Job summary
Are you an organised, proactive individual with a passion for providing outstanding administrative support? We're looking for a dedicated Administrator to join our team in the Department of Professional Healthcare Education.
In this role, you'll play a vital part in ensuring the smooth day-to-day running of the department. You'll provide high-quality administrative support across a range of activities, contributing to the success of our professional healthcare programmes.
We're looking for someone who can use their initiative, stay organised, and communicate effectively. If you're enthusiastic about making a difference in healthcare education through strong administrative support, we'd love to hear from you.
Apply today and help support the future of healthcare education.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Deliver effective, client-focused administrative support
Promote excellent customer service and foster positive working relationships
Work independently and collaboratively as part of a supportive team
Apply a variety of administrative procedures to support staff at all levels within the department
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
To provide office management support to the Department of Professional Healthcare Education.
1. Receive and make telephone calls as required. Divert calls and take messages ensuring accuracy of detail and prompt appropriate delivery ensuring there is continuous office and telephone cover across the department.
2. To provide complex information using a variety of communication techniques (i.e. telephone, email and face to face) to all levels of Trust staff including external agencies and contacts.
3. Assist in the management of all the departmental stationery, stock control, ordering and onsite equipment issues.
4. Organising meetings and manage diaries as directed by the Team.
5. Attend and organise meetings as well as taking minutes where required.
6. Meeting and organising visitors who attend the department.
7. To provide administrative support for all learning and training courses including reporting and monitoring where required.
8. Provide accurate inputting and updating of complex information onto the OLM/Health Roster/University of Plymouth/Departmental systems.
9. To maintain the Trust Learning Management system and ensure staff bookings are made to the appropriate courses in a timely manner.
10. To co-ordinate training courses providing administration support i.e. booking rooms, speakers, evaluation reports and liaising with the ward/managers.
11. To support the administration of tests during national courses
12. Carry out administration tasks as appropriate, this includes photocopying, filing, collating information & collating reports.
13. Taking payments for external training.
For further details please see the attached JD & PS
Job description
Job responsibilities
To provide office management support to the Department of Professional Healthcare Education.
1. Receive and make telephone calls as required. Divert calls and take messages ensuring accuracy of detail and prompt appropriate delivery ensuring there is continuous office and telephone cover across the department.
2. To provide complex information using a variety of communication techniques (i.e. telephone, email and face to face) to all levels of Trust staff including external agencies and contacts.
3. Assist in the management of all the departmental stationery, stock control, ordering and onsite equipment issues.
4. Organising meetings and manage diaries as directed by the Team.
5. Attend and organise meetings as well as taking minutes where required.
6. Meeting and organising visitors who attend the department.
7. To provide administrative support for all learning and training courses including reporting and monitoring where required.
8. Provide accurate inputting and updating of complex information onto the OLM/Health Roster/University of Plymouth/Departmental systems.
9. To maintain the Trust Learning Management system and ensure staff bookings are made to the appropriate courses in a timely manner.
10. To co-ordinate training courses providing administration support i.e. booking rooms, speakers, evaluation reports and liaising with the ward/managers.
11. To support the administration of tests during national courses
12. Carry out administration tasks as appropriate, this includes photocopying, filing, collating information & collating reports.
13. Taking payments for external training.
For further details please see the attached JD & PS
Person Specification
Qualifications
Essential
- oNVQ 3 in Business Administration or equivalent demonstrable experience
- oOCR III or equivalent demonstrable experience.
Knowledge & Experience
Essential
- oDemonstrable administrative experience in a busy, customer-focused environment
- oDemonstrable experience of dealing with staff at all levels
- oDemonstrable Customer Service experience
Desirable
- oProven knowledge & understanding of the NHS oDemonstrable experience of using Trust IT systems.
- oDemonstrable experience of using Trust IT systems.
Aptitude & Abilities
Essential
- oGood communication skills, both written and verbal
- oGood organisational skills and the ability to prioritise
- oFine attention to detail
Desirable
- oProficient in the use of Power Point
Person Specification
Qualifications
Essential
- oNVQ 3 in Business Administration or equivalent demonstrable experience
- oOCR III or equivalent demonstrable experience.
Knowledge & Experience
Essential
- oDemonstrable administrative experience in a busy, customer-focused environment
- oDemonstrable experience of dealing with staff at all levels
- oDemonstrable Customer Service experience
Desirable
- oProven knowledge & understanding of the NHS oDemonstrable experience of using Trust IT systems.
- oDemonstrable experience of using Trust IT systems.
Aptitude & Abilities
Essential
- oGood communication skills, both written and verbal
- oGood organisational skills and the ability to prioritise
- oFine attention to detail
Desirable
- oProficient in the use of Power Point
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).
