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Detailed job description and main responsibilities

To support the Clinical Education and Workforce team with all aspects of administration as requested

Act as a first point of contact for all enquiries relating to Clinical Education and Workforce; receive visitors to the department in a courteous manner using tact and discretion as required

Take responsibility for ensuring that venues for meetings, training and other events are booked and confirmed as required.

Undertake photocopying and preparation of documentation as required
Typing of correspondence, letters and reports ensuring accuracy and to a high standard of presentation

Ensure that administrative support for the Clinical Education and Workforce team is provided in an effective and efficient manner
Receive and respond appropriately to internal and external telephone queries.

Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the team as appropriate with any relevant supporting information.

Communicate effectively, both verbally and in written form, with internal staff and external colleagues at all levels maintaining confidentiality of sensitive or complex information

Be responsible for the organisation and maintenance of an efficient office support system that enables the timely recording and retrieval of information and a high level of accuracy

Attend a range of meetings as required, recording and preparing minutes for subsequent approval. Compile and distribute all agenda papers and action logs for said meetings and take responsibility for ensuring that appropriate venues and facilities are booked in advance and notified to all attendees in an appropriate and timely manner. 

Establish and maintain effective databases required within the Clinical Education and Workforce team. Supports team members in the use of the relevant databases as required including explaining and demonstrating administrative processes to new starters.

Ensure that the Clinical Education and Workforce shared database is kept up to date and fit for purpose

Assist in the production and distribution of reports to meet the workforce information needs of relevant workstreams and Trust divisions. Undertake research/audit activities and gather relevant information to produce reports as required which includes ensuring we have an accurate database for the six month safe staffing reviews.

To support the development of and maximise the use of social media platforms to enhance the work of the Clinical Education & Workforce team. 

Adhere to deadlines and be responsible for all organisational requirements for the smooth running of the Clinical Education & Workforce offices 
Maintain a professional, clean and tidy office environment ensuring that resources are used and maintained efficiently and effectively. 

Responsible for ordering and maintaining office supplies and equipment ensuring that they are available at all times and are ordered in line with the correct Trust procedures.

Liaise with Uniform & Laundry Administrator to ensure effective management of stock taking, ordering & receipt of nursing uniforms is undertaken in line with Trust processes 

Work individually and as part of a team according to the requirements of the work

Manage competing priorities using a flexible and adaptable approach ensuring deadlines are adhered to Exercise sound judgement with a logical approach to complex issues

This role requires a highly organised approach which must be flexible enough to accommodate new priorities as and when they are identified, to support with other administrative tasks and to cover for other administrators should the need arise.