Training Administrator

Job responsibilities

To know the professional and personal scope of own practice.

To have the ability to work within Trust policies, procedures and departmental standards. To have an understanding of Trust structures.

To be competent in understanding and maintaining confidentiality in line with Data Protection Legislation and Caldicott Principles, Professional, National, Trust standards and policies whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances.

To abide by the Health and Safety Policies and Procedures and take responsibility for your own health and safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting system.

To be able to plan, organise and evaluate own workload and that of junior staff taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary.

Respond to telephone and personal enquiries, referring as appropriate to other team members.

Diary event bookings, exercising judgement to overcome scheduling issues.

Assist with the provision of hospitality if required at training events, travelling to external venues if required.

Prepare training rooms/venue prior to and following events.

Circulate training literature that advertises events and functions through the post and electronically.

Liaise with the relevant internal stakeholders and invite delegates to violence and aggression training events.

Process course nominations, and course/event confirmation letters.

Quality check data identifying and rectifying errors.

Monitor event bookings against available capacity and liaise with training management, other departments and relevant event leader.

Take action in the event of a programme being cancelled.

Communicate & review arrangements with programme leaders to ensure all required event material available to agreed timescales.

Copy & distribute completed Evaluation Forms to programme leader/speakers.

Use the Trusts training databases and system for internal and external training events to:

Book staff on courses.

Produce letters and address labels.

Produce programmes information.

Produce certificates.

Produce signing in sheets.

Set up classes on the database/training system.

Provide training histories when requested.

Run/manipulate established reports to show performance/exception data for individuals, departments and clinical service groups/directorates.

To have an understanding of Violence and Aggression training service provided by Mid Yorkshire Hospital Trust and understanding of the systems and processes involved in service provision.

Utilise the training database/system and be able to train others as and when required.

Be the lead administration role for specific training provisions, eg Violence and Aggression, First Aid.

Participate in training team meetings.

Ensure security of building and contents by following agreed procedures.

To be responsible for overseeing the liaising with outside suppliers and other agencies whilst chasing appliances/stock for training and meetings.

To be competent in the completion of relevant standardised forms and other official documents.

To be competent in the use of office machinery e.g. computer, and photocopier.

To contribute to the implementation of quality initiatives.

To remain flexible to meet the needs of the service to cover Car Parking Offices in other areas at times of annual leave, sickness, recruiting or training etc.

Qualifications

Essential

• GCSE English and Maths at grade c or above or equivalent.
• RSA 111 Word Processing or equivalent.

Desirable

• ECDL.
• ECDL Advanced.
• Computer training or qualifications.

Experience

Essential

• Previous experience of using Microsoft Word.
• Ability to use initiative.
• Dealing with the public both in person and on the phone.

Desirable

• Previous work experience within the healthcare setting.
• Previous use of internet/email.
• Previous experience of using Excel spreadsheets/Access databases.

Knowledge and Awareness

Essential

• Awareness of own limitations.
• Confidentiality.
• Keyboard skills.
• Word-processing skills.
• Computer Literacy.

Skills and Abilities

Essential

• Ability to demonstrate literacy and numeracy skills.
• Able to communicate clear and concise information both verbally and in writing.
• Ability to prioritise own workload.
• Experience of IT systems.

Personal Attributes

Essential

• Ability to work on own initiative and also as part of a team.
• Ability to work under pressure.
• Ability to demonstrate a flexible approach to working practice.
• Ability to adapt to new environments and changing situations.
• Ability to use negotiation skills and assertive skills appropriately.
• Ability to manage time effectively.
• Inter-personal and organisational skills.
• Trustworthy and reliable.
• Willingness to undergo any suitable training.
• Interested in personal development.
• Flexible approach to hours, site and conditions.
• Good attendance record.
• Appropriate level of fitness to carry out duties.
• Able to carry out concurrent activities.

Other

Essential

• Ability to satisfy Occupational Health screening.
• Adaptable and flexible according to the demands of the service.
• Understanding of need to maintain confidentiality.

Certificate of Sponsorship

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).