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Wakefield

    Training Administrator - Wakefield, United Kingdom - Sheffield Teaching Hospitals NHS Foundation Trust

    Sheffield Teaching Hospitals NHS Foundation Trust
    Sheffield Teaching Hospitals NHS Foundation Trust Wakefield, United Kingdom

    3 weeks ago

    Default job background
    Permanent
    Description

    Job summary

    Supporting the North of England Pathology and Screening Education Centre to provide a full and comprehensive administration service for the training of the scientific workforce for NHS Cancer Screening Programmes and other related laboratory medicine and pathology network specialities.

    Main duties of the job

    Under the guidance of the Business Manager and Training Facilitators the post holder will be required to establish and maintain a full, well-organised administrative service and be able to meet the needs of the Education Centre service users and staff.

    About us

    The NEPSEC Team is a small but dedicated team of Administrators, Business/Training Managers, and appropriate directorship. We are located off hospital trust premises in a bespoke training facility on the outskirts of Wakefield where it is central to the overall customer base, which stretches the length and breadth of the North of England.

    The facilities consist of a main administration office and a number of training rooms, including the largest specialist microscopy teaching suite in England and a multi-head microscope teaching room. We have a sister site based at Manchester Royal Infirmary, with an office, a smaller microscope training suite and a seminar room.

    There is free on-site parking adjacent to the training facilities, which resides in a business park with easy access to a gym, hotels, and a new Costa and Greggs drive-thru. The facility is located just off the M1 motorway corridor and within easy reach of Ossett Town and Wakefield City Centre.

    You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes a firm commitment to professional development of it's staff together with the provision of an excellent health and well-being support service.

    Job description

    Job responsibilities

    The post holder responsibilities will include: Act as the primary point of contact, handling telephone calls, inquiries, and resolving problems or redirecting calls as needed. To provide a full confidential and comprehensive administrative support to training team including training facilitators and NEPSEC staff involved in the trainings. To provide a full administrative service for Cervical Sample Taker Initial Training programs of learning, which are complex and sensitive by nature, ensuring course participants are advised appropriately in line with NHS England and UKHSA guidance in a calm, motivational, sensitiveand where co-operation is required, in a persuasive manner. Maintain both manual and electronic filing systems and databases as required by the Centre and ensure all training and competencies related documentation are accurately and appropriately filed or archived. Maintain spreadsheets and databases and ensure data accuracy when entering data into systems, following strict protocols and guidance on the use of such information systems. Process course application forms and course evaluation forms through the systems, including the process of accepting, recording and processing payments. Undertake generic office duties including receiving incoming and dispatching outgoing mail, photocopying and compile correspondence and distributing information. Provide guidance and advice to course participants and service users with regards to joining instructions, timings, costs/fees, protocols or procedures and report problems as they arise to members of the management team as appropriate. Responsible for the maintenance of the training calendar and booking systems for the use of the training facilities and/or equipment. Undertake course preparation to include, gathering information, printing, photocopying and compiling delegate file packs. Coordinate on-site events and travel to off-site locations for course provision, involving tasks such as arranging room setups, preparing equipment, providing fire information, conducting introductions, overseeing time-keeping functions, and managing the circulation of trainingcases/slides. The role requires significant travel within NEPSEC-covered regions, with occasional overnight stays for off-site events or cross-cover clerical responsibilities. Attend administrative and departmental meetings as required and develop agenda, take minutes and other supporting tasks. To contribute to the facilitation and updating the NEPSEC website, including problem solving and undertaking maintenance functions. To set up meeting rooms and training facilities in preparation for delivery of education sessions including the transport and distribution of training materials and preparation and operation of training related IT and software.

    Person Specification

    Education & Qualifications

    Essential

  • GCSE C/4 or above including Mathematics and English
  • Level 4 qualifications NVQ, HNC, BTEC, Apprentiship or Foundation Level Degree or significant demonstrable and relevant experience

    • Desirable

  • OCR or RCA III typing or equivalent word processing skills or proven skills to the equivalent standard
  • NVQ in Business & Administrator or demonstrable experience at that level

    • Experience

    Essential

  • Experience in a range of office support processes, supporting senior technical and/or educational management staff
  • Experience with IT presentation systems and associated software
  • Experience of general office duties, including taking minutes
  • Experience of working with senior staff members to improve and develop working practices
  • Experience in operating under and following SOPs
  • Demonstrable leadership qualities
  • Physical ability to set up training rooms in preparation for the delivery of education, including transport of materials and equipment, as well as operation of IT and related software

    • Desirable

  • Experience in creating and editing SOPs within own areas of competence
  • Experience of processing and managing financial payments
  • Previous experience working in the NHS or another health related or social care provider
  • Experience in website management and editing

    • Skills and Knowledge

    Essential

  • Excellent verbal and written communications skills, including effective telephone communication
  • Excellent working knowledge of MS-Office packages to include Word, Excel, Outlook and Teams
  • Customer Services training or demonstrable experience
  • Able to work well under pressure and meet deadlines
  • Ability to work effectively with minimal direct supervision
  • Willing to participate in Annual Review

    • Desirable

  • Able to set up, use and troubleshoot video calling/conferencing systems or equipment

    • Personal Qualities

    Essential

  • Excellent organisational skills and office management
  • Committed to personal and professional development and completion of mandatory and job specific requirements
  • Willingness to work flexibly and remotely from the workplace or alone from within the workplace
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