Administration support officer practice education facilitation team

MAIN RESPONSIBILITIES To provide administrative support to the Practice Education Facilitation and also the Nursing Midwifery Workforce Development Team, including but not limited to typing, excel, word processing, photocopying, filing and raising purchase orders. Maintaining up-to-date databases supporting the learners and PEF team, with cross-cover on international recruitment, preceptorship and recruitment. Creating communications/marketing materials for the team. Triangulating and sharing data across the Trust and externally. To respond appropriately and effectively, answering or redirecting enquiries from a range of people internally and externally via telephone and email where appropriate. To facilitate training bookings and maintain a database of attendees. To arrange training venues/ virtual and to assist in the delivery of those days. To deliver bespoke system training where appropriate to role. To arrange meetings, put together agenda items, record, type and distribute minutes of the meetings. Appropriate use of Information Technology Systems e.g. Lorenzo, ESR, Audit tools, E-Rostering, PARE. Training will be provided as required. Frequent use good knowledge of PARE system, e.g. creating PARE accounts, adding data such as educator/preceptor status to PARE system, changing access. To offer bespoke training where appropriate to role. To assist the team to maintain good office systems and practices. Creating new processes, ways of working to improve efficiency/practices across the team. Assist the team with ad hoc request to support where appropriate. Close co-operation and flexible working practices with the team and other departments across the organisation. Ensure systems are updated with latest information available. To respond and embrace requirements to change in working practice due to service developments and on occasions work in other areas from your base area. Using own judgment prioritise tasks allocated by line managers. To assist in training and induction of new starters. Run all administrative processes for the induction, maintaining a database on attendees, creating MS Teams meetings, and collating response data Any other duties commensurate with the role and in line with the requirements of the post. Assistance with recruitment events for the Trust and recruitment/open days for the universities the Trust works with, promoting the Trust at such events. Run social media accounts posting regularly, in accordance with the Trust Social Media Policy and Values and Behaviours. In-putting data into the placement costings and capacity monitoring spreadsheets escalating to PEF where there is a risk of over allocation. Updating educator status on PARE and ESR. Responsible for verifying information in the student data collection tool, proactively chasing student input and raising queries with Universities to resolve discrepancies in University and Trust data. Providing customer service via telephone and email, and occasionally face to face. First point of contact for students/placement educators and staff undertaking CPD activities. Providing advice and guidance to staff on matters associated with CPD activities. Trouble-shooting problems and resolving issues e.g. with PARE escalating to PEFs where required. Ensuring adequate stationery for the team and Trust events. SECTION 2 - KNOWLEDGE AND SKILLS To have good interpersonal, time management skills and to communicate effectively. To be aware of current guidelines and the impact these have on day to day practices To be proficient in the use of IT systems relevant to the efficient completion of own role. To work to current Trust and national policies/guidelines. To provide bespoke system training where appropriate to role. To have the ability to problem solve and offer support and guidance to learners and staff where appropriate. SECTION 3 - EFFORT AND ENVIRONMENT To use a PC for different periods of time on a daily basis. Combination of sitting, walking, standing and manual handling. Concentration on telephone enquiries in relation to inter departmental request. Concentration on taking telephone enquires that complex or potentially distressing and relay messages for others in the department