Job summary
A fabulous opportunity has arisen within the Learning and Development Business Unit for an experienced and enthusiastic administrator to join our busy team. You will provide efficient and effective administrative support for projects and education funding initiatives, undertake invoicing and other financial administrative tasks, all under the support and direction of the Business Unit.
The right candidate will have a flexible and enthusiastic approach. The Learning and Development Business Unit has an ethos of providing new skill development to the right candidate in order to meet the demands of this varied and interesting role.
Main duties of the job
We are looking for someone who can use their own initiative but thrives within a team. It is essential that you are educated to GCSE Level (Grade C or above in both Maths and English) and hold Diploma/ NVQ Level 3 in Business Administration or relevant experience. You will be proficient in Excel and Word and will possess excellent communication skills, both verbal and written with a high attention to detail.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being recruited as part of a limited term project within the Trust. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the requirement for the post to be maintained as a part of the projects implementation and the timescales associated with this.
Please also note any secondment must first be agreed with your current line manager.
Job description
Job responsibilities
- Develop a good working knowledge of current STH education funding guidance and application processes
- Effectively communicate the working knowledge of the current education funding guidance and application processes enabling a smooth administrative service providing excellent customer service
- Support good communication by working collaboratively within the team /department and with staff from other disciplines and academic partner organisations
- Provide excellent customer care to staff with the education funding applications ensuring they are completed in accordance with agreed processes, escalating any issues to the Learning and Development Facilitator (Business Support)
- Participate in relevant local network meetings and any necessary working groups taking minutes and action notes where required e.g. Operational Groups
- Problem solve independently using own experience and working knowledge of current funding guidance and application processes
- Process applications for funding accurately and in a timely manner
- Maintain accurate records and systems
- Maintain the STH Learner Database and accurately input live data to track learner progress
- Utilise STH Learner Database to accurately align learners with education funding opportunities
- Produce ad-hoc funding reports to Trust Senior managers upon request
- Answer a wide range of enquiries regarding education funding opportunities escalating queries to the Learning and Development Facilitator (Business Support) appropriately when necessary
- Use Excel spreadsheets and the STH Learner Database to track and identify funding used and remaining for funding opportunities and provide reports as required
- Provide an efficient administration service for identified projects
- Monitor and track the budget for income and expenditure for education funding opportunities using Excel spreadsheets with support from the Learning and Development Facilitator (Business Support)
- Raise requisitions to create Purchase Order numbers using current financial systems, track invoices, input into and monitor finance spreadsheets under the direction of the Learning and Development Facilitator (Business Support)
- Review and cross reference initial financial correspondence with invoices identifying any discrepancies, problem solve or escalate as appropriate
- First point of contact for the Business Unit Team, dealing with telephone and email enquiries system.
- Signposting and responding appropriately to verbal and written enquiries, problem solving issues within the scope of the postholders knowledge, experience and level of responsibility and escalating when necessary.
- Actively participate in upholding Trust standards
- Maintain compliance with mandatory and job specific training requirements
- Work within limitations of own skills, competence and remit of the job role and escalate any concerns to the relevant senior manager or Freedom to Speak up Guardian.
- Adhere to all Trust policies and procedures.
- Maintain safe working environment for self, colleagues and anyone else who may be affected.
- Actively promote equality, diversity, rights and responsibilities valuing people as individuals and promoting fair access for all.
