personal and professional development required for role contributing to the achievement of annual Trust, departmental and personal objectives.3.3 Ensure transparent communication across workstreams to enable collaboration,innovation and support seeking support where required.3.4 Seek out and provide feedback in line with trust values to improve service.3.5 Actively collaborate with the wider Team to achieve organisational goals.3.6 To provide appropriate cover, within scope and capacity, to other members of the team when they are absent demonstrating effective teamwork and promoting constructive departmental relationships.3.7 To undertake the duties outlined in job description under the guidance and instruction from line manager.3.8 To carry out any other relevant associated duties, within scope and capacity embracing training if required, as requested by the line manager.
Person Specification
Education/Qualifications
Essential
- GCSE English and Maths grade 4/5 (grade C) or above or equivalent (such as Functional Skills English and Maths Level 3)
Skills/Abilities
Essential
- Ability to communicate courteously and relevantly with all and demonstrate good interpersonal skills.
- Able to manage competing demands and to prioritise under pressure.
Desirable
- Ability to use of Microsoft Word, Excel, and Outlook
Experience
Essential
- Experience of working with people to deliver a service.
Desirable
- Experience in operating an office-based reception service, working with visitors and/or members of the public.
Trust Values
Essential
- Understanding and demonstration of the Trust Values
Person Specification
Education/Qualifications
Essential
- GCSE English and Maths grade 4/5 (grade C) or above or equivalent (such as Functional Skills English and Maths Level 3)
Skills/Abilities
Essential
- Ability to communicate courteously and relevantly with all and demonstrate good interpersonal skills.
- Able to manage competing demands and to prioritise under pressure.
Desirable
- Ability to use of Microsoft Word, Excel, and Outlook
Experience
Essential
- Experience of working with people to deliver a service.
Desirable
- Experience in operating an office-based reception service, working with visitors and/or members of the public.
Trust Values
Essential
- Understanding and demonstration of the Trust Values
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).
