Key Result Areas These are the key areas that support the purpose of the job : Education Leadership Support To provide full admin.....
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 Trusts 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