Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 203-C497
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £24,169 per annum
- Salary period
- Yearly
- Closing
- 22/04/2025 23:59
Employer heading
Pre-Graduate Development Administrative Assistant
Band 2
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
The post holder will be expected to have had experience in providing administrative support for a service and will have good knowledge and use of Microsoft office including outlook, excel, and word and be confident to take minutes, manage diaries, ordering of supplies.
Main duties of the job
To assist with the day-to-day running of Learning and Development department
To provide administrative and clerical support to the Learning and Development department and Tutors.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
To support the Learning and Development Department in dealing with queries, both by email and on the telephone, from staff in a polite and helpful manner and refer them on as appropriate.
To provide administrative support and management of the Trust learning management and room booking systems and processes. This may include e-learning and induction packages, study leave databases, ESR and Recruitment tracking system (TRAC) as relevant to the post.
To take responsibility for the accurate input of information into databases in a timely and efficient manner.
Produce relevant information in the form of data spreadsheets or by populating report templates.
To provide guidance and advice to apprentices and work experience candidates.
To provide administrative support for the day to day activity of the department, department databases, including the preparation and distribution of reports, documents and papers for meetings as well as other sub-committees and/or working groups related to the department as requested.
To participate in taking notes in relevant department meetings.
Communicate and raise concern where there are risks or errors.
Act as a communication link for the department with service users with within the Trust and externally.
To support trainers and other centre users in identifying suitable venues for learning events and meetings, and confirming the requirements for those events.
To work with the induction lead in the development of e-learning training packages, and also the maintenance of the postgraduate medical education intranet pages.
To complete relevant documentation for catering for meetings and courses when requested, and take to the Catering Department within their notice requirements.
Provide first line technical support, assistance and training to centre users on the use of audio-visual equipment, including diagnosing and rectifying equipment faults, and raising unresolved issues to the IT Department as appropriate.
To order, receive and distribute stationery items and complete relevant documentation.
Person specification
Qualifications
Essential criteria
- Level 2 Apprenticeship in relevant area Business Administration or equivalent
- At least 1 year experience of working in an administration office.
Experience
Essential criteria
- Experience of working with a computer system
- Ability to use computer software packages e.g. Word, Excel at intermediate level
- To have excellent concentration skills for inputting data
Desirable criteria
- Work with NHS learning management systems and processes
Skills
Essential criteria
- Knowledge of the Data Protection Act
- Good understanding of Confidentiality
Personal Qualities
Essential criteria
- To be able to organise own workload
- To have excellent communication skills
- Confident telephone manner
- Able to work on own initiative and as part of a team
- Able to work under pressure and keep calm in busy and difficult situations
- To be friendly, flexible and have a positive attitude
- Able to demonstrate a pleasant approachable manner in order to present a professional image of the department
Other
Essential criteria
- Willingness to participate in further skills training, as deemed appropriate for the job or career development.
- Be prepared to work across the trust both on hospital sites and community
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
Further details / informal visits contact
- Name
- Rachel Robotham
- Job title
- Pre-Graduate Development Nurse
- Email address
- [email protected]
- Telephone number
- 019264953216960
- Additional information
Liz Rixon, Pre-Graduate Nurse Education Team Manager
01926 495321 ext 8055
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