Job summary
The main focus of the post will be to provide administrative support to the digital training service. This will relate primarily to training delivery (such as booking delegates onto sessions, managing accommodation, etc.), data collection, documentation production and maintenance.
The post holder will also be expected to provide some administrative cover to the programme / project management teams and business change service, as and when the need arises.
Main duties of the job
Would you like to be part of a team delivering Digital Training to staff throughout the organisation?
This is an exciting opportunity to work within the Digital IT Training Team at Liverpool University Hospitals NHS Foundation Trust. The teamprovides Digital IT Training and Support to all staff across all areas/sites of the Hospital.
We are looking for an administrator who is motivated and organised, with good attention to detail. The candidate will be an enthusiastic person who is able to work, learn and actively contribute within a team environment. Strong customer care skills are essential, along with a confident "can-do" attitude to ensure that we always present a positive and professional image of our service to all stakeholders. Competent in the use of MS Office applications and ideally familar with the use of learner management systems.
The candidate must be able to confidently work alone and as part of a Team.
If you are enthusiastic, experienced and can demonstrate a commitment to the Trust values we would like to hear from you.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
- To receive, process and distribute digital training service documents. This includes updating, maintenance and distributing of training manuals, handouts, etc.
- Support the maintenance of systems to identify, record and track all outputs associated with the digital training service, maintaining version control
- Update the digital training database, inputting, updating and monitoring all data related to training courses delivered across the Service, including attendances, course types, DNAs, etc. This data will then be used to provide activity reports for the service.
- Adhere to standards developed for the delivery of a high-quality digital training service.
- Contribute to the preparation of agenda and papers for meetings as well as the production of minutes.
- Respond to routine user queries relating to training provision, giving information relating to courses, scheduled sessions, etc.
- Book venues, arrange meetings, seminars, training, travel and accommodation for digital team staff, as well as providing support with the preparation and running of events and workshops.
- Make and receive calls, acting as the first point of contact on behalf of the digital training service or other supported functions. The post holder must be able to field calls and provide information where appropriate.
- Support the updating and management of the diaries of team members.
- Monitor and sort incoming/outgoing correspondence for action (both electronic and written). Reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
- Participate in the production of written procedures and protocols for within the digital training service and inform staff of such procedures and protocols.
- Assist with the maintenance and updating of risks and issues registers, ensuring that the owners are aware of when escalation is required.
- To liaise with external agencies and suppliers, as required on behalf of the digital training service staff. This will include the processing and sharing of information relating to training programmes.
- To provide cover where necessary for other Project Office staff, including programme / project management administrators within the service. as well as corporate administration, where necessary.
- When providing cover for the Project / Programme Administrators, support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).
- The post holder will support the delivery of quality standards required of the digital training team, which must in turn appropriately support the other services and divisions with the service.
- The post holder will support the development and implementation of Key Performance Indicators within the digital training service.
- The post holder will support delivery against these targets, including gathering data to facilitate in the production of regular reports relating to performance.
- Under the guidance of their line manager, develop objectives and performance plans for themselves, for a minimum of 12 months, ensuring that they align with the Team and Departmental objectives and adhere to relevant national standards and targets.
- Provide support for audits of their area.
Job description
Job responsibilities
- To receive, process and distribute digital training service documents. This includes updating, maintenance and distributing of training manuals, handouts, etc.
- Support the maintenance of systems to identify, record and track all outputs associated with the digital training service, maintaining version control
- Update the digital training database, inputting, updating and monitoring all data related to training courses delivered across the Service, including attendances, course types, DNAs, etc. This data will then be used to provide activity reports for the service.
- Adhere to standards developed for the delivery of a high-quality digital training service.
- Contribute to the preparation of agenda and papers for meetings as well as the production of minutes.
- Respond to routine user queries relating to training provision, giving information relating to courses, scheduled sessions, etc.
- Book venues, arrange meetings, seminars, training, travel and accommodation for digital team staff, as well as providing support with the preparation and running of events and workshops.
- Make and receive calls, acting as the first point of contact on behalf of the digital training service or other supported functions. The post holder must be able to field calls and provide information where appropriate.
- Support the updating and management of the diaries of team members.
- Monitor and sort incoming/outgoing correspondence for action (both electronic and written). Reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
- Participate in the production of written procedures and protocols for within the digital training service and inform staff of such procedures and protocols.
- Assist with the maintenance and updating of risks and issues registers, ensuring that the owners are aware of when escalation is required.
- To liaise with external agencies and suppliers, as required on behalf of the digital training service staff. This will include the processing and sharing of information relating to training programmes.
- To provide cover where necessary for other Project Office staff, including programme / project management administrators within the service. as well as corporate administration, where necessary.
- When providing cover for the Project / Programme Administrators, support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).
- The post holder will support the delivery of quality standards required of the digital training team, which must in turn appropriately support the other services and divisions with the service.
- The post holder will support the development and implementation of Key Performance Indicators within the digital training service.
- The post holder will support delivery against these targets, including gathering data to facilitate in the production of regular reports relating to performance.
- Under the guidance of their line manager, develop objectives and performance plans for themselves, for a minimum of 12 months, ensuring that they align with the Team and Departmental objectives and adhere to relevant national standards and targets.
- Provide support for audits of their area.
Person Specification
Qualifications
Essential
Experience
Essential
- Demonstrable experience of supporting a Training service.
- Demonstrable experience of administration procedures
- Demonstrable experience of receiving, collating and updating numerous documents and logs.
- Experience of working in a Training environment
- Experience of resolving users' problems and issues.
Knowledge
Essential
- Knowledge and understanding of booking and administering a training service (e.g. maintaining a training database)
Desirable
- Knowledge of providing administration support in a project environment
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication tools to liaise with staff and contacts at all levels
- Ability to communicate routine information in a sensitive manner
- Ability to deliver training within own area
- Able to manage own time and work unsupervised within given procedures and protocols
Other
Essential
- Able to commute to all sites
Person Specification
Qualifications
Essential
Experience
Essential
- Demonstrable experience of supporting a Training service.
- Demonstrable experience of administration procedures
- Demonstrable experience of receiving, collating and updating numerous documents and logs.
- Experience of working in a Training environment
- Experience of resolving users' problems and issues.
Knowledge
Essential
- Knowledge and understanding of booking and administering a training service (e.g. maintaining a training database)
Desirable
- Knowledge of providing administration support in a project environment
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication tools to liaise with staff and contacts at all levels
- Ability to communicate routine information in a sensitive manner
- Ability to deliver training within own area
- Able to manage own time and work unsupervised within given procedures and protocols
Other
Essential
- Able to commute to all sites
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
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).
