Education business administrator

An exciting opportunity is available working as part of the Directorate of Education, Research and Innovation at East Lancashire Hospitals Trust. You would be required to work within the Clinical Activities Support Team but also closely with the wider education, research and innovation teams ensuring administrator support is covered in line with service, colleagues and teams needs. This will include supporting the teams in organising meetings, communication activities, helping preparing training and educational materials, staff surveys, routine administrative tasks, and supporting the team with data management, input and co-ordination. This is a great opportunity for an individual to join an exciting and innovative department. The post holder must have excellent communication and time management skills and be able to organise their own and other team members workload within time frames. The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support for DERI Teams, this will include supporting the teams in organising meetings, communication activities, helping preparing training and educational materials, staff surveys, routine administrative tasks, and supporting the team with data management, input and co-ordination. See attached Job Description and Personal Specification for more detail At ELHT, we have a reputation for high quality innovative service delivery underpinned by skilled and motivated staff. Investment in innovation, multi professional education and research is vital to improving the delivery and quality of patient care. As such, DERI is dedicated to educating, training, and developing our current and future workforce to support the vision of providing safe, personal, and effective care. To support this vision, we work across the Education and Simulation Centres of the Royal Blackburn and Burnley General Teaching Hospitals, providing colleagues through training and skills development with a wide range of high quality and responsive education services A wide range of clinical skills courses The International Nurse Training Programme Preceptorship Programme Infection, prevention and control training and advice Resuscitation programmes General education support An informal visit is highly recommended for you to fully appreciate the work of DERI. MAIN DUTIES The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support within DERI. 1. Assist in providing full clerical/secretarial support including typing of letters, minutes (taking notes), and other routine correspondence, which involves working to tight timescales and deadlines. Taking and making telephone calls, dealing with enquires, photocopying, and filing. 2. Maintain databases and systems that assist and support service users in the performance of their duties 3. Handling and processing of cash and maintaining stock control in relation to on site refreshment provision 4. Maintain the confidentiality of the working environment 5. Ability to work flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources. 6. Assist in the implementation of departmental databases in use including, inputting, and extracting data in line with departmental/Trust/national procedures 7. The post holder will be guided by the Clinical PGME Lead but is expected to have a degree of autonomy working to Standard Operating Procedures and agreed good practice. 8. Maintain electronic filing system as agreed with the line manager and in line with Trust policies 9. Updating training records 10. Deal with routine correspondence from both internal and external sources 11. Produce letters and other correspondence for service users using a range of software packages 12. Ensure requirements of service users are organised to include room bookings, electronic diaries, monthly inventories, producing of the packs for all aspects of Trust training programmes. 13. Work in partnership with Education Centre reception team covering reception duties as required 14. Manage Education Service Microsoft Outlook shared calendars 15. Receive and action tasks from the Education Service shared mailboxes (emails) 16. Sort mail and distribute 17. Any other duties in line with job description which may be required by the manager 18. Work with colleagues in the team on the development of current and new services and other initiatives. 19. To meet the needs of the organisation you may also be required to provide cover in other areas following appropriate discussion. 20. Manage the administration for training courses to include course bookings and cancellations; invoicing; payments and receipt of monies owed. 21. Assist in the preparation and set for training courses and provide admin support during the running of the courses. 22 Raising and receipting of e-procurement orders, managing stock requisitions and stock levels COMMUNICATION 1. To assist with the creation of education marketing materials and information e.g., for Centre notice boards, e-Bulletins, Message of the Day, social media, events and for distribution within Divisions 2. Communicate effectively with other team members and service users 3. Liaise with internal departments, outside agencies, ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act and that complicated issues are communicated in a simplified form and fully understood by all parties. 4. Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media. 5. Participate in regular team updates e.g., team brief, team engagement sessions and regular 1 2 1 meetings 6. Provide cover for colleagues within DERI during their absence. TRAINING AND DEVELOPMENT 1. Demonstrate own activities to new or less experienced employees 2. To participate in Individual Appraisal and Personal Development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post. 3. Take responsibility for maintaining a record of own personal development 4. Successful completion of local training 5. Attend all Core and Essential Skills training relevant to the post holder an identified through the Appraisal process ORGANISATIONAL RESPONSIBILITIES 1. Utilise personal initiative and judgement to implement effective systems of prioritisation and organisation ensuring that work is completed within agreed timescale 2. Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, by taking appropriate action to resolve the problems or referring them to the appropriate person. 3. Propose changes to administrative procedures/policies 4. Be expected to make decisions within the boundaries of this role. 5. Ensure departmental security and confidentiality is maintained 6. Work on any of the ELHT hospital / community sites PROFESSIONAL RESPONSIBILITIES 1. Maintaining effective secretarial and administrative support to the Department within a changing and busy environment 2. Good word processing and data input skills 3. Effective management of own work 4. Good interpersonal skills 5. To cooperate with a balance annual leave programme in conjunction with others to ensure continuity of service 6. Take part in any statutory training and any other training deemed appropriate to be equipped with the necessary skills, knowledge and attitudes which will be required to ensure the success of the team.