$ads={1}
Band 3
Job overview
This is an exciting opportunity to join the Estates and Facilities Hub Team as an Administrative Assistant.
This full time role will be based on either the QMC or City Campus n the Estates and Facilities Management Hub.
Working as part of the Administration team, the successful candidate will play a crucial role in delivering a high quality administration service and should demonstrate excellent communication skills.
A good telephone manner with the ability to show initiative and flexibility in answering queries from clients is essential.
You will need to demonstrate excellent organisational skills and have an approachable manner. You must be able to multi task and prioritise workloads and use your initiative.
You will be proficient in IT skills such as Microsoft Office including, Word, Excel and Power Point, effectively minute meetings and document actions.
Main duties of the job
In addition to the below summary you will need to familiarise yourself with the full job Description and Person specification documents attached to this advert.
Working in the Estates & Facilities Administration Hub, the successful candidates will play a crucial role in delivery of a high quality service.
The role includes General Administration duties, filing, scanning, photocopying, minute taking, processing of invoices, answering the telephone, accommodation booking enquiries, processing of payments etc.
You will need to have excellent computer skills, proficient in the use of Excel, Word and Outlook, and be able to work using your own initiative. You must also have excellent organisational skills, and the ability to juggle conflicting demands. Excellent interpersonal skills and telephone manner along with the ability to use them effectively to work with staff.
Assist with the development, design and delivery of an in-house suite of training events/activities for staff at all levels in order to help meet current and future needs and objectives of the EFM team.
Assist with the monitoring and evaluation for the effectiveness of training including analysing and interpreting the results. Create and provide reports as required.
Be responsible for ensuring the training areas on all sites are appropriate for providing a professional training environment.
Be able to work independently and manage own workload to make effective use of time and resource and working to Trust values and behaviours.
Create and maintain spreadsheets.
Prepare agendas, type, photocopy, collate and distribute training papers.
Working for our organisation
This is an exciting opportunity to join the Estates and Facilities Hub Team. Core working hours are Monday-Friday, between 8.00 a.m. – 4.00 p.m. Two Posts: QMC/City
Our organisation is driven by our strategic objectives and organisational values and behaviours.
We Build Trust, We Empower, We are Ambitious, We are Mindful, We are Nurturing, We are United, We are Honest.
Working in the NHS and at NUH is challenging yet rewarding. That is why we do all we can to support staff with rewards and benefits wherever we can.
We are able to offer dedicated physio support, discounted health treatments and access to fitness facilities.
We offer generous staff discount schemes with Boots and other local companies.
There's also the Blue Light Card which allows NHS staff access to discounts and offers from a host of national companies.
As part of our commitment to sustainability we also offer discounted travel schemes in partnership with local transport providers.
Detailed job description and main responsibilities
Working as part of the EFM Training Team, the post holder will work across both campus's to provide an administrative service to the Training Team within Estates and Facilities.
It is essential that all staff are aware of the need for flexible working arrangements, as individuals must be prepared to work in all areas of the directorate, work some evenings and weekends as required and on either campus when necessary to maintain service level.
KEY JOB RESPONSIBILITIES
Assist with the development, design and delivery of an in-house suite of training events/activities for staff at all levels in order to help meet current and future needs and objectives of the EFM team.
Assist with the monitoring and evaluation for the effectiveness of training including analysing and interpreting the results. Create and provide reports as required.
Responsible for pro-actively keeping up-to-date with relevant legislation, Trust policies and procedures to help ensure training materials are relevant and there is quality of access to training, development and education opportunities.
To support the utilisation and where appropriate the creation of e -learning packages.
Be responsible for ensuring the training areas on all campus’ are appropriate for providing a professional training environment.
To work as a collaborative member of the team and seek appropriate training and development opportunities, in order to make a positive contribution to the department's goals and objectives.
Undertake any other duties appropriate to the grade, as reasonably required by the Training Officers.
Use Microsoft products including Word, Excel, PowerPoint, Access and Project.
Create and maintain spreadsheets.
Prepare agendas, type, photocopy, collate and distribute training papers.
Develop of presentations for the Estates and Facilities team through IT packages such as Microsoft PowerPoint.
Responsibility for the requesting and checking of training supplies.
Be able to work independently and manage own workload to make effective use of time and resources and working to Trust values and behaviours.
Work flexibly and undertake other duties commensurate to the grade as when required.
Provide cover as necessary for other training assistants within the Department.
Manage all records and ensure confidentiality of written, computerized and verbal information at all times in accordance with IG Code.
Person specification
Training &Qualifications
Essential criteria
- 3 A Levels or equivalent experience English and Maths at GCSE Level
Experience
Essential criteria
- Knowledge and experience of using software programmes eg., Microsoft Office
- Experience in the building and management of working relationships across a range of areas.
- Basic understanding of the importance of mandatory and role specific training.
- Familiarity of working with a range of administrative processes and procedures.
Desirable criteria
- Evidence of working in a healthcare environment.
- Previous experience of working with NHS electronic systems eg ESR
- Experience and knowledge e-learning via ESR
___________________________________________________________________________________
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Support with Applications and Interviews: NUH are now able to offer application completion support and interview preparation support. If you would like to be contacted to take up this offer please email wideningparticipation@nuh.nhs.uk providing your name, phone number, and email address and the team will be in touch.
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
