An exciting opportunity has arisen for an individual to join the Education Teams as a Support Officer.
Education in Chesterfield Royal Hospital NHS Foundation Trust is a large and interesting portfolio which involves the delivery of education and training to existing staff across all professions, students, trainees, apprentices, and work experience participants.
We are seeking an experienced personal assistant/administrator to join our Business Services team to provide support to our education leaders and undertake co-ordination of our reception and central administrative functions ensuring the smooth operation of our Education Centre.
Business Services team
Contributes to the delivery of outstanding patient care by:
· Providing strategic support across all Education workstreams and projects
· Operational management of the Education Centre, booking processes, central functions, facilities/equipment, and centre budget management
· Establishment and management of common administrative and governance functions
· Maximise utilisation of space and equipment, ensuring a welcoming and functional education centre to all users
· Providing advice and guidance on matters relating to business processes, change management, communication, stakeholder relations, engagement and contract management
· Lead the way in digitisation in the Education Centre
As this is a new concept with the Education Centre, workstreams may change if needed.
The post holder will be a key member of the Business Services Team within the wider Education Team structure and is expected to work flexibly to ensure high quality administration and support is provided at all times, enabling the Education Leaders to work effectively, provide line management support for our Reception/Admin Assistants and support a positive image of the Education Teams.
The post holder will have experience and skills in the following areas:
• Proven experience in providing administrative and secretarial support
• Experience in managing diaries, scheduling meetings and co-ordinating various working groups/committee
• Administrative support/co-ordination
• Line management/supervisory experience
• Records/data management
• Communication and stakeholder engagement skills
• Experience supporting project work
Supporting our vision and values
Our vision:Exceptional patient care provided by exceptional people.
Our mission:To bring our people communities and partners together – providing patient care we can all be proud of., We all play a part in achieving this, by living up to the values we promise to our patients and each other. As members of staff we will always be guided by our Proud to CARE values:
• COMPASSION– treating everyone with kindness – welcoming diversity and inclusion, considering individual needs; and challenging inappropriate behaviours outside of our values
• AMBITION– Aspiring to be the best – reaching high standards, providing exceptional care and services; and achieving measurable improvements in people’s health and wellbeing
• RESPECT– Valuing and appreciating everyone – listening, learning and acting on their experiences, being open and honest; and recognising that working with others brings benefits
• ENCOURAGEMENT– Opportunities for all – supporting education and development, helping people to bring their improvement ideas to life and speak-up; and getting everyone involved in our future
Key Result Areas
These are the key areas that support the purpose of the job :
Education Leadership Support
· To provide full administrative support for Education Leadership, this may include the receipt and appropriate distribution of messages.
· Preparation of agendas and minutes, taking appropriate notes and follow-up actions as required.
· Supporting the team with the management of projects, gathering information, and undertaking enquiries as and when necessary.
· Plan and manage the Head of Practice and Professional Development and Deputy Head of Practice and Professional Development s diaries ensuring their time is utilised to full affect and ensuring internal and external meetings are robustly organised.
· Act as a point of contact, dealing and responding effectively with queries and passing on relevant information sensitively.
Administrative Support
· Support the Learning & Development Business Manager in data gathering and management, assist with the production of high-quality reports, general/ad hoc administrative tasks, presentation, letters, and other correspondence.
· Provide administrative support for Committees and Sub-Committees which are within the Education Team remit.
· Assist with the establishment and management of common governance mechanisms.
· Contribute to audits, service evaluation and improvements.
· Coordinate inward and outward facing education communications.
Centre Management
· Provide line management support to our Receptionist/Admin Assistants
· Contribute to an effective running of 'front of house' enquiry service to include dealing with telephone enquiries, room booking requests and occasional reception cover.
· Co-ordinate central functions relating to the effective running of the Education Centre including (but not limited to);
o Ordering stationery, supplies, and equipment
o Support procurement requests of larger items, maintenance requests and upgrades.
o Establishment and management of centralised records related to centre spends, issues, requests and basic employee records.
o Oversight of room bookings process including difficult enquiries/complaints
o Management of reception rota, ensuring there is always appropriate cover.
o Liaison with DSFS regarding facilities management for the Education Centre
Systems and Equipment
· To use a wide range of systems and equipment, including computers and mobile devices, local and national computer systems and Trust and NHS automated systems (e.g. e-procurement).
· Managing and maintaining records on the room bookings system.
· To use Microsoft Office applications to a high standard
· To maintain confidentiality of all information obtained in accordance with the Trust information. governance policy.
· To use and help others to use standard office equipment including photocopiers, printers, and guillotine equipment.
Decisions and judgements
· To manage own workload on a day-to-day basis, prioritising tasks to meet service requirements.
· To follow Trust policies and procedures for tasks, implementing changes where these would improve working practice and making sure documentation is up to date.
· To have a good knowledge of Trust policies and external guidelines and legislation (e.g. copyright, data protection) and apply these to day-to-day practice, consulting the Learning & Development Business Manager when in doubt or when a complex situation arises.
Communication and relationships
· To work collaboratively as a member of the Education Team
· To work collaboratively with other services within the Trust and relevant staff in services and partner organisations
· To take an active part in relevant external networks
· To provide a high quality and welcoming service to all internal and external service users
· To communicate with colleagues inside and outside the organisation by a variety of means, including verbal and written and by using a range of social media platforms.
· To liaise with external suppliers and stakeholders as required in supporting the smooth running of the Education Centre
Physical demands of the job
To ensure the Education Centre is in tidy order. This may include distributing deliveries around the centre and moving equipment and boxes around.
To use computers on a daily basis, sometimes for extended periods.
To take part in promotional events outside the Trust (which may involve transporting and carrying display boards and other material).
General Responsibilities
· To act in line with the Trust’s CARE values.
· Maintain confidentiality relating to patients and the Trust at all times.
· To actively participate in the Staff Appraisal process.
· To be familiar and comply with Operational, Personnel, Health & Safety policies and procedures, including Fire, COSHH, No Smoking and Alcohol.
· It is the responsibility of every employee to actively help the Trust prevent and control infection by washing their hands effectively, carrying out their duties in a way which minimises infection, attending appropriate training and maintaining up to date knowledge and skills in infection control and prevention as relevant to their post.
This job description acts as a guideline to the responsibilities of the post holder and will be reviewed in consultation with the post holder and amended to meet changing professional and service needs. There may be a requirement to undertake other duties that are not specifically outlined in this description
This advert closes on Sunday 18 Aug 2024
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