Job summary
Do you want to be part of an exciting team who
supports education and training for Primary Care teams? This is a varied and
pivotal administrative role within the Training Hub team where no two days
are the same.
NHSE Training Hubs lead on innovative approaches
to training and development for Primary Care. We support those on the
frontline to be able to deliver safe and caring services for patients. We
work across Herefordshire and Worcestershire. Linking with PCNs and practices
to offer workforce planning, staff development and training for all staff. We
are commissioned by the NHS via NHSE.
The administrator role
is varied and rewarding supporting senior management and educators with
projects and programs. The role allows creativity and innovation with event
arrangements, website involvement, schools events, supporting curriculum
planning and data collation. In addition there are the more traditional
administrative duties such as minute taking and diary management.
We
reserve the right to close this vacancy early if we receive sufficient
applications for the role. Therefore, if you are interested, please submit your
application as early as possible.
* This is a fixed term position for maternity cover*
*This position operates on a Hybrid model working at Nelson House, home and training venues across Herefordshire and
Worcestershire*
Main duties of the job
Supporting the Senior
Management Team and Educators in the Training hub team with administrative
functions to include minute taking, responding to email/telephone queries,
data collation etc.
Supporting,
co-ordinating and arranging a variety of events such as schools and colleges
careers days, educational events and award events.
Developing own ideas,
either leading, with support or as part of a team.
Giving administrative
support to educators with CPD accreditation, course development etc.
Leading on updates to
the website, newsletters and other comms.
Support Data collection
for a variety of reporting metrics for NHSE/ICB and other commissioning
bodies. In particular around workforce metrics.
Ensure the effective
deployment of the senior teams time (including diary management,
correspondence, arranging meetings and events, assembling agendas and meeting
papers and other core tasks).
Liaising with a wide
range of internal and external stakeholders.
About us
Taurus Healthcare was established in 2012, as the provider arm of the GP Federation serving 185,000 patients in Herefordshire. Founded and owned by the partners of the entire Herefordshire Primary Care community, Taurus is focused on providing excellent out of hospital services for patients. Our ethos is to provide high quality and cost-effective health outcomes that are delivered as close as possible to the patients home, whilst ensuring that patients who do require in hospital services are seen as quickly and effectively as possible.
At Taurus Healthcare we strive to create a diverse, inclusive workplace, and welcome applications from candidates from all backgrounds including those from Military Veterans and family members of serving personnel.
Taurus Healthcare offer many employee benefits, such as:
Due to current licence limitations, visa sponsorship is not available for this position. Applicants must already hold the right to work in the UK.
Job description
Job responsibilities
JOB PURPOSE
- Supporting the Senior Management Team and Educators in the Training hub team with administrative functions to include minute taking, training hub telephone queries, data collation etc.
- Ensure the effective deployment of the senior teams time (including diary management, correspondence, arranging meetings and events, assembling agendas and meeting papers, minute taking and other core tasks).
- Support Data collection for a variety of reporting metrics for HEE, NHSE/I and other commissioning bodies. In particular around workforce metrics.
- Supporting, co-ordinating and arranging a variety of events such as schools and colleges careers days, educational events and award events.
- Liaising with a wide range of staff both inside and external to the business.
KEY RELATIONSHIPS
Internal
Training Hub staff core team and educators
Business and Project Development Manager
IT team
Business Intelligence team
Finance team
Quality team
Director of Nursing and Quality
Communications team
HR team
External
General Practice
Primary care partners such as PCNs and other federations
ICB
Universities in particular Worcestershire, Wolverhampton and Birmingham City
Training providers
Communications teams in partner organisations
Commissioners at HEE, NHSE/I and other commissioning bodies
Main Responsibilities
The main responsibilities are set out below.
- Provide a full range of Personal Assistant and administration duties, including the taking of dictation and minutes, typing of correspondence and preparation and distribution of reports and other documents. To produce accurate work to a high level of presentation whilst working to tight timescales and deadlines.
- Following meetings to ensure that any follow-up action is identified, logged and proactively taken forward, prompting colleagues about action needed, as necessary.
- Handle sensitive queries in writing, by telephone or in person from colleagues, partner organisations, education providers and commissioners in an effective, sensitive manner as a representative of the Training Hub and Taurus Healthcare, to reflect a positive image. To be aware of sensitivities and reflect and interpret these accordingly wherever appropriate.
Support the senior team with data collation for workforce metrics and project/program data.
Use own initiative to determine what help can be provided to the senior team, to support and assist and act accordingly.
To assist in the production of documents, charts, tables, etc., by use of Microsoft IT Packages, e.g. Word, Excel, PowerPoint and use Outlook to disseminate certain information/documents by Email.
Provide project/program administrative support for senior team.
Provide project/program administrative support for educators as delegated by the senior team.
Support the training hub team members with any other administrative tasks as required such as correspondence, reports and presentations.
Support with planning, co-ordinating and facilitating meetings.
Management of electronic diaries. In particular PA function for the Chief Training hub Officer. Manage the diary in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands. Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment, ensuring any relevant deadlines are factored in.
Carry out research on behalf of the senior team through use of the internet and other media in respect of varying issues.
- Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role. Including the day to day updating of website materials and request to IT support services where required.
Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately.
To actively participate in any developmental work.
*A full Job Description & Person Specification is attached to this advert*
Job description
Job responsibilities
JOB PURPOSE
- Supporting the Senior Management Team and Educators in the Training hub team with administrative functions to include minute taking, training hub telephone queries, data collation etc.
- Ensure the effective deployment of the senior teams time (including diary management, correspondence, arranging meetings and events, assembling agendas and meeting papers, minute taking and other core tasks).
- Support Data collection for a variety of reporting metrics for HEE, NHSE/I and other commissioning bodies. In particular around workforce metrics.
