Have you ever wanted to work within the civil service? Are you confident in your administration and customer service skills? If so, then please read on as we are looking for a Programme Support Administrator role to work for the NHS.
Location: Leeds City Centre - Blenheim House Duncombe Street Leeds West Yorkshire LS1 4PL United Kingdom
Temporary until March 2025 subject to further extension Hybrid with two working days in the Leeds office.
This is an ongoing temporary position with the possibility of a further extension at the discretion of the business requirements. You will also need to travel to the Rotherham office every so often.
Role Overview:
* To support the Business Manager and recruitment teams to deliver national and local recruitment. This will include attending recruitment events, disseminating recruitment information and documentation to panel members, candidates and employing Trusts in a timely manner.
* To participate fully in office and team rotas e.g. reception rota.
* To support the Head of School with the delivery of School/Faculty events such as Faculty Training Days and Trainee Inductions. This will include setting up programmes, co-ordinating and managing delegate lists, booking event resources, providing administrative support on the day and disseminating event information in a timely manner.
* To attend regional and national meetings as required by the Programme Support Manager (PSM) and HoS.
* To liaise effectively with NHSE's educational and regulatory organisations e.g. Royal Colleges, GMC, NHSE and NHS Trusts.
* To ensure appropriate contact information is maintained and validated for key staff within these organisations.
* Establishes and proactively promotes and maintains relationships with key stakeholders.
* Information is shared in a suitable format for the relevant audience.
* Complex and sensitive information is shared with a degree of tact, diplomacy and/or sensitivity.
Delivering Results/Functional Responsibilities:
* To assist with the co-ordination of trainee rotations, which will include collating and validating rotation information with Training Programme Directors, disseminating rotation information in a timely manner to trainees and Trusts, ensuring rotation information is updated on the Intrepid system.
* To assist with the organisation and delivery of trainee assessments, which will include running assessment panels, collating assessment and trainee documentation, inputting trainee outcomes on to Intrepid.
* To deputise for the Programme Support Officer in providing secretariat support to Specialty and School training committees. This includes the production and distribution of agendas, taking and transcribing formal minutes, paperwork, organising meetings and booking meeting resources.
* To set up and maintain electronic trainee and trainer files for the specialties. This will include making regular contact with staff within the educational network, employers and trainees to ensure files are valid and up to date.
* To efficiently mediate enquiries from internal and external clients in a timely and effective manner. In the absence of a senior staff member to initiate a response within the framework of NHSE policies or re-direct to appropriate NHSE personnel.
* Work in a confidential manner, ensuring that any material of a confidential nature is dealt with sensitively.
* To assist the PSM with the development of protocols and procedures for the work undertaken by the team.
* Some out of hours work may be required. The necessity and frequency will be discussed with the post holder if the situation arises, and time in lieu will be negotiated.
* General office duties, including drafting correspondence and documents, distribution of post, photocopying, dealing with telephone enquiries, participating on office/team rotas, ordering stationery and filing.
* There is no budgetary responsibility, but the post requires that a personal duty of care is observed in relation to equipment and resources used in the course of the role.
* Works to support the team and can be counted on for help and support.
* Follows organisational policies and procedures and other quality approaches as required. Encourages others to do the same.
* Monitors the quality of own/others work and alerts others to quality issues, reporting any issues to the appropriate person.
* Provides practical training on own work areas or responsibilities.
* Any other duties as required by the PSM.
Knowledge and experience:
* Significant demonstrable experience of working in an administrative/support role.
* Significant demonstrable experience of using Microsoft Office Applications, Microsoft Windows, Email and the Internet (Intermediate level).
* Experience using Power Automate, Oriel and/or TIS.
* Experience of organising and running meetings and events including minute taking.
* Experience of working in a diverse and complex organisation.
* Experience of working in a team environment.
* Experience of working to set protocols and procedures.
* Experience of working to deadlines.
* Experience of effectively communicating routine information using clear and appropriate formats.
* Previous experience working in the NHS or training and education environment.
* Understanding and knowledge of database systems. Responsible for maintaining one or more information systems such as a database, eportfolio, etc.
If this sounds like the role for you, apply now!
#J-18808-Ljbffr