Job summary
The Horizon Centre is the education, training and research centre for Torbay and South Devon NHS Foundation Trust.
The Horizon administration team coordinates all training and education activity that takes place within the centre, both for face-to-face teaching and training booked via The Hive (online learning management system).
The centre is open from 8am until 5pm Monday to Friday, and is also available for evening and weekend booking. The Horizon administration team work on-site between these opening hours, Monday to Friday.
The role provides an opportunity to join Torbay and South Devon NHS Foundation Trust in an administration role and would suit those keen to progress, within education administration, business administration or other administration roles.
Main duties of the job
- The post holder will assist with the daily routines connected with the smooth running of the Horizon Centre service.
- The post holder will be required to deal with complex queries in relation to the Learning Management System using own initiative to problem solve.
- Provide professional and efficient reception duties with a clear focus on customer service for internal and external users at all times.
- To provide day to day advice, guidance and informal training to staff, on the usage of the Learning Management System (The Hive).
- To provide an efficient and effective administrative service across the education department.
- To arrange Directorate meetings and take minutes.
- Involvement in corporate and external events including, traineeship and apprenticeship events as an when required.
- The post holder will be responsible for the administration of the day to day running of the Horizon Centre including room bookings, reception duties, room set up, administering feedback, etc.
- Provide administrative support as required for external accreditation visits and collate information as required under the various educational contracts.
- Alongside the Horizon Centre Coordinator, the post holder is responsible for ensuring the service is managed effectively in the absence of the Horizon Centre and LMS Support Manager.
About us
The post holder will work with a team of people to ensure the effective delivery of service provision for the education directorate.
The post holder will be required to support different leads and areas of education.
The post holder will be required to manage daily unpredictable conflicting priorities in the management of the Horizon centre administration. The post holder will be expected to deliver conflicting demands and meet deadlines.
The Horizon Centre admin team is based in the entrance foyer and Horizon office within the Horizon Centre and Torbay Hospital. It is led by the Horizon Centre Manager.
Job description
Job responsibilities
Communication and working relationships
- Undertake reception duties, handle enquiries and provide first-class customer service.
- Able to prioritise effectively, dealing with face-to-face enquiries before any online queries.
- Take comprehensive messages, dealing with post, e-mails, phone call and face-to-face queries in a timely and professional manner.
- Use Outlook to manage email and calendars effectively.
- To work closely with the other members of the centre team to ensure the efficient delivery of customer service.
- To meet with users of the centre to discuss specific needs and make appropriate arrangements.
- Provide support to external users of the Centre as and when required.
- Liaise with internal and external training providers, venues and internal/external customers.
Planning and organisation
- Provide daily room checks at start of day and end of day to ensure room space is set up and suitable for teaching and learning.
- Conduct regular checks of rooms and shared spaces with the Horizon Centre throughout the day.
- Proactively seek feedback on customer service and manage initiatives to improve user experience.
- To ensure robust processes are in place for the effective administration of the Horizon centre service.
- To support trainers and subject matter experts in planning and organising complex teaching, courses and events.
- To prepare paperwork for meetings, training, etc., as required.
- To arrange travel, parking and accommodation as and when required.
Analytical and judgement
- Provide relevant activity reports generated by the Learning Management System, e.g. Opel 4 training reports
- Maintain records and databases in line with requirements.
- To coordinate learner feedback, analysing and producing reports where necessary.
Responsibility and accountability
- Preparing and printing registers and logging attendance via The Hive.
- Recognise hazards within the centre and report, in line with Trust policy.
- Support the Horizon system for reserved parking spaces, including responding to enquiries, confirming bookings and updating signage daily.
- Share responsibility for responding to enquiries via the IT helpdesk related to The Hive.
- Monitor stationery use for the centre, e.g. photocopier paper.
- To provide administration to a number of education programmes as delegated by the Horizon Centre Support Manager and as required by the team leads.
- To manage day to day queries in relation to the Learning Management System, using own imitative and problem solving.
- Meet and greet new users of the Centre.
- To manage the opening and closing procedure for the centre.
- To arrange and take minutes of any Education meetings as required.
Responsibility for users
- Undertake all communication in a way that is appropriate to the communication needs of the user.
Policy and service responsibility
- Complete photocopying, post sorting and other general or shared office duties.
- Attend relevant training and act as fire warden for the Horizon Centre.
- Understand and follow GDPR and confidentiality policy.
- Use Datix to report incidents, where appropriate.
- Undertake additional duties as required, commensurate with the level of the job.
Responsibility for finance, equipment and other resources
- Order stationery on Unit 4.
- Receive and administer invoices.
- Responsible for setting up and the delivery/collection of all training equipment/materials where necessary.
- Provide basic training on how to use the Av/Media equipment in the building.
Responsibility for supervision, leadership and management
- There are no line management responsibilities for this post.
- Support team members and volunteers, as appropriate.
- Responsible for ensuring the service runs effectively in the absence of the Horizon Centre / LMS Support Manager.
- To manage the opening and closing procedure for the centre.
Information technology and administrative duties
- Word processing, data inputting and other administrative support, including compiling correspondence as required.
- Ability to add data to Excel spreadsheets.
- Responsibility for accurate data input onto the Trusts learning management systemn (The Hive).
