Practice Education Administrator

Job description

Job responsibilities

Provide secretarial/administration support including but not limited to:

Telephone calls and emails with other departments and organisation, expected to use their initiative when dealing with phone calls and messages.

Undertaking and providing the full range of confidential administrative duties such as prioritising e-mail and mail. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Managing multiple electronic diaries for the department, including arranging and changing appointments and prioritising these as appropriate.

Organising and planning virtual and face to face meetings and teaching events as directed, providing all necessary supporting materials, including setting up and supporting Teams calls and webinars.

Supporting project management and participating in team events.

Inputting, monitoring and checking data produced for on-going projects.

Preparing agendas and documents, reports and materials in readiness for meetings. Arranging meetings or teaching sessions, booking rooms and hospitality, compiling agendas; taking formal minutes, distributing minutes and chasing actions.

Maintaining effective systems to monitor processes and quality within the team, this will include, running and collating reports, including Board reports as required.

Ensuring all correspondence is accurately and appropriately presented, this includes proactive management of emails.

Typing (including audio) of general correspondence and reports.

Using proficient internet skills to access, search and retrieve information.

Handling queries and ensuring that relevant information is shared, and confidentiality is maintained.

Creating and designing presentations using PowerPoint.

Data input using databases, spreadsheets.

Supplying information required for financial management, supporting the head of department by checking and sending invoices for payment.

Developing and maintaining effective electronic and paper filing systems including SharePoint, to ensure that information is secure and accessible to team members

Support the development of and ensure consistent and standardised implementation of policies and procedures across the team.

Prioritise own workload to meet the needs of the service, including the ordering supplies using cardea

Person Specification

Qualifications

Essential

• Minimum 5 GCSE (Grade C) or equivalent qualification, or equivalent knowledge gained through work experience
• ITQ / ECDL or other recognised IT Qualification or equivalent knowledge gained through work experience
• Evidence of higher academic achievement NVQ 4 or equivalent level of knowledge

Desirable

• Foundation degree/equivalent or working towards

Special Skills and Knowledge

Essential

• Excellent communication skills: verbal, non-verbal & written.
• Excellent interpersonal skills and telephone manner
• In depth knowledge of Data Protection Act and Information Governance standards and other legislative principles
• Understanding of when to seek advice and escalate to the appropriate professional for expert help and advice
• Effective personal workload organisation / prioritising skills Ability to work calmly under pressure, utilizing own initiative appropriately
• Knowledge of Word, Excel, Outlook, PowerPoint with excellent Keyboard skills
• Excellent communication skills both verbal and written
• Able to work as part of a team
• Administrative experience in a complex organisation
• Previous experience of working in an environment providing a professional customer based service

Desirable

• Experience of working in the NHS
• Experience of working with CDDFT based systems
• Data analysis and problem solving skills
• Teaching qualification

Experience

Essential

• Administrative experience in a complex organisation
• Previous experience of working in an environment providing a professional customer based service
• Excellent computer skills including experience and use of electronic diary, email, internet and data input
• Ability to work collaboratively, methodically and flexibly to ensure that performance management targets are achieved

Desirable

• Experience of working in administrative roles in health care setting.
• Experience of working through organisational change.

Special Requirements

Essential

• Administrative experience in a complex organisation
• Previous experience of working in an environment providing a professional customer based service
• Excellent computer skills including experience and use of electronic diary, email, internet and data input
• Ability to work collaboratively, methodically and flexibly to ensure that performance management targets are achieved
• Able to travel across Trust sites to meet the requirements of the post

Certificate of Sponsorship

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).

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)