Job summary
The Learning & Development Team is looking for an enthusiastic and competent Senior 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. You will also be responsible for the day to day supervision of a small team of administrators. 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
- To ensure the consistent, efficient & smooth running of the Learning and Development (L&D) administrative function in each office base through the day to day supervision of a small team of L&D Administrators.
- To undertake the organisation and co-ordination of training events, liaising with L&D co-ordinators, Associate trainers, L&D managers, participants & venues as required, ensuring all arrangements are carried out efficiently and promptly, and using initiative to resolve problems.
- To contribute to the efficient operation of learning and development management systems through the accurate inputting of data and the regular extraction & presentation of a range of reports for audit and governance purposes.
- To provide cover for the L&D Administration Manager as required.
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
Contributing to & supporting the provision of a consistent L&D service:
- Working with the L&D Administration Manager, to contribute to a consistent approach to L&D Administration through the development and maintenance of a range of systems and processes, including ensuring that L&D Distribution lists are up to date, that all course information is systematically filed and accessible, checklists and pro-forma are updated as appropriate, and consistently used.
- Responsibility for day to day support and supervision for L&D administration staff, modelling a constructive and solution focussed approach to problems at all times.
- Provision of monthly Supervision to the Administration staff.
- Ensuring that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the Learning and Development team are of high quality, consistent standard with good attention to detail, giving a professional and reliable service to all staff.
- Promoting a positive approach to the provision of an L&D service in all dealings with colleagues, staff and service users.
- Dealing courteously and efficiently with all queries, ensuring that everyone is responded to promptly within appropriate timescales and set deadlines and always with good humour.
- Providing administrative support to the learning and development team including typing correspondence, reports, organising meetings and occasional minute taking at complex meetings.
- Provide cover for the L&D Administration Manager as required, and contribute as necessary to the general smooth running of the team, covering and standing in for other administrators where necessary.
- Working closely with the L&D Administration Manager, L&D Co-ordinators and others to ensure the efficient organisation and co-ordination of training events, including:
- Support and facilitate processes to ensure the successful implementation and completion of larger training and project initiatives which are directed into the L&D department. Working with the wider L&D team to maintain a consistent approach to delivery.
- Liaison with associate trainers/external speakers regarding availability
- Setting up course files and maintaining all course checklists including accurate update of Admin Planner
- Booking appropriate venues, refreshments and equipment
- Completion of all course processes, including course files, checklists, LEARN processes
- Preparation and distribution of fliers
- Maintaining an overview of applications and liaising with L&D Administration Manager and others re take-up, shortlisting etc. as required
- Responding to L&D Inbox and telephone queries using initiative to solve day to day problems, referring to the L&D Administration Manager if required
- Ensuring that participants / trainers and associate trainers / venues / speakers have timely and comprehensive information confirming all details of the event
- Preparation of course materials/attendance lists ensuring that everything is ready for the trainer on the day
- Setting up training rooms and ensuring equipment is available and in working order on the day, as required. (this may require travel to external venues on occasion)
- Ensuring attendance details are entered on to LEARN and thus ensuring non-attendance notifications are sent to managers where appropriate
- Collating evaluation summaries where required
- Closing and archiving old files.
- Providing regular, detailed reports of training activity as required:
- Using learning and development systems to prepare detailed and accurate data in a range of formats
- Understand the key reporting requirements for audit and governance purposes and assess the implications for L&D data collection, working with other Administrators and the L&D Administration Manager to ensure that reports are comprehensive and cover required criteria
- Prepare and present required reports in a range of formats in time for key audit and governance deadlines
- Ensuring AWP Training Venues are efficiently equipped and resourced:
- To monitor on a regular basis all aspects of training venues used, including equipment, furniture, availability of refreshments, support and access issues
- To use initiative to solve day to day problems, e.g. arranging for faulty equipment to be mended or replaced, broken furniture repaired, etc.
- To report more challenging problems to the L&D Administration Manager and contribute to their resolution e.g. where this requires changes to equipment or working practices
- Ensure continued support for L&D administration staff.
