Portsmouth Hospitals University NHS Trust

Organisational Development Administrator

This job is now closed

Job summary

An exciting opportunity to join a forward thinking, fast paced team. The Organisational Development Team is delivering key work-streams around cultural improvement, leadership and talent management, team development, staff engagement and experience and staff wellbeing.

A dynamic and enthusiastic administrator is required to provide administrative support to the Organisational Development Team, providing the day to day support and organisation to keep event, activities and training running efficiently.

Are you?

Customer focussed

Able to prioritise workload with a high level of accuracy

Experienced in administrative processes

Competent in Microsoft packages

Self-motivated

Responsive and flexible

A team player

If so, we would love to hear from you

Main duties of the job

This is an exciting and varied role where you would provide administrative support to the Organisational Development (OD) Team in order to deliver a comprehensive cultural improvement and leadership development approach for the whole organisation. You would provide an excellent level of service, resolving day-today problems independently. Provide administrative support for OD programmes and activities including facilitation of development programmes, people engagement and experience activities, wellbeing activities, administration of salary sacrifice and employee recognition schemes.

You would be joining a supportive and friendly team, committed to personal and professional growth and development and who role model PHUs values.

About us

The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veterans status, colour, religion, disability, sexual orientation and beliefs.

Date posted

29 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C8192-CS-23-0944

Job locations

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Job description

Job responsibilities

Provide general administrative support to assist in the organisation and administration of OD programmes and events, including:

Administer and record bookings for events and programmes

Administer and record Long Service recognition and associated awards, arrange presentations for the CEO, gather citations and purchase the right amount of resources

Prepare PowerPoint slides, workbooks, handouts and other resources provided by facilitators of events

Handle room bookings, reminders for events and materials

Filing, photocopying, organising reprographics, word processing, compiling spreadsheets, development of marketing material

Organise and support virtual and live meetings and events, hosting virtual development programmes

The procurement of stationary, supplies, resources and services and maintain stock control

Administration of salary sacrifice schemes

Administration of and support to the Wellbeing Champion programme

Preparation and provision of materials and resources for staff engagement and wellbeing activities

Manage the bookings and reminders for development programmes and events and the preparation of resources for classes. Book and liaise with external venues and external facilitators. Ensure delegates have the appropriate materials and timely joining instructions.

Support the facilitation of Corporate induction, providing technical support and resolving and handling complex queries.

Administer trust wide salary sacrifice schemes i.e. Fleet lease cars, Fleet Home Electronics, Salary Finance and Edenred. Support the OD Practitioner who is the liaison between the provider and SBS, the payroll provider, dealing with staff queries, campaigns and providing regular reporting on activity.

Administer staff benefit activities including the staff benefits brochure.

Administer development programmes on ESR, Book classes, record and maintain accurate data relating to attendance at OD events on the ESR information system and run reports as required.

Respond to enquiries by telephone, email and in person.

Arrange meetings, including booking rooms, virtual meetings, inviting attendees, taking minutes and monitoring actions.

Contribute to the development and improvement of efficient and effective office and administrative systems.

Support the OD Team in using HR databases and other staff development data to produce management information to identify trends, anticipate needs, and for reporting purposes.

Support the OD Team in the development, updating and maintenance of the content of the OD Staff Intranet pages and external internet pages and the virtual learning environment to provide an accurate and meaningful information resource for all staff including support for video, blogs, wikis, podcasts and online discussion forums.

Develop and distribute OD communications including monthly development offerings and social media.

Audit the Staff Intranet at least once a quarter for accuracy, consistency and broken links and liaise with contributors regarding the updating of information.

Deal with enquiries from managers and staff to ensure an accurate efficient service is supplied to all staff members of the Trust in a timely manner.

Liaise as necessary between departments and employees, to ensure that they are aware of the correct processes and deadlines leading towards the smooth administration of OD work.

Coordinate the administrative process and manage the correspondence connected with OD Initiatives such as employee recognition (Hidden Heroes Awards, long service Awards). Timely and accurate response to queries.

Organise and administer projects and tasks such as focus groups, team development, trailblazer events and away days.

Undertake a programme of continuing professional development in order to stay up-to-date professionally.

Cover the duties of the OD Administrator colleague in their absence, including programme administration, procurement and roster management, and the evaluation of OD activities and events across the Trust using an online survey provider.

Any other tasks and responsibilities compatible with this post and as required by the Head of Organisational Development.

Other

1. Communicates information to staff and members of the public on standard OD information

2. Responds to routine enquiries to staff and applicants

3. Plans and schedules OD activities

4. Dexterity, coordination for keyboard skills; advanced keyboard skills for data input

5. Contact with patients is incidental

6. Follow policies in own role, may be required to comment.

7. Assist with the ordering of stationery, supplies

8. Demonstrate own activities to new or less experienced employees.

9. Enters data into HR systems.

10. Takes notes and minutes.

11. Undertake surveys or audits, as necessary to own work.

12. Complies with standard OD operating procedures, supervisor available

13. Frequent sitting or standing in a restricted position

14. Frequent concentration; work pattern predictable

15. Exposure to distressing or emotional circumstances is rare

16. Use VDU equipment more or less continuously