Job summary
The Learning & Development Team is looking for an enthusiastic and competent Administrator to join our Dynamic Administration team. Based at Kingswood Civic Centre you will undertake a wide range of tasks involved in the administration of successful trust wide training events, including booking venues, use of the LEARN system, as well as bespoke support to Trainers who run the courses. The work is varied and interesting liaising with various stake holders both internal and external, and a range of training opportunities will be available to help you develop your skills.
We look forward to hearing from you, come and excel within a team that thrives on delivering exceptional customer service! For an informal discussion please phone Marney Albert Learning & Development Administration Manager 0117 472 8159
Main duties of the job
o To provide a range of administrative and clerical support to the management, apprenticeship co ordinator and training team for both the Training, and Medical Education Departments.
o To undertake the organisation and co-ordination of a range of training events, liaising with learning co-ordinators, trainers, associate trainers, managers, participants & venues as required, ensuring all arrangements are carried out efficiently and promptly and using initiative to resolve problems.
o To contribute to the efficient operation of the Training and Education Management systems through the accurate maintenance of filing systems and inputting of data.
o To provide support to trainers at training venues; for example to assist in registration, room setup etc.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
General Duties:
Maintain and update training and education management systems for audit and reporting purposes. (Training will be provided).
Co ordinate course venues, refreshments and course resources ensuring accurate information is shared with attendees.
Providing administrative support to L&D Trainers and Clinical Fellows, which can include reports, organising meetings, and occasional minute taking
Responding to general enquiries coming into the office including, telephone, face to face, written inquiries and email, taking & passing on messages as required.
Behaving courteously and efficiently at all times, ensuring a positive approach to any difficulties, and that all callers are responded to promptly and politely.
Act as a liaison and contact point for the education, training and management team.
Deal courteously with staff, patients, relatives and members of the public whilst maintaining confidentiality.
Receiving, processing and sorting post, ensuring that it is passed on to the relevant staff member as soon as possible; ensuring that outgoing post is posted on a daily basis.
Ensuring that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the departments are of high quality, giving a professional and reliable service to all staff.
Liaise and provide administration support to the Apprenticeship Co-ordinator as required.
Liaise with other internal and external services as appropriate .
Secretarial and Clerical Support:
Prioritise and organise own workload
Copy and audio typing of letters and reports as required.
Maintain an accurate and comprehensible filing system (paper and electronic).
Co-ordinate statistical data and general information as required.
Maintain up-to-date on line and paper diaries as required.
Set up meetings and provide support to book rooms, collate papers.
To take minutes (or notes) and produce and disseminate as appropriate.
Maintain and order stationery supplies and other stores.
Process orders and/or maintenance requests, including raising purchase orders.
Other Duties:
Any other duties as requested which are commensurate with post and grade.
Job description
Job responsibilities
General Duties:
Maintain and update training and education management systems for audit and reporting purposes. (Training will be provided).
Co ordinate course venues, refreshments and course resources ensuring accurate information is shared with attendees.
Providing administrative support to L&D Trainers and Clinical Fellows, which can include reports, organising meetings, and occasional minute taking
Responding to general enquiries coming into the office including, telephone, face to face, written inquiries and email, taking & passing on messages as required.
Behaving courteously and efficiently at all times, ensuring a positive approach to any difficulties, and that all callers are responded to promptly and politely.
Act as a liaison and contact point for the education, training and management team.
Deal courteously with staff, patients, relatives and members of the public whilst maintaining confidentiality.
Receiving, processing and sorting post, ensuring that it is passed on to the relevant staff member as soon as possible; ensuring that outgoing post is posted on a daily basis.
Ensuring that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the departments are of high quality, giving a professional and reliable service to all staff.
Liaise and provide administration support to the Apprenticeship Co-ordinator as required.
Liaise with other internal and external services as appropriate .
Secretarial and Clerical Support:
Prioritise and organise own workload
Copy and audio typing of letters and reports as required.
Maintain an accurate and comprehensible filing system (paper and electronic).
Co-ordinate statistical data and general information as required.
Maintain up-to-date on line and paper diaries as required.
Set up meetings and provide support to book rooms, collate papers.
To take minutes (or notes) and produce and disseminate as appropriate.
Maintain and order stationery supplies and other stores.
Process orders and/or maintenance requests, including raising purchase orders.
Other Duties:
Any other duties as requested which are commensurate with post and grade.
Person Specification
Knowledge
Essential
- Business Admin Level 2
- Ability to use excel
Desirable
- Ability to use LEARN system
Experience
Essential
- Experience of working in an administration team
- Experience of OUTLOOK and Microsoft packages
Skills
Essential
- Ability to priortise workload and good organisational skills
- Good communication and customer service skills
Person Specification
Knowledge
Essential
- Business Admin Level 2
- Ability to use excel
Desirable
- Ability to use LEARN system
Experience
Essential
- Experience of working in an administration team
- Experience of OUTLOOK and Microsoft packages
Skills
Essential
- Ability to priortise workload and good organisational skills
- Good communication and customer service skills
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).
