AHP Workforce Development Team Administrator

4 weeks ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

Job summary

The Allied Health Professionals Workforce Development Team are looking for an enthusiastic and able administrator to join the team.

You will be a central point of contact for the service and will be responsible for updating and maintaining records of activity.

The successful candidate will provide a proactive and comprehensive administration service that supports educational and development initiatives. This would include maintaining accurate attendance records, updating teaching material, taking minutes/ notes from meetings, updating progress trackers and other general office management duties.

The team is supportive and friendly and we look forward to welcoming applications from diverse backgrounds.

Main duties of the job

The key functions of this job are to establish, maintain and facilitate the efficient administration processes for education and development activities, in particular, the AHP Workforce Development programme. The post holder will be required to work as a member of the team providing a comprehensive administrative, data input, secretarial, clerical and administrative service within the team, as directed by the AHP Workforce Development Lead or deputy.

The post holder is required to contribute to the seamless provision of a customer orientated, flexible quality driven and responsive department.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

1. To take responsibility for initiating, implementing and maintaining all required office management systems.

2. To be responsible for maintaining accurate filing and recording systems and carrying out general filing duties as needed.

3. To be responsible for drafting, typing documentation, promptly, professionally and accurately as requested.

4. To co-ordinate and manage bespoke long and short term events, this includes responsibility for venues, refreshments, registers, equipment, learning materials and liaising with any other internal and external facilitators and departments as necessary.

5. Support the AHP Workforce Development team with the co-ordination of Trust events and programmes as required.

6. To be work with the senior team to co-ordinate the update and maintenance of the AHP Workforce Development Intranet pages, links and bookshelves.

7. Continuously monitor bookings and capacity to avoid wasted resources, unnecessary cancellation fees and staff time.

8. Design and circulate marketing material flyers, direct emails, posters all user emails and any other appropriate method as requested.

9. To deal with and make enquiries on behalf of self and team members in a professional, courteous and efficient manner; to ensure satisfactory resolution

10. To support the accurate maintenance of departmental records

11. To provide a range of monitoring and evaluative information regarding activities within own areas of work

12. Work as a member of the wider Workforce Development team, working with colleagues within the department and in the Trust to achieve departmental and Trust wide objectives.

13. To take notes/minutes of meeting as requested; co-ordinate and monitor follow up activities

14. To input data into the ESR system as required, as well as update and maintain any paper or other computerise financial and activity records as required

15. Liaising and relaying information to Managers and staff within the Trust as requested

16. To promote and maintain good working relationships both internally and externally to the Trust.

17. Behave at all times as an ambassador for the organisation and exhibit the highest professional and personal standards

Freedom to Act:

Support the evaluation of training delivery, including collation of feedback, entering on database, assisting with analysis and follow up of action plans for improvement.

2. Implement policies and procedures for own work area and actively propose policy or service changes to improve service delivery, reporting and analysis within own area of responsibility

Workforce

Provide advice and signposting to Trust staff as required Responsible for own personal development and participation in appraisal.

Financial

1. Adhere to the financial standing instructions of the Trust

2. Contribute to the accurate reporting of training expenditure as required, HEE quarterly and annual returns.

3. Contribute to financial planning for the department.

4. Active participation in provision of innovative ideas to maximise income generation opportunities for the education and development service.

5. Contribute to the development of effective marketing strategies to support income generation for the education and development service.

6. Contribute to the tendering of bids on range of issues relevant to the outcomes of Learning Needs Analysis for the organisation to ensure value for money.

7. Monitor, record and report on activity including finances as required.

Communications and Relationships

The post holder is expected to communicate in a helpful, articulate and customer services orientated manner with individuals and professions across the Trust in regards to disseminating training information and responding to queries.

Internal

All staff across 2 sites

Directorate Heads, deputies and managers

Service Managers

HR Business Partners

Practice Development Staff

External

NHSE London

Training Providers/Consultants

Higher Education Institutes

Local and National training networks

Person Specification

Qualifications & Training

Essential

GCSE English, Maths or equivalent NVQ Level 3 in Business or Customer Services, or equivalent

Experience

Essential

2 years administrative experience including initiating and maintaining office systems. Co-ordinating events as appropriate preparing handouts, setting up training rooms, materials, catering, etc.

Desirable

Experience of working in an administrative role within an NHS or Training/Education setting. Experience of working with Allied Health Professionals

Knowledge & Skills

Essential

High level of IT literacy, good working knowledge of Outlook, Microsoft Word and Excel. Knowledge and ability to initiate implement and maintain office management systems; Able to produce documents as required - letters, posters, briefing notes, etc Thorough understanding of the application of good customer services Ability to take and transcribe minutes Able to plan workload to meet priorities and deadlines Able to maintain confidentiality Able to work effectively as member of a team and on their own Ability to perform and deliver under pressure of tight deadlines/circumstances.

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