Job summary
An exciting opportunity has arisen for a full-time Administrative Assistant to join the Education & Workforce Development team at the Newcastle upon Tyne Hospitals NHS Foundation Trust working 37.5 hours per week, Monday to Friday.
You will be the first point of contact for visitors to the Education Centre reception, ensuring the smooth and efficient running of the centre. You will administer any staff training records, manage room bookings in our busy facility and assist visitors and staff with their queries. A second major component of the role includes the provision of clerical and administrative support to colleagues and the Senior Workforce Development Officer in data entry on our current Training Management System.
Interested candidates should preferably have receptionist experience, good communication skills, the ability to organise your own workload, maintaining confidentiality and flexible working are key requirements. You will also need to have excellent customer service skills and be capable of working on multiple tasks using your own initiative, as well as being a 'team player'.
- Interview Date Monday, 04 December 2023
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
- Provide general administration and reception support to the Education and Workforce Development Department, supporting identified projects as and when directed, including:
- Manage all 'front of house' administration tasks including reception duties, general enquiries, message point and hospitality.
- Be responsible for booking and allocation of facilities using the Room Booking System to ensure accurate occupancy reporting. Negotiating with staff and liaising with Senior Workforce Development Officer and Managers to optimise room use.
- Deal with telephone enquiries, e-mails and personal callers in a professional manner, redirecting enquiries, taking messages and responding as appropriate using relevant office systems.
- Place maintenance orders with works department using available systems and methods.
- To assist both internal and external service users enabling effective programme or event delivery.
- Supporting the Trust Corporate Induction process
This position is also available on a secondment basis. If you are applying for this post as a secondment opportunity, please seek approval from your current Line Manager prior to submitting your application.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
We are part of the People Directorate and working in partnership with key stakeholders our aim is to ensure we have right staff with the right skills, knowledge and behaviour to deliver high quality, safe and compassionate care to our patients. We support the Trusts workforce objective which is to be the preferred NHS employer, and to recruit, develop and retain a quality, flexible workforce capable of delivering healthcare at its very best with a personal touch.
The Trust is highly committed to the development of its workforce, and it provides many opportunities for staff to develop in their current role and for future roles. Education & Workforce Development is an integrated function bringing together the development of medical and non-medical staff.
- The post holder will primarily be responsible for reception and providing clerical and administrative support to the Education and Workforce Development Facility and assist with the general running of the facilities, including bookings, updating records following completion of education and training programmes.
- Good organisational skills and telephone manner are a mandatory requirement and knowledge of the hospital environment would be desirable but not essential.
- First point of contact for visitors to the Education Centre reception, ensuring the smooth and efficient running of the reception.
- Administer the booking, recording and updating of staff training records.
- Manage room bookings in our busy facility
- Assist visitors and staff with their queries.
- Provide clerical and administrative support to colleagues and the Senior Workforce Development Officer in
- Data entry and the creation of courses, offerings and classes on our current Training Management System
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
We are part of the People Directorate and working in partnership with key stakeholders our aim is to ensure we have right staff with the right skills, knowledge and behaviour to deliver high quality, safe and compassionate care to our patients. We support the Trusts workforce objective which is to be the preferred NHS employer, and to recruit, develop and retain a quality, flexible workforce capable of delivering healthcare at its very best with a personal touch.
The Trust is highly committed to the development of its workforce, and it provides many opportunities for staff to develop in their current role and for future roles. Education & Workforce Development is an integrated function bringing together the development of medical and non-medical staff.
- The post holder will primarily be responsible for reception and providing clerical and administrative support to the Education and Workforce Development Facility and assist with the general running of the facilities, including bookings, updating records following completion of education and training programmes.
- Good organisational skills and telephone manner are a mandatory requirement and knowledge of the hospital environment would be desirable but not essential.
- First point of contact for visitors to the Education Centre reception, ensuring the smooth and efficient running of the reception.
- Administer the booking, recording and updating of staff training records.
- Manage room bookings in our busy facility
- Assist visitors and staff with their queries.
- Provide clerical and administrative support to colleagues and the Senior Workforce Development Officer in
- Data entry and the creation of courses, offerings and classes on our current Training Management System
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- Educated to A Level standard/NVQ 3 or equivalent qualification or relevant experience
- English Language GCSE grade 4 or above or equivalent qualification or relevant experience
Knowledge & Experience
Essential
- Clear understanding of Respect and Confidentiality
- Microsoft Office software packages including Word, Excel, Outlook and PowerPoint
- Knowledge and experience of administrative procedures
- Excellent Customer Service Skills
- Previous experience of working in a busy office environment
- Experience of working with minimum supervision whilst working within standard operating procedures
Desirable
- Understanding of the NHS, including recent reforms. - Caldecott Guardians - Freedom of Information Act - Data Protection Act
- Previous experience of training management systems
Skills & Abilities
Essential
- Excellent Communication Skills
- Excellent Keyboard Skills
- Excellent Telephone Manner
- Able to communicate at various levels and in various forms
- Ability to undertake a full range of clerical and administrative duties
- Excellent Listening Skills
- Flexible Approach to work
- Ability to work under occasional pressure and meet deadlines
Desirable
- NHS administration experience
- Acknowledges and accommodates barriers to communication and understanding including speech, hearing, language and emotion
Person Specification
Qualifications & Education
Essential
- Educated to A Level standard/NVQ 3 or equivalent qualification or relevant experience
- English Language GCSE grade 4 or above or equivalent qualification or relevant experience
Knowledge & Experience
Essential
- Clear understanding of Respect and Confidentiality
- Microsoft Office software packages including Word, Excel, Outlook and PowerPoint
- Knowledge and experience of administrative procedures
- Excellent Customer Service Skills
- Previous experience of working in a busy office environment
- Experience of working with minimum supervision whilst working within standard operating procedures
Desirable
- Understanding of the NHS, including recent reforms. - Caldecott Guardians - Freedom of Information Act - Data Protection Act
- Previous experience of training management systems
Skills & Abilities
Essential
- Excellent Communication Skills
- Excellent Keyboard Skills
- Excellent Telephone Manner
- Able to communicate at various levels and in various forms
- Ability to undertake a full range of clerical and administrative duties
- Excellent Listening Skills
- Flexible Approach to work
- Ability to work under occasional pressure and meet deadlines
Desirable
- NHS administration experience
- Acknowledges and accommodates barriers to communication and understanding including speech, hearing, language and emotion
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).