- Effectively use the Microsoft booking system for managing room booking requests and changes.
- Act as a requistioner for purchases using Unit 4.
- Maintaining the electronic filing systems, retrieving and filing information.
- Provide minute taking of meetings across the Directorate
- To provide administration support to education Icon (Intranet) pages ensuring these are kept up to date.
Responsibility for research and development
- Actively engage in mandatory training, additional training and achievement reviews.
Undertake professional development and training, as necessary
Job description
Job responsibilities
Communication and working relationships
- Undertake reception duties, handle enquiries and provide first-class customer service.
- Able to prioritise effectively, dealing with face-to-face enquiries before any online queries.
- Take comprehensive messages, dealing with post, e-mails, phone call and face-to-face queries in a timely and professional manner.
- Use Outlook to manage email and calendars effectively.
- To work closely with the other members of the centre team to ensure the efficient delivery of customer service.
- To meet with users of the centre to discuss specific needs and make appropriate arrangements.
- Provide support to external users of the Centre as and when required.
- Liaise with internal and external training providers, venues and internal/external customers.
Planning and organisation
- Provide daily room checks at start of day and end of day to ensure room space is set up and suitable for teaching and learning.
- Conduct regular checks of rooms and shared spaces with the Horizon Centre throughout the day.
- Proactively seek feedback on customer service and manage initiatives to improve user experience.
- To ensure robust processes are in place for the effective administration of the Horizon centre service.
- To support trainers and subject matter experts in planning and organising complex teaching, courses and events.
- To prepare paperwork for meetings, training, etc., as required.
- To arrange travel, parking and accommodation as and when required.
Analytical and judgement
- Provide relevant activity reports generated by the Learning Management System, e.g. Opel 4 training reports
- Maintain records and databases in line with requirements.
- To coordinate learner feedback, analysing and producing reports where necessary.
Responsibility and accountability
- Preparing and printing registers and logging attendance via The Hive.
- Recognise hazards within the centre and report, in line with Trust policy.
- Support the Horizon system for reserved parking spaces, including responding to enquiries, confirming bookings and updating signage daily.
- Share responsibility for responding to enquiries via the IT helpdesk related to The Hive.
- Monitor stationery use for the centre, e.g. photocopier paper.
- To provide administration to a number of education programmes as delegated by the Horizon Centre Support Manager and as required by the team leads.
- To manage day to day queries in relation to the Learning Management System, using own imitative and problem solving.
- Meet and greet new users of the Centre.
- To manage the opening and closing procedure for the centre.
- To arrange and take minutes of any Education meetings as required.
Responsibility for users
- Undertake all communication in a way that is appropriate to the communication needs of the user.
Policy and service responsibility
- Complete photocopying, post sorting and other general or shared office duties.
- Attend relevant training and act as fire warden for the Horizon Centre.
- Understand and follow GDPR and confidentiality policy.
- Use Datix to report incidents, where appropriate.
- Undertake additional duties as required, commensurate with the level of the job.
Responsibility for finance, equipment and other resources
- Order stationery on Unit 4.
- Receive and administer invoices.
- Responsible for setting up and the delivery/collection of all training equipment/materials where necessary.
- Provide basic training on how to use the Av/Media equipment in the building.
Responsibility for supervision, leadership and management
- There are no line management responsibilities for this post.
- Support team members and volunteers, as appropriate.
- Responsible for ensuring the service runs effectively in the absence of the Horizon Centre / LMS Support Manager.
- To manage the opening and closing procedure for the centre.
Information technology and administrative duties
- Word processing, data inputting and other administrative support, including compiling correspondence as required.
- Ability to add data to Excel spreadsheets.
- Responsibility for accurate data input onto the Trusts learning management systemn (The Hive).
- Effectively use the Microsoft booking system for managing room booking requests and changes.
- Act as a requistioner for purchases using Unit 4.
- Maintaining the electronic filing systems, retrieving and filing information.
- Provide minute taking of meetings across the Directorate
- To provide administration support to education Icon (Intranet) pages ensuring these are kept up to date.
Responsibility for research and development
- Actively engage in mandatory training, additional training and achievement reviews.
Undertake professional development and training, as necessary
Person Specification
Desirable criteria
Essential
- Good presentation and accuracy of work.
- Good written and verbal communication skills.
- Time Management skills in order to prioritise and meet conflicting deadlines.
- Proven administrative and IT experience.
- Ability to work as part of a team.
Desirable
- Level 2 Business Admin or Customer Service qualification.
- Previous experience of working in the NHS.
- Previous work in reception role.
- Knowledge of Moodle platforms and Learning management systems (LMS)
- Familiarity with audio visual equipment, e.g. speakers, screens, HDMI cables.
Person Specification
Desirable criteria
Essential
- Good presentation and accuracy of work.
- Good written and verbal communication skills.
- Time Management skills in order to prioritise and meet conflicting deadlines.
- Proven administrative and IT experience.
- Ability to work as part of a team.
Desirable
- Level 2 Business Admin or Customer Service qualification.
- Previous experience of working in the NHS.
- Previous work in reception role.
- Knowledge of Moodle platforms and Learning management systems (LMS)
- Familiarity with audio visual equipment, e.g. speakers, screens, HDMI cables.
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).