Job summary
NHS Leadership Academy, North East and Yorkshire (NEYLA) is
one of 7 regional leadership teams across England and is hosted by County Durham
& Darlington NHS FT on behalf of our NHS England and NHS Improvement. Our
aim is to deliver on the NHS People Plan: Action for us all 20/21 and the newly
launched NHS People Promise, resulting ultimately in improved healthcare for
patients and communities in the North East and Yorkshire.
An exciting fixed-term opportunity has arisen within our friendly,
high performing team for an experienced administrator to undertake a range of
administration duties key to the achievement of the Academy’s objectives
The successful candidate will be able to demonstrate: a
commitment to inclusion; the ability to work with minimal supervision and will
require a demonstrable ability to use initiative, prioritise workload and
provide evidence of work programme completion.
Many personal development opportunities will be available
and the role will allow exposure to leadership development, and access to a
diverse, national network of individuals, organisations and agencies.
Main duties of the job
As a Leadership Development
Administrator the post holder will work as part of a dynamic team in delivering
an effective service supporting managers and staff across the regional
leadership development team.
The post holder will assist the
Leadership & Lifelong Learning team to ensure that their work stream of
programmes are undertaken effectively and take the lead in administrating their
successful delivery: In particular the post holder will provide and coordinate
administrative and secretarial services; including for example, the preparation
of agendas and minutes, taking appropriate follow-up action as required.
Supporting the team with the management of projects, gathering information and
undertaking enquires as and when is necessary for the head of department, teams
and the department.
Delivery of the objectives set out within the
People Plan and Long Term Plan will be fulfilled under the leadership of the
Chief People Officer within the People Directorate. The Leadership Development
Administrator will play an integral role in providing regional support to the
leadership development team.
About us
We are one of the largest integrated care providers in England. Over 7,000 Staff serve a population of around 650,000 people in the North East,
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
At County Durham and Darlington NHS Foundation Trust our aim is to always deliver excellent care with compassion to deliver the highest quality of care our patients deserve. We value the personal skills, experiences and qualities that individuals bring to the Trust; creating an inclusive working environment to attract talented people who feel motivated, involved and able to influence the future direction of our services. The wellbeing of staff is important to us; we have a dedicated Health and Wellbeing team who provide support on a range of topics.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
The post-holder will:
• Provide
ad-hoc diary management and executive support to the senior team. Schedule appointments and resolve any
conflicting diary arrangements.
• To act as
a point of contact for enquiries, courteously receiving visitors and answering
personal callers and telephone enquiries using own initiative from experience
gained.
• Maintain
databases; for example, our annual delivery plan, communications planner and
attendance databases. This will entail chasing up updates and missing
information and escalating issues as necessary.
• Undertake
a range of administrative duties with respect to training events and meetings –
including joining instructions, meeting set up, room booking, collation and
distribution of papers and minute-taking.
• Ensure
meetings/appointments are organised and communicated effectively including
those needing to be organised on a regular basis.
• To
prepare draft responses to internal and external correspondence as necessary
using own initiative and knowledge
• Support
the project management of work-streams in place underpinning such working
groups by following up agreed actions, requesting and collating key information
and assisting with communication of key messages.
• Assist
with the preparation and production of reports to NHS Improvement and NHS
England as appropriate.
• Support
the Business team in implementing related performance and quality monitoring
frameworks including collection, reporting and analysis of datasets.
• Undertake
administration duties in support of the Team during periods of peak workload,
under the direction of the Business Manager. Such duties may include
preparation of agendas, collation and issue of papers.
• Proposes
changes to policies and practices in own working area and to continually review
and suggest and implement improvements to all systems in use.
• Ensure
confidentiality, safekeeping and location of documentation through effective
filing systems both paper based and electronic.
Job description
Job responsibilities
The post-holder will:
• Provide
ad-hoc diary management and executive support to the senior team. Schedule appointments and resolve any
conflicting diary arrangements.
• To act as
a point of contact for enquiries, courteously receiving visitors and answering
personal callers and telephone enquiries using own initiative from experience
gained.
• Maintain
databases; for example, our annual delivery plan, communications planner and
attendance databases. This will entail chasing up updates and missing
information and escalating issues as necessary.
• Undertake
a range of administrative duties with respect to training events and meetings –
including joining instructions, meeting set up, room booking, collation and
distribution of papers and minute-taking.
• Ensure
meetings/appointments are organised and communicated effectively including
those needing to be organised on a regular basis.
