Pre-Graduate Development Administrative Assistant
South Warwickshire University NHS Foundation Trust
The post holder will be expected to have had experience in providing administrative support for a service and will have good knowledge and use of Microsoft Office including Outlook, Excel, and Word. The candidate should be confident in taking minutes, managing diaries, and ordering supplies.
Main duties of the job
To assist with the day-to-day running of the Learning and Development department.
To provide administrative and clerical support to the Learning and Development department and Tutors.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust has been rated as outstanding following our latest inspection by the CQC, and we are recruiting new staff to help us improve even further. In addition, our staff survey results have placed us 4th in the country for the recommended place to work.
We provide services across Warwickshire and beyond, ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa, and Shipston-on-Stour to Community Services across the county. We are a progressive, expanding organization with great ambition around improving quality, integrating pathways, and delivering high levels of productivity. Our values can be summed up in one sentence: We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process, you will be asked to think about how you demonstrate these values and how they impact your work. It doesn't matter what role you do, whether it is patient-facing or not; we are all working in the same way with our values at the core.
Job responsibilities
To support the Learning and Development Department in dealing with queries, both by email and on the telephone, from staff in a polite and helpful manner and refer them on as appropriate.
To provide administrative support and management of the Trust learning management and room booking systems and processes. This may include e-learning and induction packages, study leave databases, ESR, and Recruitment tracking system (TRAC) as relevant to the post.
To take responsibility for the accurate input of information into databases in a timely and efficient manner.
Produce relevant information in the form of data spreadsheets or by populating report templates.
To provide guidance and advice to apprentices and work experience candidates.
To provide administrative support for the day-to-day activity of the department, including the preparation and distribution of reports, documents, and papers for meetings as well as other sub-committees and/or working groups related to the department as requested.
To participate in taking notes in relevant department meetings.
Communicate and raise concerns where there are risks or errors.
Act as a communication link for the department with service users within the Trust and externally.
To support trainers and other center users in identifying suitable venues for learning events and meetings, and confirming the requirements for those events.
To work with the induction lead in the development of e-learning training packages, and also the maintenance of the postgraduate medical education intranet pages.
To complete relevant documentation for catering for meetings and courses when requested, and take to the Catering Department within their notice requirements.
Provide first-line technical support, assistance, and training to center users on the use of audio-visual equipment, including diagnosing and rectifying equipment faults, and raising unresolved issues to the IT Department as appropriate.
To order, receive, and distribute stationery items and complete relevant documentation.
Person Specification
Qualifications
* Level 2 Apprenticeship in relevant area Business Administration or equivalent.
* At least 1 year of experience working in an administration office.
Experience
* Experience of working with a computer system.
* Ability to use computer software packages e.g. Word, Excel at intermediate level.
* Excellent concentration skills for inputting data.
* Experience working with NHS learning management systems and processes.
Skills
* Knowledge of the Data Protection Act.
* Good understanding of Confidentiality.
Personal Qualities
* Ability to organize own workload.
* Excellent communication skills.
* Confident telephone manner.
* Able to work on own initiative and as part of a team.
* Able to work under pressure and keep calm in busy and difficult situations.
* Friendly, flexible, and positive attitude.
* Able to demonstrate a pleasant approachable manner to present a professional image of the department.
Other
* Willingness to participate in further skills training, as deemed appropriate for the job or career development.
* Be prepared to work across the trust both on hospital sites and in the community.
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.
South Warwickshire University NHS Foundation Trust
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