- Supporting, co-ordinating and arranging a variety of events such as schools and colleges careers days, educational events and award events.
- Liaising with a wide range of staff both inside and external to the business.
KEY RELATIONSHIPS
Internal
Training Hub staff core team and educators
Business and Project Development Manager
IT team
Business Intelligence team
Finance team
Quality team
Director of Nursing and Quality
Communications team
HR team
External
General Practice
Primary care partners such as PCNs and other federations
ICB
Universities in particular Worcestershire, Wolverhampton and Birmingham City
Training providers
Communications teams in partner organisations
Commissioners at HEE, NHSE/I and other commissioning bodies
Main Responsibilities
The main responsibilities are set out below.
- Provide a full range of Personal Assistant and administration duties, including the taking of dictation and minutes, typing of correspondence and preparation and distribution of reports and other documents. To produce accurate work to a high level of presentation whilst working to tight timescales and deadlines.
- Following meetings to ensure that any follow-up action is identified, logged and proactively taken forward, prompting colleagues about action needed, as necessary.
- Handle sensitive queries in writing, by telephone or in person from colleagues, partner organisations, education providers and commissioners in an effective, sensitive manner as a representative of the Training Hub and Taurus Healthcare, to reflect a positive image. To be aware of sensitivities and reflect and interpret these accordingly wherever appropriate.
Support the senior team with data collation for workforce metrics and project/program data.
Use own initiative to determine what help can be provided to the senior team, to support and assist and act accordingly.
To assist in the production of documents, charts, tables, etc., by use of Microsoft IT Packages, e.g. Word, Excel, PowerPoint and use Outlook to disseminate certain information/documents by Email.
Provide project/program administrative support for senior team.
Provide project/program administrative support for educators as delegated by the senior team.
Support the training hub team members with any other administrative tasks as required such as correspondence, reports and presentations.
Support with planning, co-ordinating and facilitating meetings.
Management of electronic diaries. In particular PA function for the Chief Training hub Officer. Manage the diary in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands. Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment, ensuring any relevant deadlines are factored in.
Carry out research on behalf of the senior team through use of the internet and other media in respect of varying issues.
- Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role. Including the day to day updating of website materials and request to IT support services where required.
Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately.
To actively participate in any developmental work.
*A full Job Description & Person Specification is attached to this advert*
Person Specification
Skills
Essential
- Excellent communication skills, writing clearly for a range of audiences.
- Ability to deliver to agreed deadlines.
- Excellent organisational skills.
- Ability to work independently or as part of a team.
- Competent use of Microsoft Office programmes.
- Has a responsive, solution focused approach to addressing issues and barriers.
- Able to build and sustain good working relationships.
- Ability to utilise project management template to facilitate delivery, monitoring and reporting.
- Good level of accuracy and attention to detail.
Desirable
- Ability to learn new systems quickly.
- Ability to utilise project management template to facilitate delivery, monitoring and reporting.
Experience
Essential
- Experience of Primary Care
- Experience of working collaboratively with internal and external partners
- Experience of working as a PA Support role, including the management of busy diaries.
- Awareness of Health Education England and NHS England
- A good understanding of Confidentiality and Data Protection Act and GDPR
- Experience in producing correspondence, reports and presentations.
- Experience in accurate minute taking/transcribing.
- Experience in planning, co-ordinating and facilitating meetings.
- Experience in management of electronic diaries.
Desirable
- Experience of updating web based content as a day to day maintenance non specialist level.
Other Job Requirements
Essential
- Ability to travel around Herefordshire and Worcestershire as required, and further, as necessary.
- Clean driving licence and access to car to travel to meetings.
Personal Qualities & Attributes
Essential
- Can work as a team player.
- Is open and honest and acts with integrity.
- A good understanding of equality and valuing diversity principles.
Qualifications
Essential
- Evidence of ongoing professional development.
- NVQ Level 2 Business Administration.
- GCSE English or equivalent level.
- GCSE Mathematics or equivalent level.
Desirable
- Educated to A Level, or equivalent.
Person Specification
Skills
Essential
- Excellent communication skills, writing clearly for a range of audiences.
- Ability to deliver to agreed deadlines.
- Excellent organisational skills.
- Ability to work independently or as part of a team.
- Competent use of Microsoft Office programmes.
- Has a responsive, solution focused approach to addressing issues and barriers.
- Able to build and sustain good working relationships.
- Ability to utilise project management template to facilitate delivery, monitoring and reporting.
- Good level of accuracy and attention to detail.
Desirable
- Ability to learn new systems quickly.
- Ability to utilise project management template to facilitate delivery, monitoring and reporting.
Experience
Essential
- Experience of Primary Care
- Experience of working collaboratively with internal and external partners
- Experience of working as a PA Support role, including the management of busy diaries.
- Awareness of Health Education England and NHS England
- A good understanding of Confidentiality and Data Protection Act and GDPR
- Experience in producing correspondence, reports and presentations.
- Experience in accurate minute taking/transcribing.
- Experience in planning, co-ordinating and facilitating meetings.
- Experience in management of electronic diaries.
Desirable
- Experience of updating web based content as a day to day maintenance non specialist level.
Other Job Requirements
Essential
- Ability to travel around Herefordshire and Worcestershire as required, and further, as necessary.
- Clean driving licence and access to car to travel to meetings.
Personal Qualities & Attributes
Essential
- Can work as a team player.
- Is open and honest and acts with integrity.
- A good understanding of equality and valuing diversity principles.
Qualifications
Essential
- Evidence of ongoing professional development.
- NVQ Level 2 Business Administration.
- GCSE English or equivalent level.
- GCSE Mathematics or equivalent level.
Desirable
- Educated to A Level, or equivalent.