- Demonstrate Trust PROUD values to support delivery of safe effective care and team spirit
- General administrative duties such as photocopying, scanning and filing as required
- Forward planning to prioritise workload in order to maximise the efficiency of the department
- Participate in the Trusts appraisal system and commit to producing an annual personal development plan
Job description
Job responsibilities
- Develop a good working knowledge of current STH education funding guidance and application processes
- Effectively communicate the working knowledge of the current education funding guidance and application processes enabling a smooth administrative service providing excellent customer service
- Support good communication by working collaboratively within the team /department and with staff from other disciplines and academic partner organisations
- Provide excellent customer care to staff with the education funding applications ensuring they are completed in accordance with agreed processes, escalating any issues to the Learning and Development Facilitator (Business Support)
- Participate in relevant local network meetings and any necessary working groups taking minutes and action notes where required e.g. Operational Groups
- Problem solve independently using own experience and working knowledge of current funding guidance and application processes
- Process applications for funding accurately and in a timely manner
- Maintain accurate records and systems
- Maintain the STH Learner Database and accurately input live data to track learner progress
- Utilise STH Learner Database to accurately align learners with education funding opportunities
- Produce ad-hoc funding reports to Trust Senior managers upon request
- Answer a wide range of enquiries regarding education funding opportunities escalating queries to the Learning and Development Facilitator (Business Support) appropriately when necessary
- Use Excel spreadsheets and the STH Learner Database to track and identify funding used and remaining for funding opportunities and provide reports as required
- Provide an efficient administration service for identified projects
- Monitor and track the budget for income and expenditure for education funding opportunities using Excel spreadsheets with support from the Learning and Development Facilitator (Business Support)
- Raise requisitions to create Purchase Order numbers using current financial systems, track invoices, input into and monitor finance spreadsheets under the direction of the Learning and Development Facilitator (Business Support)
- Review and cross reference initial financial correspondence with invoices identifying any discrepancies, problem solve or escalate as appropriate
- First point of contact for the Business Unit Team, dealing with telephone and email enquiries system.
- Signposting and responding appropriately to verbal and written enquiries, problem solving issues within the scope of the postholders knowledge, experience and level of responsibility and escalating when necessary.
- Actively participate in upholding Trust standards
- Maintain compliance with mandatory and job specific training requirements
- Work within limitations of own skills, competence and remit of the job role and escalate any concerns to the relevant senior manager or Freedom to Speak up Guardian.
- Adhere to all Trust policies and procedures.
- Maintain safe working environment for self, colleagues and anyone else who may be affected.
- Actively promote equality, diversity, rights and responsibilities valuing people as individuals and promoting fair access for all.
- Demonstrate Trust PROUD values to support delivery of safe effective care and team spirit
- General administrative duties such as photocopying, scanning and filing as required
- Forward planning to prioritise workload in order to maximise the efficiency of the department
- Participate in the Trusts appraisal system and commit to producing an annual personal development plan
Person Specification
Education and Qualifications
Essential
- Maths & English GCSE grade C or above or equivalent
- Diploma/ NVQ Level 3 in Business Administration or relevant experience
- IT Skills Qualification Level 2 or relevant experience
Desirable
- IT Skills Qualification Level 3 or relevant experience
Experience
Essential
- Evidence of advanced computer skills in Excel, PowerPoint, Access and Word
- Knowledge of NHS finance procedures and policies
- Experience of creating and accurately maintaining data within IT systems
- Evidence of application of customer service skills in practice
- Evidence of working effectively as part of a team
- Evidence of maintaining accurate records and reporting
Skills and Knowledge
Essential
- Demonstrates effective communication skills and the ability to overcome barriers to effective communication both written and verbal
- Ability to manage own workload and prioritise multiple work streams accordingly with competing deadlines
- Excellent problem solving skills
- Evidence of continuing development relevant to the role
Desirable
- Basic knowledge of project principles.
- Knowledge of administrative procedures and information analysis
Person Specification
Education and Qualifications
Essential
- Maths & English GCSE grade C or above or equivalent
- Diploma/ NVQ Level 3 in Business Administration or relevant experience
- IT Skills Qualification Level 2 or relevant experience
Desirable
- IT Skills Qualification Level 3 or relevant experience
Experience
Essential
- Evidence of advanced computer skills in Excel, PowerPoint, Access and Word
- Knowledge of NHS finance procedures and policies
- Experience of creating and accurately maintaining data within IT systems
- Evidence of application of customer service skills in practice
- Evidence of working effectively as part of a team
- Evidence of maintaining accurate records and reporting
Skills and Knowledge
Essential
- Demonstrates effective communication skills and the ability to overcome barriers to effective communication both written and verbal
- Ability to manage own workload and prioritise multiple work streams accordingly with competing deadlines
- Excellent problem solving skills
- Evidence of continuing development relevant to the role
Desirable
- Basic knowledge of project principles.
- Knowledge of administrative procedures and information analysis