• To
prepare draft responses to internal and external correspondence as necessary
using own initiative and knowledge
• Support
the project management of work-streams in place underpinning such working
groups by following up agreed actions, requesting and collating key information
and assisting with communication of key messages.
• Assist
with the preparation and production of reports to NHS Improvement and NHS
England as appropriate.
• Support
the Business team in implementing related performance and quality monitoring
frameworks including collection, reporting and analysis of datasets.
• Undertake
administration duties in support of the Team during periods of peak workload,
under the direction of the Business Manager. Such duties may include
preparation of agendas, collation and issue of papers.
• Proposes
changes to policies and practices in own working area and to continually review
and suggest and implement improvements to all systems in use.
• Ensure
confidentiality, safekeeping and location of documentation through effective
filing systems both paper based and electronic.
Person Specification
Qualifications
Essential
- Good standard of general education including 5 GCSEs at grades A to C or equivalent, including English Language; OR
- Demonstrable evidence of the equivalent standard of education acquired through experience and / or professional learning and qualifications.
- Educated to NVQ level 3 or equivalent or significant equivalent knowledge gained through relevant work experience
- RSA 3 level typewriting skills or equivalent
Desirable
- NVQ Level 4
- Business Administration qualification.
Special Requirements
Essential
- Present a professional image at all times
- Observe discretion and the confidentiality of private business.
- Ability to travel across North East and Yorkshire as required and flexibility (with notice) to work between 8.00 and 20.00 to cope with occasional out of hours meetings
Experience
Essential
- Previous secretarial and administration experience over a sustained period, with a proven track record of quality work.
- Able to prioritise tasks.
- Excellent interpersonal skills in particular relationship management skills and communication skills (written and verbal).
- Able to receive and communicate messages and instructions accurately from / to colleagues, both verbally and in writing.
- Able to use own initiative to resolve queries, and to suggest solutions to more complex queries to relevant management.
- Able to work with minimal supervision following set procedures.
- Able to work to deadlines.
- Committed to quality customer care/delivering excellent customer service.
- Flexible and adaptable to change.
- Team worker
- Motivated and enthusiastic.
- Able to work with diplomacy and tact whilst being tenacious and raising issues promptly.
Desirable
- NHS Experience
- Involvement with projects or similar large-scale temporary work-streams involving co-ordination and administration effort.
Special Skills and Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. PowerPoint, Excel, and Microsoft Word
- Fast typing skills with a high degree of accuracy
- Knowledge of the full range of secretarial procedures.
- Understanding of NHS organisation and services.
- Effective organisational skills (organising both tasks / workload and systems).
- Ability to maintain complete confidentiality and discretion
- Understanding of Confidentiality and Data Protection Act.
- Minute taking skills
Person Specification
Qualifications
Essential
- Good standard of general education including 5 GCSEs at grades A to C or equivalent, including English Language; OR
- Demonstrable evidence of the equivalent standard of education acquired through experience and / or professional learning and qualifications.
- Educated to NVQ level 3 or equivalent or significant equivalent knowledge gained through relevant work experience
- RSA 3 level typewriting skills or equivalent
Desirable
- NVQ Level 4
- Business Administration qualification.
Special Requirements
Essential
- Present a professional image at all times
- Observe discretion and the confidentiality of private business.
- Ability to travel across North East and Yorkshire as required and flexibility (with notice) to work between 8.00 and 20.00 to cope with occasional out of hours meetings
Experience
Essential
- Previous secretarial and administration experience over a sustained period, with a proven track record of quality work.
- Able to prioritise tasks.
- Excellent interpersonal skills in particular relationship management skills and communication skills (written and verbal).
- Able to receive and communicate messages and instructions accurately from / to colleagues, both verbally and in writing.
- Able to use own initiative to resolve queries, and to suggest solutions to more complex queries to relevant management.
- Able to work with minimal supervision following set procedures.
- Able to work to deadlines.
- Committed to quality customer care/delivering excellent customer service.
- Flexible and adaptable to change.
- Team worker
- Motivated and enthusiastic.
- Able to work with diplomacy and tact whilst being tenacious and raising issues promptly.
Desirable
- NHS Experience
- Involvement with projects or similar large-scale temporary work-streams involving co-ordination and administration effort.
Special Skills and Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. PowerPoint, Excel, and Microsoft Word
- Fast typing skills with a high degree of accuracy
- Knowledge of the full range of secretarial procedures.
- Understanding of NHS organisation and services.
- Effective organisational skills (organising both tasks / workload and systems).
- Ability to maintain complete confidentiality and discretion
- Understanding of Confidentiality and Data Protection Act.
- Minute taking skills
