Administrator Co-Ordinator
Somerset NHS Foundation Trust
Taunton, Somerset
Our award winning trusts recognise that our colleagues are our most valuable resource, we are proud of the excellent levels of service our Trust provides to our service users and the dedication and conscientiousness of our colleagues. With over 10,000 colleagues working for our trusts in a very wide range of services, we aim to provide a supportive, inclusive environment in which our colleagues can thrive.
Potential Trust Merger
Our trust is consulting on a proposed merger to enable Yeovil District hospital and Somerset Foundation Trust to become one combined organisation. If the merger is confirmed your employment will transfer to the newly formed trust in April 2023
Job overview
To provide administrative support and supervision to the Learning and Development Admin team.
You will work as part of a small admin team based at our Skills Hub, at Musgrove Park Hospital.
The post holder is expected to work with minimal supervision, taking the initiative in planning their day and workload to ensure deadlines are met and objectives achieved.
Please be advised – the Job Description is indicative and is currently under A4C banding review
Main duties of the job
- Supporting with inbox management
- Maintaining stocks of learning equipment
- Assist learners in accessing training
- Inputting data, managing and maintaining spreadsheets
- Support for invoicing and enquiries regarding training requests
- Booking meetings via teams
- Taking minutes
- Providing support and mentorship to other colleagues
- Working flexibly across the Trust as required
Working for our organisation
As an organisation, the NHS offers a wide range of benefits including flexible working, pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.
The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone’s throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.
There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will experience the best of both in Somerset, the countryside and the cosmopolitan – there is truly something for everyone!
Detailed job description and main responsibilities
Communication and Key Working Relationships
· Deliver a professional and friendly service and good all-round communication with learners, ward managers, key members of the learning and development team, as well as with other key teams within and external to the Trust.
· Ensure that all information regarding the named learners is shared effectively throughout the team and with the wider Trust as appropriate
· Maintain open lines of communication and facilitate productive working relationships with all members of the wider development team, raising any major concerns in a timely manner and providing regular updates as required
· Always communicate effectively and respectfully with colleagues, ensuring email and telephone queries are responded to within the agreed timescales.
· Work with the wider team in People Services to ensure that joined up working is promoted and to help the service work in the most efficient way possible.
· Communicate and disseminate relevant information and reports to various stakeholders about topics within the patient safety portfolio such as the deteriorating patient, sepsis and simulation.
Planning and Organisation
· Work with the Patient Safety Lead to ensure robust administrative processes are in place to support the team in achieving organisational objectives
· Organise meetings face to face and via teams for designated work streams, monitor who is attending and who has declined
· Take notes during meetings liaise with topics leads and disseminate minutes from meetings
· Assist with the development, design and sharing of educational/learning posters and newsletters
· Work with the L+D administration team to book courses onto OWL and download and record candidate attendance
· Assisting with uploading and updating of information for Learning and Development intranet pages
· Complete work independently of direct supervision, and manage tasks appropriately to ensure that deadlines set by the key stakeholders are met
· Work autonomously to prioritise own workload and work on own initiative.
· Take a flexible approach to activities and re-prioritise regularly to meet the needs of the wider Development team
· Support OSCE team to manage stock levels of training equipment.
Analytics
· Verify and maintain existing data held on existing spreadsheets, to support the project leads to review and take action if appropriate
· Download and review information from sources to support data quality processes
· Support analysis of learner feedback
Responsibility for Patient / Client Care, Treatment & Therapy
· Redirect any calls relating to patient care to the relevant department
Policy, Service, Research & Development Responsibility
· Read and adhere to all Trust policies
· Be responsible for updating own knowledge as and when necessary
· Be involved, feedback and comment on quality improvement proposals/changes
Responsibility for Finance, Equipment & Other Resources
· Responsibility for your own equipment, within and exterior to the office environment
· Support for invoicing and enquiries regarding training requests or supplies for the Learning and Development Team/Skills Hub.
· Maintain asset registers to track equipment and ensure its return.
Responsibility for Supervision, Leadership & Management
· Provides cover for colleagues during periods of absence and leave, as required in the interest of the service.
· Promptly escalate any concerns to key members of the team and/or the Head of Development, as appropriate.
· Support junior administration staff on a day to day basis and allocates work as appropriate
· Support with welcoming and induction of new staff into the team as required
· Complete Quality Assurance checks when required.
Information Resources & Administrative Duties
· Design and implement guidance documents for the use of the spreadsheets so other colleagues can pick up and cover tasks as and when required
· Take accurate Minutes for teams across Learning and Development – Training can be provided if required.
Any Other Specific Tasks Required
· Travel to various different sites across the Somerset area to speak with Managers and Learners, whenever required
· Support administrative and clerical work on other projects or activity outside of the OSCE, new nurse induction or patient safety programmes, when requested by Service Leads and/or the Head of Development
Please be advised – the Job Description is indicative and is currently under A4C banding review
Person specification
Person Specification
Essential criteria
- Minimum of 5 GSCEs including English Language and Maths or Functional Skills
- Hold a Level 3 qualification in Administration or similar, or equivalent experience in an administrative role.
- Evidence of prioritising workloads/good time management
- Proven experience of working well as part of a team
- Excellent communication skills, able to communicate effectively at all levels
- Computer literate, experience in the use of databases for collection of data and spread sheets
- Ability to organise own time
- Ability to use own initiative and judgement to prioritise
Desirable criteria
- Working knowledge of in house hospital systems
- Experience of working in a healthcare setting/previous experience of NHS administration processes
- Has experience taking minutes
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Apply online now
Further details / informal visits contact
- Name
- Hannah Fitch-Goodwin
- Job title
- Placement Manager
- Email address
- [email protected]
- Telephone number
- 07824321766