Job overview
To ensure the provision of general administrative support to the Professional & Practice Development Team. In addition, having a defined area of responsibility for managing and administering specific functions as defined in role specific responsibilities.
Core responsibilities:
1. To support the Professional & Practice Development Team to ensure that the Trust provides: High quality business and administrative arrangements are in place for the provision and tracking of student placements and training funds
2. To provide a comprehensive administrative function for the Professional & Practice Development Team
3. Line manage and supervision of Learning Environment Administrators
Main duties of the job
Role specific responsibilities
4. Responsibility for the day to day operational aspects.
5. To ensure that all desktop procedures are robust and up to date to enable the efficient cross-cover of work with other team members.
6. To engage with internal and external stakeholders where appropriate to enable the team to have successful delivery of work.
7. To disseminate information in written form that is technically accurate, reliable, and sensitive to the wide implications of that dissemination.
8. To oversee the communication and payments of student placements .
9. To ensure all information related to the Learning Environment Team on the Trust Intranet and internet pages are kept current.
10. Plan and facilitate meetings for the Learning Environment Team including external meetings with HEIs
11. Minute taking for the meetings led by the Learning Environment Team.
12. Responsible for the overseeing of the Learning Environment Inbox, ensuring that it is monitored and managed effectively on a daily basis.
13. Responsibility for collating and maintaining data for the allocation of student placements Support the Professional & Practice Development Business Manager with Health Education England reporting.
14. ·Requesting invoices & requisitions through Oracle.
·Support the Learning Environment Lead in managing placements and ensuring Supervisor & Assessors have the relevant training.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Detailed job description and main responsibilities
15. Coordinate an efficient administrative service to ensure good working relationships with service users
16. Maintain high level of communication within the team
17. To regularly liaise with management team, over monitoring and management of funding
18. Acting as the first point of contact for service users and professionals and providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
19. To ensure all telephone, video calls and verbal enquiries from service users, and staff are communicated in a polite, sympathetic, and courteous manner.
20. Acting in accordance with the Trust’s complaints procedure where required.
21. Maintain positive relationships and work in partnership with all healthcare professionals.
22. To be effective, clear and accurate when using all forms of communication throughout the trust.
23. To handle sensitive information provided by service users in a confidential manner.
24. Help organise and set up video conference calls with staff and external agencies
25. Support the team with organisation of meetings, diaries, and support with team rotas
26. Support the project team with notes and minutes from meetings
27. Support with Health Education reporting and evaluations Use of information technology to communicate, to produce reports, papers and presentational material. To comply with the trust policy on confidentiality and data protection To promote effective and efficient use of resources by managing administrative stock and ordering stationary when required Support with payment to external providers for student placements Support Business manager with PAY and Non-Pay Budgets
28. Day to day Supervision:
Regularly responsible for the professional /clinical supervision of staff.
·Delegating or allocating work and checking for quality and timely completion
·Refer concerns to line manager e.g. performance, attendance or conduct
Day to day Management:
·Regularly responsible for reviewing work performance, progress, work allocation and checking for quality and timely completion, undertaking appraisal reviews, acting as a panel member for recruitment and selection, undertake the initial stages of staff management by applying HR policies e.g. grievance, conduct and capability.
Person specification
Training & Qualifications
Essential criteria
29. NVQ (QCF) Level 3 (including apprenticeships) or equivalent in Business Administration.
30. ICT Level 2 or equivalent (ECDL Parts 1&2, CLAIT) and confident in using Microsoft applications
Desirable criteria
31. NVQ (QCF) Level 4 (including apprenticeships) or above in Business Administration/Customer Service or equivalent.
Experience & Knowledge
Essential criteria
32. •Completing tasks given by a number of different people/teams working to similar deadlines
33. •Working with complex databases
34. •Working in a busy office environment
35. •Develop and implement administrative systems to ensure efficiency
36. •Experience of producing and presenting reports
37. •Experience in managing staff
38. •Working with education providers
Desirable criteria
39. •Knowledge of educational structures
40. •Experience of using Oracle
41. •Experience of working in an NHS environment.
Skills & Ability
Essential criteria
42. •Ability to manage and prioritise sometimes conflicting workloads
43. •Excellent organisation and time management skills.
44. •Excellent written and verbal communication skills
45. •High degree of accuracy in data entry and typing.
46. •Ability to work on own initiative and be proactive and to work unsupervised.
47. •Contribute ideas to the team.
48. •Calm and discrete under pressure
49. •Active participation in own Learning and Development
50. •A customer care ethos and a positive ‘can do’ attitude
51. •Professional manner, approach and presentation
52. •Mobility: job requires moving between different Trust sites
Desirable criteria
53. •Able to export data from excel spread sheets and convert data into meaningful reports
Other Specific Requirements
Essential criteria
54. •To be able to demonstrate the required behaviour in keeping with the Trust values
55. •Ability to adjust to pressures of the job in a changing environment.
56. •Good interpersonal skills
57. •Willingness to undertake further training
58. •Be able to demonstrate patience, dependability and motivation
59. •Be able to take instruction/ direction.
60. •Responds positively to constructive feedback
61. •Ability to demonstrate confidentiality and trust worthiness
62. •A willingness to be flexible and part of a team
63. •Ability to juggle many priorities at one time, whilst remaining calm
64. Should be willing to work flexible hours on occasions
65. •Job also requires working between all the Trust sites