Job summary
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.
About us
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.
Date posted
02 April 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
£24,169 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
203-C497
Job locations
Warwick Hospital
Warwick
CV34 5BW
Job description
Job 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.
Job description
Job 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
- Level 2 Apprenticeship in relevant area Business Administration or equivalent
- At least 1 year experience of working in an administration office.
Experience
Essential
- 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
- Work with NHS learning management systems and processes
Skills
Essential
- Knowledge of the Data Protection Act
- Good understanding of Confidentiality
Personal Qualities
Essential
- 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
- 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
Person Specification
Qualifications
Essential
- Level 2 Apprenticeship in relevant area Business Administration or equivalent
- At least 1 year experience of working in an administration office.
Experience
Essential
- 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
- Work with NHS learning management systems and processes
Skills
Essential
- Knowledge of the Data Protection Act
- Good understanding of Confidentiality
Personal Qualities
Essential
- 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
- 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
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
South Warwickshire University NHS Foundation Trust
Address
Warwick Hospital
Warwick
CV34 5BW
Employer's website
https://www.swft.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
South Warwickshire University NHS Foundation Trust
Address
Warwick Hospital
Warwick
CV34 5BW
Employer's website
https://www.swft.nhs.uk/ (Opens in a new tab)