- To ensure individual daily tasks are supported within the wider administration team. Sharing knowledge and good practice
- Provide monthly Supervision to the Administration staff which will support any appraisal conversations
Job description
Job responsibilities
Contributing to & supporting the provision of a consistent L&D service:
- Working with the L&D Administration Manager, to contribute to a consistent approach to L&D Administration through the development and maintenance of a range of systems and processes, including ensuring that L&D Distribution lists are up to date, that all course information is systematically filed and accessible, checklists and pro-forma are updated as appropriate, and consistently used.
- Responsibility for day to day support and supervision for L&D administration staff, modelling a constructive and solution focussed approach to problems at all times.
- Provision of monthly Supervision to the Administration staff.
- Ensuring that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the Learning and Development team are of high quality, consistent standard with good attention to detail, giving a professional and reliable service to all staff.
- Promoting a positive approach to the provision of an L&D service in all dealings with colleagues, staff and service users.
- Dealing courteously and efficiently with all queries, ensuring that everyone is responded to promptly within appropriate timescales and set deadlines and always with good humour.
- Providing administrative support to the learning and development team including typing correspondence, reports, organising meetings and occasional minute taking at complex meetings.
- Provide cover for the L&D Administration Manager as required, and contribute as necessary to the general smooth running of the team, covering and standing in for other administrators where necessary.
- Working closely with the L&D Administration Manager, L&D Co-ordinators and others to ensure the efficient organisation and co-ordination of training events, including:
- Support and facilitate processes to ensure the successful implementation and completion of larger training and project initiatives which are directed into the L&D department. Working with the wider L&D team to maintain a consistent approach to delivery.
- Liaison with associate trainers/external speakers regarding availability
- Setting up course files and maintaining all course checklists including accurate update of Admin Planner
- Booking appropriate venues, refreshments and equipment
- Completion of all course processes, including course files, checklists, LEARN processes
- Preparation and distribution of fliers
- Maintaining an overview of applications and liaising with L&D Administration Manager and others re take-up, shortlisting etc. as required
- Responding to L&D Inbox and telephone queries using initiative to solve day to day problems, referring to the L&D Administration Manager if required
- Ensuring that participants / trainers and associate trainers / venues / speakers have timely and comprehensive information confirming all details of the event
- Preparation of course materials/attendance lists ensuring that everything is ready for the trainer on the day
- Setting up training rooms and ensuring equipment is available and in working order on the day, as required. (this may require travel to external venues on occasion)
- Ensuring attendance details are entered on to LEARN and thus ensuring non-attendance notifications are sent to managers where appropriate
- Collating evaluation summaries where required
- Closing and archiving old files.
- Providing regular, detailed reports of training activity as required:
- Using learning and development systems to prepare detailed and accurate data in a range of formats
- Understand the key reporting requirements for audit and governance purposes and assess the implications for L&D data collection, working with other Administrators and the L&D Administration Manager to ensure that reports are comprehensive and cover required criteria
- Prepare and present required reports in a range of formats in time for key audit and governance deadlines
- Ensuring AWP Training Venues are efficiently equipped and resourced:
- To monitor on a regular basis all aspects of training venues used, including equipment, furniture, availability of refreshments, support and access issues
- To use initiative to solve day to day problems, e.g. arranging for faulty equipment to be mended or replaced, broken furniture repaired, etc.
- To report more challenging problems to the L&D Administration Manager and contribute to their resolution e.g. where this requires changes to equipment or working practices
- Ensure continued support for L&D administration staff.
- To ensure individual daily tasks are supported within the wider administration team. Sharing knowledge and good practice
- Provide monthly Supervision to the Administration staff which will support any appraisal conversations
Person Specification
Knowledge
Essential
- Business Admin Level 3 or relevant Experience
- Ability to use Microsoft Office suite of packages
Desirable
- Ability to use LEARN System
Experience
Essential
- Previous Supervisory Experience
- Experience of working within and administration team
Skills
Essential
- Ability to prioritise workload and good organisational skills
- Excellent communication and customer service skills
Person Specification
Knowledge
Essential
- Business Admin Level 3 or relevant Experience
- Ability to use Microsoft Office suite of packages
Desirable
- Ability to use LEARN System
Experience
Essential
- Previous Supervisory Experience
- Experience of working within and administration team
Skills
Essential
- Ability to prioritise workload and good organisational skills
- Excellent 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
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).
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