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AHP Workforce Development Team Administrator

4 months ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable  over   staying comfortable; Listening   over  always knowing best; and Succeeding together  over  achieving alone. 

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

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.

Working for our organisation

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

Detailed job description and main 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 e.g. 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, e.g. 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

Essential criteria

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

Experience

Essential criteria

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

Desirable criteria

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

Knowledge & Skills

Essential criteria

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 – e.g. 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.

We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.

As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce. 

Please note, not all roles will meet the criteria for a skilled worker visa. 

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.