Job summary
We are delighted to offer this exciting Full-time (Inc. flexible working), opportunity to any vibrant and dynamic individual seeking to join our lovely Learning and Organisational Development team.
The selected candidate should be able to demonstrate they possess the required skills set and experience which will enable them to provide administrative support to the Learning and Organisational Development Team within a shared services team operating across Chelsea and Westminster Hospital NHS Foundation Trust and The Hillingdon Hospitals NHS Foundation Trust.
This includes supporting the end to end process for face to face and virtual training as well as providing supporting to staff in using a variety of systems across both Trusts.
Main duties of the job
- Customer service
- Manning the telephone
- Data Inputting of various L&OD systems
- Preparing course Materials
- Pre and Post course admin related tasks
- Admin Support to senior administrators and to course presenters
- Admin support to e-Learning training service users with
- Room bookings management
About us
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, but also The Hillingdon Hospital (under our shared services agreement), as well as a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that arePROUD to Carefor nearly one million people.
Both hospitals provide full clinical services, including full maternity, emergency and children's, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We're one of the best performing Trusts in the country. We're also one of the top trusts to work for -our staff says they're engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as 'Good' in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of 'Good'. We've also been awarded an 'Outstanding' rating for 'use of resources' by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate.
We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Job description
Job responsibilities
- To support the end to end process for a variety of courses (including Face-to-face and virtual), this includes (but is not limited to):
- Collating the training calendar schedule;
- Coordinating speakers, including meet and greet on the day;
- Booking rooms;
- Creating marketing materials and advertising courses (emailing relevant leads/managers, updating the intranet);
- Booking staff onto courses;
- Creating and updating registers;
- Sending participant joining instructions and pre-work;
- Sending participant evaluations and post-work;
- Managing any non-attendances.
- Updating relevant trust systems to reflect attendance and completed competencies.
- To update relevant systems to reflect completed competencies from eLearning completion.
- To support the provision of a high quality administration and telephone enquiry service by implementing and developing administrative systems, processes, policies and procedures.
- To proactively analyse the trends of incoming queries and work with other colleagues within our outside of the department to eliminate or reduce the volume received and improve the user experience.
- Be first point of contact for all enquiries relating to Leadership and Organisational Development, whether in person, by phone or via email, using discretion on the redirection of learners where necessary and providing advice where appropriate.
- Ensure that those who make contact with the L&OD team experience excellent customer service and receive prompt and efficient response to their enquiries
- Maintain and develop administrative systems to manage administration of training and learning and development programmes and events.
- Supporting staff using relevant learning systems, for example by helping with log in or navigation issues.
- Undertake ad hoc project work as required, researching and producing information to support the project.
- Any other duties required by the line manager that are commensurate with the band.
This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and his/her manager.
All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure you must seek clarification from a more senior member of staff.
Job description
Job responsibilities
- To support the end to end process for a variety of courses (including Face-to-face and virtual), this includes (but is not limited to):
- Collating the training calendar schedule;
- Coordinating speakers, including meet and greet on the day;
- Booking rooms;
- Creating marketing materials and advertising courses (emailing relevant leads/managers, updating the intranet);
- Booking staff onto courses;
- Creating and updating registers;
- Sending participant joining instructions and pre-work;
- Sending participant evaluations and post-work;
- Managing any non-attendances.
- Updating relevant trust systems to reflect attendance and completed competencies.
- To update relevant systems to reflect completed competencies from eLearning completion.
- To support the provision of a high quality administration and telephone enquiry service by implementing and developing administrative systems, processes, policies and procedures.
- To proactively analyse the trends of incoming queries and work with other colleagues within our outside of the department to eliminate or reduce the volume received and improve the user experience.
- Be first point of contact for all enquiries relating to Leadership and Organisational Development, whether in person, by phone or via email, using discretion on the redirection of learners where necessary and providing advice where appropriate.
- Ensure that those who make contact with the L&OD team experience excellent customer service and receive prompt and efficient response to their enquiries
- Maintain and develop administrative systems to manage administration of training and learning and development programmes and events.
- Supporting staff using relevant learning systems, for example by helping with log in or navigation issues.
- Undertake ad hoc project work as required, researching and producing information to support the project.
- Any other duties required by the line manager that are commensurate with the band.
This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and his/her manager.
All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure you must seek clarification from a more senior member of staff.
Person Specification
Education and Qualifications
Essential
- General education in GCSEs or equivalent, including Maths & English
Desirable
- 2 A Levels or equivalent experience
Experience
Essential
- Experience of working in a customer focused environment.
Desirable
- Previous experience of general administration (diary keeping, maintaining up to date records both manually & computerised).
- NHS experience.
Skills and knowledge
Essential
- Excellent verbal and written English communications skills.
- Ability to set up and maintain a filing system
- Proficient in the use of MS Word, MS Excel and MS Outlook.
Desirable
- Ability to analyse data and present reports
- Robust IT skills, with ability to quickly grasp new systems.
Personal qualities
Essential
- Team player, willing to assist and support colleagues
- Ability to use own initiative.
- Excellent organisational skills.
- Ability to act independently and with consideration for others.
- Ability to work in a busy environment, meeting a high number and variety of demands.
- Excellent communication and interpersonal skills.
- Attention to detail.
- Ability to handle sensitive, confidential issues with tact and discretion.
- Ability to manage time and change effectively and prioritise own work.
- Willingness to travel to other hospital sites for meetings.
- Willingness to work flexible hours at busy times and take annual leave at times to fit in with service demands.
Person Specification
Education and Qualifications
Essential
- General education in GCSEs or equivalent, including Maths & English
Desirable
- 2 A Levels or equivalent experience
Experience
Essential
- Experience of working in a customer focused environment.
Desirable
- Previous experience of general administration (diary keeping, maintaining up to date records both manually & computerised).
- NHS experience.
Skills and knowledge
Essential
- Excellent verbal and written English communications skills.
- Ability to set up and maintain a filing system
- Proficient in the use of MS Word, MS Excel and MS Outlook.
Desirable
- Ability to analyse data and present reports
- Robust IT skills, with ability to quickly grasp new systems.
Personal qualities
Essential
- Team player, willing to assist and support colleagues
- Ability to use own initiative.
- Excellent organisational skills.
- Ability to act independently and with consideration for others.
- Ability to work in a busy environment, meeting a high number and variety of demands.
- Excellent communication and interpersonal skills.
- Attention to detail.
- Ability to handle sensitive, confidential issues with tact and discretion.
- Ability to manage time and change effectively and prioritise own work.
- Willingness to travel to other hospital sites for meetings.
- Willingness to work flexible hours at busy times and take annual leave at times to fit in with service demands.
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.