LEAD Administration Assistant

Job description

Job responsibilities

Main Duties & Responsibilities

1. To carry out and prioritise a variety of administrative duties on behalf of the Learning Education and Development (LEAD) Team, and support new and on-going LEAD projects as required. Key duties will include:

• Using a range of software programmes to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations.
• Typing, audio typing.
• Photocopying, scanning, emailing, post, reports and other correspondence promptly and efficiently, ensuring that all staff records, files and filing lists are maintained and kept up-to-date.
• Researching appropriate websites, downloading and circulating documents as requested.
• Dealing appropriately with all telephone enquiries and face to face contact.

2. To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, distributing agendas and papers, note taking, making room bookings for training and meetings, arranging meeting room layout, equipment, hospitality and greeting visitors.

3. To resolve queries, taking advice from LEAD management as required. Responding to queries in the LEAD inbox as well as being responsible for answering queries via the telephone, from internal staff and stakeholders relating to statutory and mandatory training, leadership training availability and Induction. In addition dealing with queries that the trainers may have.

4. Be point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

5. To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using the appropriate system and carrying out research on products or services, as required.

6. Maintain and input into various databases and systems, e.g. Electronic Staff Records (ESR) and designated spreadsheets, within the required timescales and deadlines.

7. Utilising and maintaining the Trusts Learning Management System; including uploading online courses and providing effective advice to users in a timely manner.

8. To cover the duties of colleagues within the LEAD team in times of absence or heavy workload.

9. Mentor/support work experience students and apprentices on an ad hoc basis.

10. Maintain own email inbox and those of the wider team to include Career Development inbox and LEAD inbox.

11. Support with the Talent for Care teams Administrative duties to include:

• Work experience admin including responding to candidates, liaising with localities in regards to placements, filing and id taking.
• Apprentice admin including updating files, uploading information onto the DAS and NAM accounts and updating internal spreadsheets.
• Support with the Health Ambassador project including printing/folding leaflets and preparation for events.

12. Provide administrative support for the Talent Management process, which includes planning / organisation of sessions and typing up of Talent notes.

Person Specification

Qualifications

Essential

• Maths and English GCSE (Grade C or above), or equivalent
• Have or working towards NVQ Level 2 or equivalent

Experience

Essential

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team

Desirable

• Knowledge of the NHS
• Knowledge of NHS ordering and room booking systems
• Previous Experience using ESR

Skills

Essential

• Good working knowledge of Microsoft Office, especially Word, Excel and Outlook
• An ability to work on own initiative and prioritise and manage own workload
• Good attention to detail with a high level of accuracy

Communication

Essential

• Good organisational and communications skills
• The ability to liaise with a variety of stakeholders both internal and external to the Trust

Personal

Essential

• The ability to support and communicate with staff using new systems
• Articulate, calm, polite and well-motivated with a positive attitude to customer care

Other

Essential

• Have the ability to travel between the Trust's different sites
• Able to communicate effectively in written and verbal English Language

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

Norfolk Community Health and Care NHS Trust

Address

Norwich Community Hospital

Norwich

NR2 3TU

Employer's website

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