Job summary
This role is part of Health & Care Education team in the NW Workforce Training & Education Directorate which will
Provide regional clinical and professional leadership to education & training delivery
Focus on addressing the gaps in the regional workforce across all clinical roles, healthcare pathways through education and training.
Drive uni and multi-professional education transformation and innovation, as well as ensuring value for money in education commissioning, planning and workforce development.
The Health & Care Education Administrative Assistant is responsible for the provision of administrative and clerical support to the Health & Care Education Team.
Main duties of the job
Key duties may include:
o general office duties to support the business
o ensuring that agendas and documentation for meetings and events are available by required deadlines
o assisting with key Programme Support functions
o accurate data processing: data entry and monitoring of quality of data
- acting as the first point of contact for the Health & Care Education Team (electronically & verbally)
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.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
Job description
Job responsibilities
- Arrange/provide administration for meetings and events including note taking, distribution of papers and information, making sure any actions are circulated, rooms booked for next meeting, photocopying, scanning documents, collating information etc.
- Provide administrative support for projects and core business delegated by other members of the team as required. This may include managing files.
- Follows organisational policies and procedures and other quality approaches as required. Encourages others to do the same.
- Maintains professional profile especially when dealing with confidential or sensitive information
- Accountable for own actions
- Works effectively within the limits of own competence and area of responsibility and accountability. Gets help and advice where needed / escalates non routine queries as per the team structure
- Works to support the team and is seen as first point of contact. Can be counted on when people ask for help or support.
- Responds efficiently to routine enquiries from internal and external stakeholders in a timely and efficient manner, escalating non routine queries to an appropriate member of the team
- Attends meetings as required
- Workload is managed effectively, and high quality of work maintained
- Uses organisations equipment and resources effectively and encourages others to do the same. May have responsibility for creating and/or requesting purchase orders e.g. expenses management, invoices, stationery orders, IT equipment, travel arrangements, catering, event booking
- Monitors the quality of work in own area and alerts others to quality issues, reporting any errors or issues to the appropriate person
- Provides practical training on own work areas or responsibilities
- Maintenance of one or more information systems as a core part of the role
- Assist with maintenance of relevant webpages, monitoring and updating designated areas
Job description
Job responsibilities
- Arrange/provide administration for meetings and events including note taking, distribution of papers and information, making sure any actions are circulated, rooms booked for next meeting, photocopying, scanning documents, collating information etc.
- Provide administrative support for projects and core business delegated by other members of the team as required. This may include managing files.
- Follows organisational policies and procedures and other quality approaches as required. Encourages others to do the same.
- Maintains professional profile especially when dealing with confidential or sensitive information
- Accountable for own actions
- Works effectively within the limits of own competence and area of responsibility and accountability. Gets help and advice where needed / escalates non routine queries as per the team structure
- Works to support the team and is seen as first point of contact. Can be counted on when people ask for help or support.
- Responds efficiently to routine enquiries from internal and external stakeholders in a timely and efficient manner, escalating non routine queries to an appropriate member of the team
- Attends meetings as required
- Workload is managed effectively, and high quality of work maintained
- Uses organisations equipment and resources effectively and encourages others to do the same. May have responsibility for creating and/or requesting purchase orders e.g. expenses management, invoices, stationery orders, IT equipment, travel arrangements, catering, event booking
- Monitors the quality of work in own area and alerts others to quality issues, reporting any errors or issues to the appropriate person
- Provides practical training on own work areas or responsibilities
- Maintenance of one or more information systems as a core part of the role
- Assist with maintenance of relevant webpages, monitoring and updating designated areas
Person Specification
Qualifications
Essential
- Base level of theoretical knowledge e.g. GCSE Grade C or above, NVQ, ECDL or equivalent level of knowledge (formal qualification preferred)
- Good understanding of a range of work procedures and practices which are mainly routine but will contain some aspects of non-routine work obtained through formal training or equivalent experience
Desirable
- NVQ or equivalent in Business or Office Administration
Experience
Essential
- Experience of working in an administrative / clerical or secretarial support role
- Experience of working to deadlines
- Working knowledge of IT / all Microsoft office packages (e.g. for data entry / data validation / diary management / email prioritisation etc.)
- Experience of assisting the planning of effective meetings and other events
Skills
Essential
- Good interpersonal and communication skills - uses a range of communication channels to build relationships including good writing, data entry, telephone skills and good use of email.
- Able to work on own initiative within defined parameters of the role, planning own work to given deadlines, but with direction from the other more senior members of the team
- Good planning and organisational skills, conscientious and methodical
Person Specification
Qualifications
Essential
- Base level of theoretical knowledge e.g. GCSE Grade C or above, NVQ, ECDL or equivalent level of knowledge (formal qualification preferred)
- Good understanding of a range of work procedures and practices which are mainly routine but will contain some aspects of non-routine work obtained through formal training or equivalent experience
Desirable
- NVQ or equivalent in Business or Office Administration
Experience
Essential
- Experience of working in an administrative / clerical or secretarial support role
- Experience of working to deadlines
- Working knowledge of IT / all Microsoft office packages (e.g. for data entry / data validation / diary management / email prioritisation etc.)
- Experience of assisting the planning of effective meetings and other events
Skills
Essential
- Good interpersonal and communication skills - uses a range of communication channels to build relationships including good writing, data entry, telephone skills and good use of email.
- Able to work on own initiative within defined parameters of the role, planning own work to given deadlines, but with direction from the other more senior members of the team
- Good planning and organisational skills, conscientious and methodical
