Business Administrator

Job responsibilities

• To work independently on a day to day basis and act as first point of contact; receiving, screening and making telephone calls, including dealing with general enquiries from service users, resolving problems when possible and redirecting calls as appropriate to ensure that adequate and timely action is taken.
• To provide a full confidential and comprehensive administrative support to the Business Manager and the NEPSEC Management Team
• To provide an efficient and professional personal assistant service to the Medical Director, Deputy Director, Training Centre Manager and Business Manager
• To work on own initiative and to take appropriate action on matters that may arise should the Training Centre Manager or the Business Manager be unavailable.
• To deputise for the Business Manager; being able to work on own initiative and prioritise own workloads and make decisions in the absence of the Business Manager.
• To record and brief the Business Manager or Training Centre Manager on issues that may arise when they are away from the office.
• Maintain both manual and electronic filing systems and databases as required by the Centre and ensure all documents are accurately and appropriately filed or archived so that they are accessible to all members of the team and the education centres organisational aims and objectives are achieved and policies and procedures are complied with at all times
• Maintain spreadsheets and databases and ensure data accuracy when entering data into systems, following strict protocols and guidance on the use of such information systems
• Process course application forms and course evaluation forms using relevant spreadsheets and databases to support training administration as appropriate, to include the process of accepting, recording and processing cheque payments.
• To share responsibility for the maintenance of the training calendar and booking systems for the use of the training facilities and/or equipment.
• Source equipment and consumables within specified budget constraints and prepare supplies requisitions using the Trusts procurement system, for authorisation by the Business Manager or Directorate Manager.
• Regularly take delivery of, sort, store and deliver stores and supplies, i.e. boxes of stationery supplies and equipment whilst maintaining and monitoring stock levels
• Undertake general office duties to include receiving incoming and despatching outgoing mail, photocopying and distributing information, and when required compile correspondence for signature on own initiative.
• Provide guidance and advice to course participants and service users with regards to joining instructions, timings, costs/fees, protocols or procedures and report problems as they arise to members of the management team as appropriate.
• Undertake course preparation to include, gathering information, printing, photocopying and compiling delegate file packs
• Act as receptionist to the department, meeting and greeting all visitors to the department in a friendly, professional and welcoming manner as and when required.
• To be responsible for on-the-day event co-ordination both on and off-site for course provisions, to include housekeeping such as; setting up of rooms and equipment, the giving of fire safety information, introducing speakers, providing time keeping functions.
• To be responsible for invigilation of mock or formal examinations that take place in the education centre, including ensuring the correct circulation of slide materials and providing time keeping functions.
• Responsible for the sourcing of appropriate accommodation on and off-site for ad-hoc training events and meetings within specified budget restraints and prepare supplies requisitions using the Trusts procurement system, for authorisation by the Business Manager or Directorate Manager
• Arrange travel and accommodation for training centre staff and visiting lecturers for events and meetings within specified financial constraints and prepare supplies requisitions using the Trusts procurement system, for authorisation by the Business Manager or Directorate Manager
• To provide a full administrative service for Cervical Sample Taker Initial Training programmes of learning, which are complex by nature, ensuring course participants are advised appropriately in line with PHE guidance in a calm, motivational, sensitive and where co-operation is required, in a persuasive manner.
• To arrange and attend administration team or departmental meetings on a regular basis and contribute to building effective teamwork by the exchange of views and ideas, as well as be responsible for the formulation of agendas, taking, typing and distribution of minutes and other associated papers for professional meetings and team meetings.
• Contribute to the failsafe mechanism in place for the preparation of financial documents and information, such as checking the details and figures entered on income/expenditure batches by the Business Manager.
• To be responsible for the preparation and processing of financial undertakings in the absence of the Business Manager, such as preparing invoices for payment and invoice requests batches for authorisation by the Directorate Manager.
• To be responsible for project managing and co-ordinating the education centres attendance and corporate presence at local, regional, national and international conference/congress events, working within specified financial constraints and preparing supplies requisitions using the Trusts procurement system.
• To be responsible for project managing and co-ordinating the education centres marketing strategies, including maintaining contacts, developing and preparing advertisements and corporate materials and reacting to submission deadlines.
• To support the Business Manager in the preparation of reporting testimonies for business planning, contracting and improvement initiatives by facilitating the interrogation of the NEPSEC data collection systems.
• To support the Business Manager with development, review, audit and assessment processes in relation to the quality of the service or approval process requirements in line with NHSCSP requirements.
• Provide flexible administrative and clerical cover as required. This might occasionally involve working at another base (Manchester) during cross-cover arrangements.
• To assist with the implementation of changes to working practices, policies and procedures agreed by the training centre Management Team
• Undertakes other duties commensurate with grade, as and when required.
• To follow agreed protocols and policies relating to the Department and the wider Trust seeking advice where appropriate.
• To work in an efficient, effective and timely manner and to be adaptable to change.
• To work in a safe manner in accordance with Departmental, Directorate and Trust Health and Safety Policies.
• To contribute to care, maintenance, security and tidiness of the Departmental premises and equipment.
• To maintain a high level of confidentiality and comply with the Data Protection Act and General Data Protection Regulations.

Qualifications

Essential

• NVQ III Business Administration or equivalent
• Level 2 Customer Services or equivalent
• OCRIII or RSAIII typing or word processing
• GCSE 4/C or above in English Language and Mathematics
• Working Knowledge of MS Office

Desirable

• ILM Level 3 or equivalent demonstrable experience

Experience

Essential

• General office duties
• Organising meetings and course events
• Minute taking and report writing
• Diary or schedule management
• IT/presenting equipment set-up

Desirable

• Minimum 2 years previous experience in an NHS Training & Development environment

Further Training

Essential

• Experience in small scale project management
• Customer services experience
• Commitment to personal and professional development
• Demonstrable ability to show initiative and work without supervision
• Excellent communication skills; verbal and written

Desirable

• HNC in Business or Marketing or equivalent demonstrable experience

Special Skills or Attributes

Essential

• Courteous and professional manner/attitude towards service users, visitors and other staff
• Attention to detail and ability to concentrate when interruptions are likely
• Understanding of the meaning of confidentiality and its application to the role
• An appreciation of good health and safety management in the workplace
• Ability to work without direct supervision

Desirable

• Commitment to contribute to continuous service improvement

Special Skills or Attributes

Essential

• Courteous and professional manner/attitude towards service users, visitors and other staff
• Attention to detail and ability to concentrate when interruptions are likely
• Understanding of the meaning of confidentiality and its application to the role
• An appreciation of good health and safety management in the workplace
• Ability to work without direct supervision

Desirable

• Commitment to contribute to continuous service improvement

Other factors

Essential

• Willingness to work flexibly to the needs of the service
• Willingness to work remotely from the work base
• Willingness to work alone at the work base

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).