Job summary DRS Qualifications Administrative Assistant, Band 2 (22.5 hours a week) To provide effective and competent administrative support for all qualifications provided by the Gloucestershire Retinal Education Group (GREG To consistently deliver excellent levels of communication; promoting strong working relationships across all Education partners The GREG qualifications use online learning systems, including Moodle, so the role will include use of these learning systems and guiding users of all levels to understand and use the systems The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation. Main duties of the job Administrative support for the DRS Qualifications Administrator and the wider Gloucestershire Research and Education (GREG) team including answering student and learner queries on the phone and email. About us Gloucestershire Hospitals is one of the largest hospital trusts in England serving a diverse population of almost 620,000 people. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. Our people are at the heart of what we do. Our workforce is almost 9,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas. We also have exceptional teams of professional services staff underpinning our vision every step of the way. We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff. We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued. Respecting and valuing differences will help to ensure that our policies and services reflect the needs and experiences of the people and community we serve. Date posted 18 February 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pa pro rata Contract Fixed term Duration 12 months Working pattern Part-time Reference number 318-25-T0156 Job locations Gloucestershire Royal Hospital (The Orchard Centre) Gloucester GL1 3NN Job description Job responsibilities To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager Ensure administrative deadlines are observed as directed by the Qualifications Manager Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators. Monitor student or invigilator problems during examination period and book re-sits as required Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved Process students work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete Communicate learner progress to managers Support the wider qualifications admin team with course invoicing arrangements Work collaboratively with colleagues in the Hospital Trust, University of Gloucestershire, sections of the NHS Diabetic Eye Screening Programme and other national screening programmes within the UK and overseasSupport the organisation of student assessments at designated centres around the UK. Under the direction of the Qualifications Manager, liaise with students and assessors to ensure dates, facilities, equipment and personnel are available Circulate paperwork for meetings in a timely manner, making hard copies available if required as directed by the Qualifications Manager Prepare agendas, take minutes and distribute notes of meetings including typing up of relevant notes and filing correctly Photocopy and process documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes Administrate meeting room bookings as directed by the Qualifications Manager Order and maintain general office supplies Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales, problem solving where required. Have a flexible/adaptable approach to their work in order to meet various deadlines Carry out other appropriate delegated duties as required Job description Job responsibilities To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager Ensure administrative deadlines are observed as directed by the Qualifications Manager Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators. Monitor student or invigilator problems during examination period and book re-sits as required Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved Process students work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete Communicate learner progress to managers Support the wider qualifications admin team with course invoicing arrangements Work collaboratively with colleagues in the Hospital Trust, University of Gloucestershire, sections of the NHS Diabetic Eye Screening Programme and other national screening programmes within the UK and overseasSupport the organisation of student assessments at designated centres around the UK. Under the direction of the Qualifications Manager, liaise with students and assessors to ensure dates, facilities, equipment and personnel are available Circulate paperwork for meetings in a timely manner, making hard copies available if required as directed by the Qualifications Manager Prepare agendas, take minutes and distribute notes of meetings including typing up of relevant notes and filing correctly Photocopy and process documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes Administrate meeting room bookings as directed by the Qualifications Manager Order and maintain general office supplies Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales, problem solving where required. Have a flexible/adaptable approach to their work in order to meet various deadlines Carry out other appropriate delegated duties as required Person Specification Qualifications, Knowledge and Experience Essential Proficiency in Microsoft Office Good standard of general education with particular strengths in English Language at GCSE Grade C or above or equivalent Experience working in team administration Experience of good customer service Ability to work effectively as a team member Be able to prioritise tasks and manage time effectively Desirable Understanding or experience of working with adult learners Experience working in educational administration Person Specification Qualifications, Knowledge and Experience Essential Proficiency in Microsoft Office Good standard of general education with particular strengths in English Language at GCSE Grade C or above or equivalent Experience working in team administration Experience of good customer service Ability to work effectively as a team member Be able to prioritise tasks and manage time effectively Desirable Understanding or experience of working with adult learners Experience working in educational administration 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. Employer details Employer name Gloucestershire Hospitals NHS Foundation Trust Address Gloucestershire Royal Hospital (The Orchard Centre) Gloucester GL1 3NN Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)