Digital Service Training Administrator Apprentice

Job description

Job responsibilities

Job summary:

Excellent administration, planning and organisational skills is vital for this role. As well as proven computer literacy.

The key purpose of this role is to support the administrative needs of the Training Manager and training team and to promote efficient working for the team. This includes helping to maintain our Learning Management system (LMS) along with our LMS Administrator as well as providing a comprehensive and efficient admin service for all our essential training activity.

This role is key to the Digital Services Training team and will be the first point of contact for all Training admin requirements these will include: Monitoring of all our IT Inductions across Admin and Clinical roles which will require correspondence via emails, telephone, and a call logging system. Monitoring of all training assessments and evaluations. Reporting on training statistics and feedback. Arranging team meetings, taking minutes, and updating the actions log for the team. Many meetings will be arranged via Microsoft teams so you will need to be familiar with this or an alternative such as Zoom.

Job responsibilities:

Key Tasks & Responsibilities:

1. Provide administrative services as requested by the Team, to include:
2. Answering telephone calls and emails with regards to training enquiries.

1. Working with the IT Service Desk regarding setting up users ready for training.
2. To schedule and book rooms for training sessions.
3. To prepare for training sessions by setting up training calls, collecting passwords, printing user guides and certificates.
4. Maintaining the Team profiles Training pages
5. To monitor staff attendance, cancellations and Did Not Attends at training sessions and to implement a plan of action to ensure achievement of trust-wide compliance.
6. To monitor training feedback and course evaluations and analysis of data.
7. Arrange the ordering of resources to support training such as requisitions for materials, provisions of training services from supplier.
8. To become familiar with local training materials to support course delivery.
9. To provide administrative support for Training Needs Analysis required identifying those staff needing basic keyboard and mouse training.
10. To collaborate and work with the Education and Training team to ensure all Training is booked covering the use of the IT Training rooms throughout the year.
11. To provide admin support for Doctors Induction and any Ad hoc training.
12. To attend training team meetings and record Minutes
13. To create and maintain filing systems for Training
14. To update and maintain the Training Database/spreadsheet
15. To update and maintain internal Induction Train the Trainer admin pack for the team and the Training administrator role. -
16. To attend and contribute to Optimisation meetings with regards to Business-as-usual training schedules and availability.
17. To support and accommodate the booking and attendance of all Agency nurses working closely with the West Suffolk Professionals team.
18. To provide training reports for monthly meetings and audits purposes.
19. Support the team to upload training data onto the Train Domain over periodical upgrades.
20. To identify areas of improvement that would benefit Training Admin and the team to deliver an effective service and to feedback at team meetings or at 1 to 1s.
21. To maintain and extend personal skills through participation in relevant training.
22. To cover absence of the LMS administrator

1. Communication:

The postholder will be required to communicate verbally and in written format to our customers who are staff, external suppliers and service users who may need to access training as part of their initial induction or continuous development. In many cases the post holder will be the first person that learners see and hear from when asking about our training services and many staff visit our training office to ask face to face for support and advice.

1. Analytical and judgemental:

The role does include the gathering of statistical information such as completed online training assessments, inputting training stats into an excel spreadsheet, gathering data from scheduled training reports that are generated via our Learning management system Totara. As an apprentice you will work alongside our LMS Administrator to understand how to compile some of the training statistics to presentable formats for various Team meetings. There will be occasions where the post holder may have to collate statistics from Totara to provide to other teams or departments in the Trust.

1. Planning and organisational Skills:

The role does require a great deal of planning and organisational skills as many of inductions follow a tried and tested process so much of the setting up of Learners and their training is set up in advance of them starting. There are several admin duties that need to be done to support the learners and the trainers such as: checking login details are correct, collection of user credentials ready for the training sessions, booking of the training rooms, ensuring that all attendees have been accounted for and this has been updated in the training resource calendar. This will be for Clinical and non-clinical staff. Being able to check Totara for completions of learning, enrol users onto required training and cover for when the LMS Administrator is on annual leave or off sick. The post holder will also need to monitor feedback on the course and report back to the Digital Service Training Manager. The role also requires monitoring of all training calls that come into the service and to be able to assign appropriately using our internal call system. The Training team have bi-monthly meetings chaired by the Training Manager and the post holder will be required to send out the agenda and take the minutes of these meetings.

1. Governance:

In terms of governance the Post holder will follow Trust policy and that surrounding the Totara Policy in terms of understanding how Totara works and roles and responsibilities in the system and how the service manages this.

1. Information Resources:

The Post holder will be required to maintain the Teams sharepoint site and team profiles that are on the intranet to relay accurate information. They will use the sharepoint site to store relevant documentation acquired by the training team and given projects. They will also be responsible for keeping the Teams Admin portfolio up to date and the Train the Trainer induction pack. The role will be responsible for compiling the team minutes and ensuring that all attendee information is as up to date as possible for the Trainers. The post holder will also need to send and if necessary, print off guides and certificates required.

1. Research & Development:

This role is an apprenticeship so there will be several off the job training hours that will need to be completed to support the Business admin qualification as well as the service being able to support the modules that the Post holder will need to complete on the job. Therefore, the post holder will be required to commit to some development training as well as being able to

Person Specification

Education & Qualification

Essential

• The following in Maths and English: GCSE grades A* to C or 4 to 9 in new GCSE grades or Functional skills in level 2
• Willing to work towards a qualification in Business Administration

Desirable

• IT Qualification: such as ECDL. MOS, NHS Digital Skills

Experience & Knowledge

Essential

• Ability to train new staff in a professional methodical manner
• Awareness of a Learning Management System (LMS)

Desirable

• Previous NHS (or related environment) experience
• Customer Care Experience

Skills & Abilities

Essential

• Proven computer literacy to include: Microsoft products: Word, Excel Database and spreadsheet use
• Knowledge of Microsoft Teams or Zoom
• Good written and verbal communication skills.
• Ability to build effective working relationships
• Accuracy and attention to detail
• Able to work under pressure
• Ability to work as part of a team

Personal Qualities

Essential

• Self-motivated and able to work unsupervised
• Able to motivate others
• Interest in personal and professional development
• Good time management skills and able to prioritise and meet deadlines
• Maintain confidentiality

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

West Suffolk NHS Foundation Trust

Address

West Suffolk Hospital

Hardwick Lane, Bury St Edmunds, IP33 2QZ

Bury St Edmunds

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)