Job summary
The Population and Public Health Training Co-ordinator will provide effective and efficient administrative support, working in the PGMDE Office in Bristol but covering the whole of the South West.
The Administrator is responsible for:
- Working as part of a team to support the implementation of specific work streams and team functions
- Supporting the delivery of a comprehensive administrative service, including secretariat for meetings
The post-holder will work closely with the Head of School and the Training Programme team, liaising with Universities, UKHSA, OHID, NHS Public Health Teams, Local Authority Public Health teams and the Faculty of Public Health and other external stakeholders to ensure the delivery of consistent services within the School of Public Health, as aligned to HEE Standard Operating Procedures.
Main duties of the job
- Provide and receive complex or sensitive communications Information is shared in a suitable format for the relevant audience.
- Establish and proactively maintain effective relationships with stakeholders within internal and external networks
- Timely and accurate information analysis and reporting, with information in a suitable format for the relevant audience
- To attend regional and national meetings asrequired
- To liaise effectively (as required) with NHSE's educational and regulatory organisations e.g. Faculty of Public Health, GMC, HEE, Local Authorities, UKHSA, OHID and NHS. To ensure appropriate contact information is maintained and validated for key staff within these organisations
- Works to support the team and can be counted on for help and support
- Exhibits self-belief and believes in own ability to deliver
- Makes effective decisions based on all availableinformation
- Prepared to make suggestions to improve service
- Evaluates effectiveness of own learning/development opportunities
- Seeks feedback from others about work to help identify own development needs
- Promotes a professional image for the organisation
- Adapts own work and takes on new tasks as agreed. Asks for help if required.
- Responds positively to change
- Provides administrative support at key meetings (e.g. training programme meetings, quality visits to education providers), ensuring meeting outcomes are appropriately recorded
About us
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visithttps://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Job description
Job responsibilities
Delivering Results/Functional Responsibilities
- Follows organisational policies and procedures and other quality approaches as required. Maintains professional profile
- Works within the limits of own competence and area of responsibility and accountability. Gets help and advice where needed
- Works to support the activity of the team. Can be counted on to help when people ask for help or support /development
- Own workload is managed effectively and quality is not compromised
- Uses organisations equipment and resources effectively and encourages others to do the same. Responsibility for financial control held
- Monitors and evaluates the quality of work in own area and alerts others to quality issues, takes responsibility for the escalation of errors or issues outside of immediate scope of control
- Provides advice and support on own area of responsibility and able to support the induction/training of staff within own area
- Responsible for maintaining one or more system or database
- Undertakes surveys and audits as necessary to own work.
- To assist with the organisation and delivery of defined events
- To provide secretariat support within defined work areas
- To set up and maintain electronic files within defined work areas
- To efficiently mediate enquiries from internal and external clients in a timely and effective manner. In the absence of a senior staff member to initiate a response within the framework of NHSE policies or re-direct to appropriate NHSE personnel.
- Work in a confidential manner, ensuring that any material of a confidential nature is dealt with sensitively.
- To ensure the efficiency of the Team, manage diaries in arranging internal and external meetings and appointments. Liaise with external conference/meeting organisers and organise travel and accommodation when appropriate
- General office duties, including drafting correspondence and documents, dealing with telephone and email enquiries and taking minutes.
If you like what you have read and think you have the skills and experience, we need then don't delay, apply today! We get lots of applications for our roles and so we sometimes have to close our posts early. Don't miss out!
Job description
Job responsibilities
Delivering Results/Functional Responsibilities
- Follows organisational policies and procedures and other quality approaches as required. Maintains professional profile
- Works within the limits of own competence and area of responsibility and accountability. Gets help and advice where needed
- Works to support the activity of the team. Can be counted on to help when people ask for help or support /development
- Own workload is managed effectively and quality is not compromised
- Uses organisations equipment and resources effectively and encourages others to do the same. Responsibility for financial control held
- Monitors and evaluates the quality of work in own area and alerts others to quality issues, takes responsibility for the escalation of errors or issues outside of immediate scope of control
- Provides advice and support on own area of responsibility and able to support the induction/training of staff within own area
- Responsible for maintaining one or more system or database
- Undertakes surveys and audits as necessary to own work.
- To assist with the organisation and delivery of defined events
- To provide secretariat support within defined work areas
- To set up and maintain electronic files within defined work areas
- To efficiently mediate enquiries from internal and external clients in a timely and effective manner. In the absence of a senior staff member to initiate a response within the framework of NHSE policies or re-direct to appropriate NHSE personnel.
- Work in a confidential manner, ensuring that any material of a confidential nature is dealt with sensitively.
- To ensure the efficiency of the Team, manage diaries in arranging internal and external meetings and appointments. Liaise with external conference/meeting organisers and organise travel and accommodation when appropriate
- General office duties, including drafting correspondence and documents, dealing with telephone and email enquiries and taking minutes.
If you like what you have read and think you have the skills and experience, we need then don't delay, apply today! We get lots of applications for our roles and so we sometimes have to close our posts early. Don't miss out!
Person Specification
Qualifications
Essential
- Nationally recognised qualification (e.g. NVQ or BTEC) in business/office administration at level 3 or above or equivalent
- GCSE grade C or above (or equivalent) in English and Mathematics
- Formal qualification or training / intermediate knowledge of Microsoft Office Applications or can demonstrate extensive use and understanding of these applications (e.g. Word, Excel)
Experience
Essential
- Significant demonstrable experience of working in an administrative/support role
- Significant demonstrable experience of using Microsoft Office Applications, Office 365, Email and the Internet. (Intermediate level.)
- Diary Management Experience of taking formal minutes
Desirable
- Responsible for maintaining one or more information systems including Trainee Information System, ePortfolio, Accent etc.
- Experience of using database systems to collate information from a number of sources and be able to report on that information
Skills
Essential
- Understanding of a range of work procedures and practices, some of which are non-routine (e.g. working with various systems) and require a base level of theoretical knowledge acquired through formal training or equivalent experience
Person Specification
Qualifications
Essential
- Nationally recognised qualification (e.g. NVQ or BTEC) in business/office administration at level 3 or above or equivalent
- GCSE grade C or above (or equivalent) in English and Mathematics
- Formal qualification or training / intermediate knowledge of Microsoft Office Applications or can demonstrate extensive use and understanding of these applications (e.g. Word, Excel)
Experience
Essential
- Significant demonstrable experience of working in an administrative/support role
- Significant demonstrable experience of using Microsoft Office Applications, Office 365, Email and the Internet. (Intermediate level.)
- Diary Management Experience of taking formal minutes
Desirable
- Responsible for maintaining one or more information systems including Trainee Information System, ePortfolio, Accent etc.
- Experience of using database systems to collate information from a number of sources and be able to report on that information
Skills
Essential
- Understanding of a range of work procedures and practices, some of which are non-routine (e.g. working with various systems) and require a base level of theoretical knowledge acquired through formal training or equivalent experience
