Job overview
To provide general administrative support to the Professional & Practice Development Team; in addition, having a defined area of responsibility for administering specific functions as defined in role specific responsibilities.
Core responsibilities:
·Provide high quality customer care, behaving with courtesy and discretion at all times
·Provide comprehensive administrative support to the specification of the Professional & Practice Development Team to include telephone and electronic enquiries
Main duties of the job
Role specific responsibilities
·Ensure that all desktop procedures are clearly published to enable efficient cross-cover of work with other team members
·Work in partnership with the support team to deliver service objectives
·Support the promotion and communication of learning opportunities
·Take departmental meeting notes as required and create the minutes
·Ensure Training pages on the Trust Intranet are updated as and when required
·Work across all sites within the Trust and outside core hours as required for service delivery
·Distribute incoming and outgoing post (on site RHCH)
·Use Microsoft office suite and outlook
·Engage with internal and external stakeholders where appropriate to enable the successful delivery of work
·Facilitate training events as and when required across all sites over a 5-day working week.
·Support the Professional & Practice Development Team with the delivery of administrative function for the following areas:
oProfessional Development Team
oLearning Environment Team
oClinical Skills Team
oPreceptorship Team
·Provide administrative support to the Team with a defined timescale including supporting learners creating, and maintaining databases, organising courses, and assisting in the input of feedback.
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.
Tackling Climate Change: Hampshire Hospitals aims to embed sustainability and net zero carbon principles into the delivery of care across all its services. To find out more, search or .
Detailed job description and main responsibilities
General responsibilities
·Work collaboratively with colleagues in the department
·Provide general assistance, particularly in the absence of other staff, to ensure the smooth running of the department at all times.
·Ensure written information is easy to understand, well written, accurate and timely
·Proactively consider and suggest new ways of working and improvements to the service
·Contribute to the sustainability agenda by ensuring that systems and processes used are efficient, up to date and wherever possible electronic
Person specification
Training & Qualifications
Essential criteria
1. •NVQ (QCF) Level 3 (including apprenticeships) or equivalent in Business Administration.
2. •ICT Level 2 or equivalent (ECDL Parts 1&2, CLAIT) and confident in using Microsoft applications
Desirable criteria
3. •NVQ (QCF) Level 4 (including apprenticeships) or above in Business Administration/Customer Service or equivalent.
Experience & Knowledge
Essential criteria
4. •Completing tasks given by a number of different people/teams working to similar deadlines
5. •Working with complex databases
6. •Working in a busy office environment
7. •Develop and implement administrative systems to ensure efficiency
8. •Experience of producing and presenting reports
9. •Working with education providers
Desirable criteria
10. •Knowledge of educational structures
11. •Experience of using Oracle
12. •Experience of working in an NHS environment.
13. •Experience in managing staff
Skills & Ability
Essential criteria
14. •Ability to manage and prioritise sometimes conflicting workloads
15. •Excellent organisation and time management skills.
16. •Excellent written and verbal communication skills
17. •High degree of accuracy in data entry and typing
18. •Ability to work on own initiative and be proactive and to work unsupervised.
19. •Contribute ideas to the team.
20. •Calm and discrete under pressure
21. •Active participation in own Learning and Development
22. •A customer care ethos and a positive ‘can do’ attitude
23. •Professional manner, approach and presentation
24. •Mobility: job requires moving between different Trust sites
Desirable criteria
25. •Able to export data from excel spread sheets and convert data into meaningful reports