Job summary
The core purpose of the role is to provide administrative support to the teams within Organisational Development and to take responsibility for small projects and other administration activities as directed. This role will particularly focus on work with the Equality, Diversity and Inclusion (EDI) Team, who sit within the OD Department.
The role will support the delivery of that programme by completing tasks such as scheduling and arranging meetings, creating and sharing communication materials, preparing notes and minutes, providing administration support for events and courses and using various IT tools to enable the delivery of the programme. The post holder will also support the wider ODD team as needed with administration capacity.
Main duties of the job
Undertake the creation, design and co- ordination of correspondence materials.
Provide administration and support to the range of activity supported and delivered by the wider ODD team.
Provide effective communication with internal and external stakeholders.
Be responsible for the organisation, promotion and evaluation of workshops, master classes, courses, training sessions.
Collect, collate, store and manipulate feedback and data to provide agreed reports and summaries.
Maintain and update information dashboards, plans and trackers.
Responsible for arrangements that support the smooth running of the team.
Arrange / schedule meetings.
Contribute to and support the organisation and co-ordination of ODD departmental events and activity.
Manage document libraries and systems.
Monitor compliance and adherence to internal ODD data collection and information requests.
Support the PSO team with the co-ordination and completion of day to day functions.
Triage of emails received into the programme/departmental inboxes, responding, resolving enquiries courteously and efficiently.
Ensure a highly professional first point of contact is provided on behalf of ODD.
To identify opportunities for, contribute to, and support the implementation of, standardised administrative approaches within ODD.
Provide a comprehensive minute / note taking service at formal internal, departmental and programme related meetings and events.
Attend meetings, workshops and events as required.
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.
Organisational Development is about leading change, improvement initiatives, engaging and motivating staff, developing their talents and improving potential of staff. Great organisational development is about understanding context and culture, taking a systems approach and enabling NHS staff to design and deliver great patient care.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education & Training
Essential
- 2 or more GCSE or equivalent experience/qualification, to include English Language & Mathematics (C/4 grade or above)
- NVQ Level III in Business Administration / Customer Service / IT or be able to demonstrate the equivalent experience
Desirable
- IT qualification e.g., European Computer Driving Licence, Microsoft Office or equivalent experience
- Evidence of continued professional development
Experience
Essential
- Experience of working within an office / administration environment
- Experience of dealing with confidential and personal issues with sensitivity
- Experience of delivering work in accordance with standard operating procedures
- Experience of teaching others e.g., work-based skills to colleagues
- Experience of supporting the organisation, preparation and facilitation of events
- Experience of dealing with and validating data
- Experience of taking / transcribing notes / minutes
Desirable
- Experience of working as part of a multi-professional team
- Relevant experience within the NHS
- Experience of participation in service improvement initiatives
- Experience of using shared electronic information e.g., use of SharePoint
Skills and Abilities
Essential
- Ability to communicate with personnel at all levels of the organisation
- Ability to manage personal/professional boundaries
- Ability to problem solve, using initiative and own judgement to resolve routine issues
- Ability to work as part of a team and independently with minimal supervision
- Ability to work under pressure and at a fast pace in changing and potentially stressful situations with both patients and colleagues
- Demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
- Demonstrable self-awareness, an understanding of impact on others and an ability to manage self and maintain professional conduct in sometimes difficult and challenging situations
- Excellent computer skills with demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
- Excellent written communication skills
- Good interpersonal skills and the ability to develop relationships and rapport with the general public and colleagues of different disciplines, backgrounds and levels of seniority
- Good written and verbal communication skills
- Strong organisational skills with the ability to plan and prioritise workload to ensure strict / conflicting deadlines are met
- Understanding of data protection issues and the ability to maintain confidentiality
Desirable
- Awareness of Health & Safety in the workplace
Personal Qualities
Essential
- On-going commitment to personal development and training
- Flexible and adaptable approach with an enthusiastic and proactive "Can Do" attitude
- Methodical and accurate with attention to detail
- Team Player with a professional approach to work and colleagues; able to develop good working relationships
- Acts with honesty and integrity
Desirable
- Interest in service improvement projects and developing new ways of working
- Awareness and/or lived experience of Equality, Diversity and Inclusion
Person Specification
Education & Training
Essential
- 2 or more GCSE or equivalent experience/qualification, to include English Language & Mathematics (C/4 grade or above)
- NVQ Level III in Business Administration / Customer Service / IT or be able to demonstrate the equivalent experience
Desirable
- IT qualification e.g., European Computer Driving Licence, Microsoft Office or equivalent experience
- Evidence of continued professional development
Experience
Essential
- Experience of working within an office / administration environment
- Experience of dealing with confidential and personal issues with sensitivity
- Experience of delivering work in accordance with standard operating procedures
- Experience of teaching others e.g., work-based skills to colleagues
- Experience of supporting the organisation, preparation and facilitation of events
- Experience of dealing with and validating data
- Experience of taking / transcribing notes / minutes
Desirable
- Experience of working as part of a multi-professional team
- Relevant experience within the NHS
- Experience of participation in service improvement initiatives
- Experience of using shared electronic information e.g., use of SharePoint
Skills and Abilities
Essential
- Ability to communicate with personnel at all levels of the organisation
- Ability to manage personal/professional boundaries
- Ability to problem solve, using initiative and own judgement to resolve routine issues
- Ability to work as part of a team and independently with minimal supervision
- Ability to work under pressure and at a fast pace in changing and potentially stressful situations with both patients and colleagues
- Demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
- Demonstrable self-awareness, an understanding of impact on others and an ability to manage self and maintain professional conduct in sometimes difficult and challenging situations
- Excellent computer skills with demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
- Excellent written communication skills
- Good interpersonal skills and the ability to develop relationships and rapport with the general public and colleagues of different disciplines, backgrounds and levels of seniority
- Good written and verbal communication skills
- Strong organisational skills with the ability to plan and prioritise workload to ensure strict / conflicting deadlines are met
- Understanding of data protection issues and the ability to maintain confidentiality
Desirable
- Awareness of Health & Safety in the workplace
Personal Qualities
Essential
- On-going commitment to personal development and training
- Flexible and adaptable approach with an enthusiastic and proactive "Can Do" attitude
- Methodical and accurate with attention to detail
- Team Player with a professional approach to work and colleagues; able to develop good working relationships
- Acts with honesty and integrity
Desirable
- Interest in service improvement projects and developing new ways of working
- Awareness and/or lived experience of Equality, Diversity and Inclusion
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.
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).
Additional information
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.
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).
