A Vacancy at Central and North West London NHS Foundation Trust.
The Education Administrator, 21stCentury Leadership Programme Team will support the delivery of education, learning and development at Central and North West London NHS Foundation Trust.
Are you an experienced administrator, with experience of working in an education setting?
Are you an excellent communicator, who enjoys team work and is interested in supporting NHS staff to access training that will support their learning and development?
You will work in a small, busy team providing administrative support to the team to support the smooth operation of the team and delivery of leadership training.
The current expectation is that team members will work in the office or training venue at least three days per week.
To deal with correspondence, telephone calls and direct contacts including face to face with internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to senior members of staff
Manage and co-ordinate learning events i.e. scheduling training dates in advance, pre-booking trainers, training venues, courses and conferences and liaising with external and internal training providers.
To provide technical and administrative support on training, both face to face and online, managing registers, setting up training resources such as Mentimeter, Jamboards, Zoom Polls and Breakout rooms, tech hosting and collating evaluation forms
To carry out a wide range of administrative tasks for the team as directed.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
There’s a place for you at CNWL
We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.
Providing top quality care depends on our ability to employ the best people.
We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career
With a diverse culture and equally diverse range of opportunities across the organisation, whatever stage of your career you're at, there's always a place for you at CNWL.
1. Administration
• To deal with correspondence, telephone calls and direct contacts including face to face with internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
• To attend team meetings as required and be an active participant in team meetings, including taking minutes, transcribing minutes, maintaining and monitoring action trackers and ensuring circulation in a timely manner.
• Manage and co-ordinate learning events i.e. scheduling training dates in advance, pre-booking trainers, training venues, courses and conferences, creating Zoom / Teams links and liaising with external and internal training providers.
• To arrange and support 21CLP meetings with Trust and external colleagues as required.
• To ensure that the administrative systems within the team are operationally effective advising any concerns to the 21CLP team.
• To set up training resources such as Mentimeter, Jamboards, Zoom Polls and Breakout rooms for cohort programme and standalone training.
• To share relevant documents / links / reading with 21CLP participants ahead of programme days.
• To assist with event management on face to face days – liaising with venues, booking refreshments, compiling registers, name badges, printing handouts etc.
• To support tech hosting on 21CLP virtual training days and for standalone training and workshops.
• To understand health and safety regulations and assist in maintaining a safe environment for staff and visitors to the department and training hubs in accordance with fire, health and safety procedures.
• To carry out a range of administrative tasks (photocopying, post, taking messages, keeping timetables and diaries etc.) as directed and to provide cover for other administrative team members as and when required.
• To update 21CLP Trustnet page.
• To upload documents / links / videos to the Learning Development Zone repository for 21CLP programme participants.
• To assist with developing 21CLP internal communications.
• To raise requisitions on SBS as required and to monitor the payment of invoices through the oracle system raising any concerns and non-payment of invoices.
• Responsible for office equipment, orders and maintains office supplies and stationery.
• Provide supervision and co-ordination of staff and train administrators on department procedures and policies. Actively participate in ensuring that colleagues have the necessary skills and knowledge to provide cover for other administrative team member.
1. Administrative Data
• To ensure that the confidentiality of data and related information is maintained through careful and secure systems of work, paying particular attention to governance and the Data Protection Act.
• To monitor and respond to emails received in the generic email boxes, highlighting any concerns and escalating complex problems or complaints to senior staff.
• To analyse 21CLP data such as; attendance, course fill, training projections and scheduling etc. to monitor trends, highlighting any issues to senior colleagues and resolving any problems for trainers and colleagues.
• Maintain educational electronic and paper filing/record systems.
• Extensive use of the Learning Development Zone, inputting courses, producing and marking registers, collating evaluation forms, extracting and analysing data, uploading of education records and data uploads paying particular attention to detail and accuracy
• Produce high quality professional materials including newsletters, presentations and other publications such as help guides.
• Support the co-ordination and preparation of reports which may require the collation and formatting of data from different sources, including exporting and using excel reports for analysis and further analysis, monitoring dashboards and highlighting any concerns to senior staff.
• Contribute to any audits including training evaluations and surveys.
• To assist / contribute with reaching and maintaining key performance indicators and 21CLP team objectives.
1. Other
• To undertake all necessary statutory and mandatory training.
• To participate in appraisals and performance review and identify any professional development needs.
• To undertake any training necessary to fulfil the objectives of the post and enhance personal knowledge and development.
• To supervise the work of temporary and permanent administrative staff as and when necessary.
• To liaise effectively and maintain positive working relationships with other team members and to respond promptly to ad hoc enquiries and requests from team members.
• To provide advice and information relating to education within area of expertise.
• Ability to work independently to defined policies and procedures and manage own workload.
This advert closes on Wednesday 1 May 2024
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