Job description

Job responsibilities

Maintain effective communication with staff and patients ensuring that active listening takes place.Effective use and choice of media for communication.To be the first point of contact for departmental phone calls and face to face enquiries, offering an appropriate response within the boundaries of knowledge or signposting effectively within or out with the department.Liaise with course directors and external bodies in relation to providing administrative support for appropriate courses.Ensure that staff are kept up to date with progress of course bookings and have all appropriate resources pre and post the delivery of training.

Be responsible for managing and prioritising own workload and maintaining accurate training records. Being able to work unsupervised, managing own workload. Act on own initiative when dealing with enquiries but recognise when support and escalation are required.

Provide a full administrative service to the teams including, room bookings, booking screens, photocopying, minute taking and collating documents. Will ensure that all documentation is filed and stored appropriately and securely.Will be required to update the Trusts Intranet site pages.Accept delegated duties within parameters of capabilities and competencies, must be able to able to work in an unpredictable environment as work can change due to altering demands.Provide a diary management service, where required for staff within the department. Ensure accurate recording of training on ESR and provide assistance if required for staff to book onto training.Work with teams across the department to develop training plans and then provide support to book rooms and ensure all communications take place relating to the courses.

Maintain a standard of conduct and dress to sustain public confidence and promote the profile of health care employees.Being able to work alone in the office when required.Ability to work across both hospital sites, in the community and occasionally attend other venues when required.Will be required to set up rooms for course delivery and ensure they are appropriately resourced.

To work with staff across the Trust to enable them to perform their role more effectively. May be required to assist with meeting and greeting patients for exams. Support staff across the organisation with course access and communications relating to development sessions.

Assist in the development and implementation of new initiatives and working practices and support the team in initiating the required action plans to progress and achieve outcomes.

Look for ways to make improvements within the service.Will be required to use the Oracle system to order items for the department. Will also need to track progress of orders to ensure that items are available in a timely manner and raise any concerns to the line manager.

The post-holder will have an awareness of the leadership development opportunities across the trust.

To establish and maintain appropriate systems and metrics/dashboards for measuring the impact of delivery. To collate and extrapolate data in order to produce and present reports on activity as and when needed.This will need sound Microsoft office skills and will need high levels of concentration. Responsible for monitoring and re-stocking of training materials and rooms. Be able to utilise a range of systems to support delivery of work e.g Electronic Staff Record (ESR) which required inputting of data, booking of courses and data analysis.

To keep up to date with any development requirements for the role.

To work with staff across the Trust to enable them to perform their role more effectively. This will involve potentially managing highly sensitive and possibly contentious information for the betterment of the Trust.

- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities.- Participate in review of own performance regularly and development of personal development plan at least every 12 months.- Take responsibility for own actions.- Recognise own personal strengths and weaknesses and identify. appropriate strategies to enhance the strengths and overcome or minimise the weaknesses.- Apply personal effectiveness skills in terms of time management, prioritisation, resource management, self-motivation and team work.- Be flexible to support service delivery of courses and events.

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff .

Tackle discrimination and harassment, and promote equality and diversity in the workplace.

Reduce sickness absence; work place accidents; and promote zero tolerance on violence against staff.

Take responsibility for personal development and education and the development of a Personal Development Plan.

Job responsibilities

Maintain effective communication with staff and patients ensuring that active listening takes place.Effective use and choice of media for communication.To be the first point of contact for departmental phone calls and face to face enquiries, offering an appropriate response within the boundaries of knowledge or signposting effectively within or out with the department.Liaise with course directors and external bodies in relation to providing administrative support for appropriate courses.Ensure that staff are kept up to date with progress of course bookings and have all appropriate resources pre and post the delivery of training.

Be responsible for managing and prioritising own workload and maintaining accurate training records. Being able to work unsupervised, managing own workload. Act on own initiative when dealing with enquiries but recognise when support and escalation are required.

Provide a full administrative service to the teams including, room bookings, booking screens, photocopying, minute taking and collating documents. Will ensure that all documentation is filed and stored appropriately and securely.Will be required to update the Trusts Intranet site pages.Accept delegated duties within parameters of capabilities and competencies, must be able to able to work in an unpredictable environment as work can change due to altering demands.Provide a diary management service, where required for staff within the department. Ensure accurate recording of training on ESR and provide assistance if required for staff to book onto training.Work with teams across the department to develop training plans and then provide support to book rooms and ensure all communications take place relating to the courses.

Maintain a standard of conduct and dress to sustain public confidence and promote the profile of health care employees.Being able to work alone in the office when required.Ability to work across both hospital sites, in the community and occasionally attend other venues when required.Will be required to set up rooms for course delivery and ensure they are appropriately resourced.

To work with staff across the Trust to enable them to perform their role more effectively. May be required to assist with meeting and greeting patients for exams. Support staff across the organisation with course access and communications relating to development sessions.

Assist in the development and implementation of new initiatives and working practices and support the team in initiating the required action plans to progress and achieve outcomes.

Look for ways to make improvements within the service.Will be required to use the Oracle system to order items for the department. Will also need to track progress of orders to ensure that items are available in a timely manner and raise any concerns to the line manager.

The post-holder will have an awareness of the leadership development opportunities across the trust.

To establish and maintain appropriate systems and metrics/dashboards for measuring the impact of delivery. To collate and extrapolate data in order to produce and present reports on activity as and when needed.This will need sound Microsoft office skills and will need high levels of concentration. Responsible for monitoring and re-stocking of training materials and rooms. Be able to utilise a range of systems to support delivery of work e.g Electronic Staff Record (ESR) which required inputting of data, booking of courses and data analysis.

To keep up to date with any development requirements for the role.

To work with staff across the Trust to enable them to perform their role more effectively. This will involve potentially managing highly sensitive and possibly contentious information for the betterment of the Trust.

- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities.- Participate in review of own performance regularly and development of personal development plan at least every 12 months.- Take responsibility for own actions.- Recognise own personal strengths and weaknesses and identify. appropriate strategies to enhance the strengths and overcome or minimise the weaknesses.- Apply personal effectiveness skills in terms of time management, prioritisation, resource management, self-motivation and team work.- Be flexible to support service delivery of courses and events.

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff .

Tackle discrimination and harassment, and promote equality and diversity in the workplace.

Reduce sickness absence; work place accidents; and promote zero tolerance on violence against staff.

Take responsibility for personal development and education and the development of a Personal Development Plan.

Person Specification

Qualifications and Experience

Essential

• NQV Level 3 in business administration or equivalent experience or qualification
• GCSE Grade C in Maths and English or equivalent
• Evidence of self development
• Relevant experience of working within a busy office
• Working knowledge of Microsoft office
• Evidence of excellent customer service skills

Desirable

• Customer Service qualification
• IT qualification
• Previous experience within the NHS or public sector

Qualifications and Experience

Essential

• NQV Level 3 in business administration or equivalent experience or qualification
• GCSE Grade C in Maths and English or equivalent
• Evidence of self development
• Relevant experience of working within a busy office
• Working knowledge of Microsoft office
• Evidence of excellent customer service skills

Desirable

• Customer Service qualification
• IT qualification
• Previous experience within the NHS or public sector

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Tees & Hartlepool NHS Foundation Trust

Address

North Tees ( Cross site working required )

University Hospital Of North Tees

Stockton - on - Tees

TS19 8PE

Employer's website

https://www.nth.nhs.uk/ (Opens in a new tab)