Lambeth Together Training & Development Hub Administrator

Job responsibilities

20hrs per week

The post holder will be responsible for providing support to ensure the successful operation of the LTTDH. The post holder will work as part of a small team in delivering an effective service supporting the hub, including project support, meeting minutes, ensuring that systems or processes in place provide stakeholders, colleagues and service users an experience that is efficient and effective through the provision of first class, administration support. This is achieved by ensuring that our administration systems work to fully support the development of our workforce, by providing secretarial support or leading the provision of administration for a project, process or system. The role is required to provide admin support to the Programme Lead , LTTDH Core team and those working directly within LTTDH and by making sure that required data on the LTTDH is accurate and provided on time. This role has been set up to provide support to the successful operation of the LTTDH.

In particular the post holder will:

Provide high quality project and administrative support including information and financial data gathering and preparation, the maintenance of databases. Support the smooth operation of the Hub and act as a first point of contact.

The post holder will be the administrator for the hub and, as such, will be directed by the Programme Lead , however they should comfortable working on their own initiative and with minimal supervision. Areas of work may include items such as:

Manage the administrative workload to ensure reports and information are submitted to the right person on time.

Support the Programme Lead to manage all aspects of funding, gathering information for the inclusion of bids for funding which may be available at short notice.

Supports Management of systems on behalf of Programme Lead by overseeing, inputting and processing on systems e.g. Finance System, Training Systems.

Assist with planning and co-ordinating the delivery of direct funding commissions, prioritising the non- medical workforce (eg reception, practice managers, HCAs and nurses)

Gather data/feedback that enables the evaluation and effectiveness of specific workforce development initiatives.

Assist with workforce audits and primary care training needs analysis as required, but at least annually

As first point of contact, have excellent communication with practices, and stakeholders and help the find the right information for their needs.

Assist with the development and delivery of a monthly newsletter to all practices, highlighting upcoming CPD opportunities and promoting the workforce transformation agenda.

Provide project support and so ensure the Programme Lead and LTTDH team members have all required data on the project, system or process that is necessary for making good quality decisions.

Work with the LTTDH Leads to support and promote workforce initiative including nurse mentorship, the GPN Programme and other initiatives

Provide secretarial support, including preparing meeting agendas, taking formal minutes at meetings, diary management, report and letter writing

Contribute to the positive way in which our stakeholders and service users experience our services by undertaking any other required responsibilities appropriate for the role.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out any other duties as may be reasonably required by their line manager.

The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the hub.

1. Duties and Responsibilities

The post-holder will play a key role in supporting the LTTDH Core Team in the provision of excellent, high quality and flexible administrative and business support.

The post holder will ensure that the administration for projects, processes, or systems within LTTDH is undertaken effectively and efficiently by implementing clear and robust systems, maximising the quality and accuracy of outputs including data, reports, meeting minutes and letters

Workforce planning and development Gather data from across organisations to ensure that accurate data is provided in the right format to meet deadlines and following up and escalating as necessary any delays in the return of key information. Support Programme Lead by working with Finance colleagues to develop robust costing information for the current and future workforce. Gather a range of baseline workforce data including staff numbers, turnover, vacancy data and use of bank and agency across a range of organisations.

Communications & Relationships

Provide and receive routine information orally, in writing or electronically to inform work colleagues, clients, or other external contacts or stakeholders.

Ensure accurate and open communications with a range of organisations The role will work with the clinical leads, including, but not limited to, GPs Nurses and Pharmacists to support the Programme Lead facilitate the annual training and education planning and procurement cycle for these groups in Lambeth. Identify risks, issues and dependencies to the Lambeth Together LTTDH Leadership & Delivery Group Support the development of internal and external communications where required by regular contact with the Steering Group, LTTDH AND/OR FEDERATION communications teams and other stakeholders Participate in relevant internal and external working groups, projects, services and initiativesKey interfaces: South East London Lead Training Hub Training Hubs across South East London (Bexley, Bromley, Greenwich, Lewisham & Southwark) LTTDH Leadership & Delivery Group The network of providers and wider stakeholders across South East London/London. Lambeth clinical leads as described above Training and education providers Health Education England (HEE) and HEE South London Healthcare providers in Lambeth such as: Guys and St Thomass Trust, Kings College Hospital, South London and Maudsley Trust (SLaM) Lambeth GP practice staff Lambeth GP Federation Lambeth Clinical Cabinet Practices, and Practice Managers London Borough of Lambeth

Financial and Physical Resources

The post holder will be responsible for ordering supplies for the team. They will also be responsible for administering and monitoring any project budgets as delegated by the Programme Lead .

Support the Programme Lead to provide budgetary information and analysis on the multiple funding streams under the management of the hub

Support the Programme Lead to develop, maintain and monitor budget information including spend and escalation of potential financial breaches, underspends, producing and presenting reports as requested

Contribute to the financial delivery of the LTTDH ensuring outcomes are delivered to the highest quality and that it is cost effective and delivered on time

Staff Management and leadership

The post holder will support the training and induction of new and existing staff in the use of relevant software packages and systems.

Policy and Service Development

Implements policies for own work area and proposes changes to working practices or procedures for own work area.

Also consider including detail for the post on:

Analytical and Judgement Skills

Planning and Organisational skills

Able to plan own work and support Operational Lead as required.

Manage diaries

Support the planning and running of monthly LTTDH Leadership and Delivery Group

Autonomy/Freedom to act

Manage email, identify and take appropriate action required. Use own initiative when assessing priorities and have the confidence to act quickly to ensure sensitive information is managed appropriately.

Information management/resources including any databases used / IM&T responsibilities

Project management

Support Programme Lead with Project Support including, taking notes, monitoring budgets and project plans.

Risk & governance

Post holder is responsible for ensuring that they are aware of those responsibilities as outlined in the Risk Management Strategy.

Experience

Essential

• Experience within office environment with clear understanding of administrative processes and procedures
• Relevant experience in the use of Microsoft Office applications
• Experience of establishing office systems
• Excellent customer service skills

Other

Essential

• A flexible and can do approach
• Team player
• Ability to travel to diverse sites
• discreet and confidential

Qualifications

Essential

• Good general level of education to GCSE level,2 A/AS levels (any grade) NVQ level3,
• BTEC diplomas, Certificates and Awards,
• International Baccalaureate diploma or
• equivalent or Level 3 qualification, or equivalent (including Maths and English)

Skills and Abilities

Essential

• Good written and verbal communication skills
• Proven ability to work under pressure, prioritising and managing own workload and working on own initiative.
• Good organisational skills
• Attention to detail
• Record management skills
• Excellent written and verbal communication
• skills.
• Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority.
• Ability to record accurate minutes of
• meetings and present to a high standard.
• Proven standard of word processing skills, with a high standard of presentation and accuracy.
• The ability to plan and organise own
• workload without direct supervision.
• The ability to be innovative, objective as well as logical in resolving problems.
• The ability to maintain a high level of
• performance and meeting of deadlines even when faced with conflicting priorities of others.
• Ability to learn from mistakes as a positive learning opportunity and encourage others to do the same.
• The ability to prioritise and balance a range of competing tasks to deliver to agreed timescales.