Job overview To deliver a high-quality customer-focused Learning and Organisational Development (L&OD) administration and receptionist service across all areas within L&OD. To provide the first point of contact in the Education Centre for both staff and visitors to the Trust. This role supports a wide range of administrative processes, liaising with members of staff across the organisation, external organisations and members of the public and ensuring safety and responsibility to all visitors into the centre. Advert Working within the Standards of Procedure, set out by the Trust and support from the Career Progression and Apprenticeship Lead, the post-holder will provide an efficient and effective customer focused professional, supportive and timely service in all dealings with staff and visitors within the hospital and users of the Education Centre. Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated. Support L&OD Teams with inbox management, document preparation, reporting and maintaining L&OD systems. Key aspects of the role include: answering the telephones, welcoming staff and visitors into the Centre, dealing with queries in person, email inboxes, room bookings for all requests, setting up and updating information on Roogle, booking rooms for external trainers, communicating this information and supporting them when on site. To support with the completion of the Health & Safety Risk assessments and return and ensure the overseeing of the Centre security, to include alarm system, securing of training rooms and any Health and Safety concerns to be reported to CBRE. Supervision and support both direct and indirect will be provided during all tasks and on and off the job training within the Business Administration Apprenticeship role. Working for our organisation Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. The Care Quality Commission (CQC) have given us an overall rating of Outstanding. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us. Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible. A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo Detailed job description and main responsibilities L&OD and Reception · Be the first point of call to all visitors to the Education Centre · Ensure all visitors complete the sign in register in case of a fire · Answer the telephone in a timely manner, answering queries and delivering messages · Open and close down training rooms, ensuring rooms are unlocked/locked and blinds opened and drawn at each end of the day · Put out room allocations at reception and print off for next day each evening · Ensure all recycling is collected via the porters and the kitchen has collected any used catering trolleys · Keep health and safety documentation up to date and complete with guidance from the Career Progression & Apprenticeship Lead · Respond to emails in the L&OD inbox, categorising emails appropriately and answer ideally within 24 hours but no later than 3 working days · Support the overall effectiveness of the L&OD function, providing a responsive and flexible service · Support with the day-to-day management of providing advice, guidance and support the L&OD team with a range of queries · Onboarding applicants onto programmes, to include the monitoring and processing of applications, check eligibility and shortlist candidates for the next stage of application process · Respond to training course queries and requests from internal staff, signpost to alternative courses and advise. · Input data onto attendance spreadsheets, course analysis and monitor course attendance for the upcoming programmes · Provide technical support to users of the Centre, which will include setting up Audio-visual equipment) i.e., laptops, projectors, Microsoft Teams · Communicate effectively with course leads if courses are either under or over subscribed · Record type of query and guidance given and possible outcome · Update L&OD page on Roogle for training and career opportunities within the service · Being proactive, using initiative and working autonomously, also communicating with heads of service and departmental/educational leads with what opportunities we are able to offer staff · Allocate room bookings via Bookwise, taking into account request and availability and appropriate room allocation for scheduled training programmes, and incoming requests. Communicating effectively with Head of L&OD, My Learning, Practice Development and programme/course leads · Provide administrative support for the H ead of Learning & Organisational Development. Career Progression & Functional skills · Respond to career guidance requests from internal staff and external individual queries · Respond to requests received from schools for career ambassadors to attend school and college activities related to healthcare careers · Prepare resources ready for course leads and external trainers to provide staff attending training courses · Prepare information tool kits to go out to include display board and carrier, leaflets, general crib notes which will include general pre-requisites’ for qualifications and list of all jobs available in the NHS · Keep records of career activities to include, school/college name, approximately number of students, main enquiries, length of time spent on the career visit. · Check resources back in and top up with general resources ready for next visit · Maintain level of resources anticipating busier times in the school/college calendars · Respond to individual queries regarding career development and functional skills · Guide queries around functional skills and where to find application form · Give individuals an explanation on why they will have to complete functional skills if they cannot evidence their Maths and English. · Check that they are eligible for functional skills as stipulated under the Department of Education regulations. · Register all internal applications forms on internal excel spread sheet. · Confirm receipt of application form and inform individual of when the form is forwarded to the training provider and what the next process will be · Liaise with the training provider re dates of classes and exams · Update excel spread sheet monthly · Keep information on the internal Roogle pages up to date and accurate to include contact details · Provide up to date marketing material, e.g. flyers and adverts for COMMS Apprenticeships · Respond to emails in the apprenticeship inbox, categorising emails appropriately and answer ideally within 24 hours but no later than 3 working days · Forward any that cannot be dealt with to the apprenticeship co-ordinator or lead. · Keep all publicity materials up to date. · Check that all information on Roogle is up to date · Provide information on Apprenticeship offerings and eligibility criteria · Provide advice to overseas staff regarding checking their qualifications against UK equivalent. Give out details on how to contact NARIC or refer to CP & A Co-ordinator/Lead · Liaise with training providers and course leads regarding dates and room bookings · Confirm receipt of all internal application forms log into internal data base. Store and file electronically. · Save copy of all original eligibility certificates required and save onto individual’s file. · Set up ad hoc study days for staff e.g. dyslexia awareness training and publicise widely, taking bookings, and collating evaluations · Input and update all apprentices on the apprenticeship database according to stage of onboarding. · Add all new apprentices onto ESR for monitoring only · Arrange quarterly meetings with providers Apprentice Lead and manager if appropriate as required. · Add all apprentices to ESR according to the requirements of his field. · Set up for annually (making note of dates as they are published) Learning at Work Week (LWW) and National Apprenticeship Week (NAW) as directed by the Apprentice Lead. · Provide administrative support for the Career Progression & Apprenticeship Lead.