Band 3 Training and Education Administrator - Kingswood Civic Centre
The Learning & Development Team is looking for an enthusiastic and competent Administrator to join our Dynamic Administration team. Based at Kingswood Civic Centre, you will undertake a wide range of tasks involved in the administration of successful trust-wide training events, including booking venues, use of the LEARN system, as well as bespoke support to Trainers who run the courses. The work is varied and interesting, liaising with various stakeholders both internal and external, and a range of training opportunities will be available to help you develop your skills.
We look forward to hearing from you. Come and excel within a team that thrives on delivering exceptional customer service! For an informal discussion, please phone Marney Albert, Learning & Development Administration Manager at 0117 472 8159.
Main Duties of the Job
To provide a range of administrative and clerical support to the management, apprenticeship coordinator, and training team for the Training Dept.
1. To undertake the organisation and coordination of a range of training events, liaising with learning coordinators, trainers, associate trainers, managers, participants, and venues as required, ensuring all arrangements are carried out efficiently and promptly and using initiative to resolve problems.
2. To contribute to the efficient operation of the Training and Education Management systems through the accurate maintenance of filing systems and inputting of data.
3. To provide support to trainers at training venues; for example, to assist in registration, room setup, etc.
About Us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust), a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP, we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities, and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives, and knowledge to AWP, as diversity makes us stronger.
Job Responsibilities
General Duties:
1. Maintain and update training and education management systems for audit and reporting purposes. (Training will be provided).
2. Coordinate course venues, refreshments, and course resources ensuring accurate information is shared with attendees.
3. Provide administrative support to L&D Trainers and Clinical Fellows, which can include reports, organising meetings, and occasional minute-taking.
4. Respond to general enquiries coming into the office including telephone, face-to-face, written inquiries, and email, taking & passing on messages as required.
5. Behave courteously and efficiently at all times, ensuring a positive approach to any difficulties, and that all callers are responded to promptly and politely.
6. Act as a liaison and contact point for the education, training, and management team.
7. Deal courteously with staff, patients, relatives, and members of the public whilst maintaining confidentiality.
8. Receive, process, and sort post, ensuring that it is passed on to the relevant staff member as soon as possible; ensuring that outgoing post is posted on a daily basis.
9. Ensure that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the departments are of high quality, giving a professional and reliable service to all staff.
10. Liaise and provide administration support to the Apprenticeship Coordinator as required.
11. Liaise with other internal and external services as appropriate.
Secretarial and Clerical Support:
1. Prioritise and organise own workload.
2. Copy and audio typing of letters and reports as required.
3. Maintain an accurate and comprehensible filing system (paper and electronic).
4. Coordinate statistical data and general information as required.
5. Maintain up-to-date online and paper diaries as required.
6. Set up meetings and provide support to book rooms, collate papers.
7. Take minutes (or notes) and produce and disseminate as appropriate.
8. Maintain and order stationery supplies and other stores.
9. Process orders and/or maintenance requests, including raising purchase orders.
Other Duties:
Any other duties as requested which are commensurate with post and grade.
Person Specification
Knowledge
* Business Admin Level 2
* Ability to use Excel
* Ability to use LEARN system
Experience
* Experience of working in an administration team
* Experience of OUTLOOK and Microsoft packages
Skills
* Ability to prioritise workload and good organisational skills
* Good communication and customer service skills
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 Name
Learning & Development Administration Manager
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