Job vacancy: Education Administrator – 21st Century Leadership Programme (CLP) Team, Central and North West London NHS Foundation Trust, London

Job summary

Main area: A&C
Grade: NHS AfC: Band 4
Contract: Fixed term: 12 months
Hours: Full time - 37.5 hours per week
Job ref: 333-C-HQ-0669

Employer: Central and North West London NHS Foundation Trust
Employer type: NHS
Site: CNWL NHS Offices
Town: London
Salary: £30,279 - £33,116 per annum inc HCAS
Salary period: Yearly
Closing: 01/05/2024 23:59

Education Administrator – 21st Century Leadership Programme (CLP) Team

NHS AfC: Band 4

Detailed job description and main responsibilities

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.

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.

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.

Person specification

Experience

Essential criteria

Experience of working in a busy administrative role
Experience of working with a variety of different people in and outside the organisation

Desirable criteria

Working in an NHS organisation
Experience of working in a training and development or customer service role
Project or programme management implementation
Working in a complex organisation

Education

Essential criteria

GCSEs in Maths and English
NVQ level 3 Business Administration or equivalent and/or experience of working in an administrative role in an education setting

Desirable criteria

Educated to degree standard

Knowledge

Essential criteria

Excellent communication
Customer-focused approach
Advanced keyboard skills & ability to communicate through IT using packages such as Word, Outlook, Excel
Ability to prepare data for reports, prepare reports for submission to external stakeholders

Planning and Organisational Skills

Essential criteria

Experience of working in an office environment and demonstrate ability to analyse and identify shortcomings in work processes and present ways of overcoming them
Ability to demonstrate an eye for detail

Working within Professional Boundaries

Essential criteria

Understands the principle of Confidentiality

CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.

Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.

We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.

We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.

Become part of our team. We care for you as much as you care for others.

CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.

Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.

Our Agenda for Change employment contracts are subject to a contractual 13 week probationary period.

If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system.