ODD Administrator - NHS

Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

The core purpose of the role is to provide administrative support to the teams within Organisational Development and to take responsibility for small projects and other administration activities as directed. This role will particularly focus on work with the Equality, Diversity and Inclusion (EDI) Team, who sit within the OD Department.

The post holder will also support the wider ODD team as needed with administration capacity.

Main duties of the job

Undertake the creation, design and co- ordination of correspondence materials.

Provide administration and support to the range of activity supported and delivered by the wider ODD team.

Provide effective communication with internal and external stakeholders.

Be responsible for the organisation, promotion and evaluation of workshops, master classes, courses, training sessions.

Collect, collate, store and manipulate feedback and data to provide agreed reports and summaries.

Maintain and update information dashboards, plans and trackers.

Responsible for arrangements that support the smooth running of the team.

Arrange / schedule meetings.

Contribute to and support the organisation and co-ordination of ODD departmental events and activity.

Manage document libraries and systems.

Monitor compliance and adherence to internal ODD data collection and information requests.

Support the PSO team with the co-ordination and completion of day to day functions.

Triage of emails received into the programme/departmental inboxes, responding, resolving enquiries courteously and efficiently.

Ensure a highly professional first point of contact is provided on behalf of ODD.

To identify opportunities for, contribute to, and support the implementation of, standardised administrative approaches within ODD.

Provide a comprehensive minute / note taking service at formal internal, departmental and programme related meetings and events.

Attend meetings, workshops and events as required.

Working for our organisation

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 commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Organisational Development is about leading change, improvement initiatives, engaging and motivating staff, developing their talents and improving potential of staff. Great organisational development is about understanding context and culture, taking a systems approach and enabling NHS staff to design and deliver great patient care.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Education & Training

• 2 or more GCSE or equivalent experience/qualification, to include English Language & Mathematics (C/4 grade or above)
• NVQ Level III in Business Administration / Customer Service / IT or be able to demonstrate the equivalent experience

• IT qualification e.g., European Computer Driving Licence, Microsoft Office or equivalent experience
• Evidence of continued professional development

Experience

• Experience of working within an office / administration environment
• Experience of dealing with confidential and personal issues with sensitivity
• Experience of delivering work in accordance with standard operating procedures
• Experience of teaching others e.g., work-based skills to colleagues
• Experience of supporting the organisation, preparation and facilitation of events
• Experience of dealing with and validating data
• Experience of taking / transcribing notes / minutes

• Experience of working as part of a multi-professional team
• Relevant experience within the NHS
• Experience of participation in service improvement initiatives
• Experience of using shared electronic information e.g., use of SharePoint

Skills and Abilities

• Ability to communicate with personnel at all levels of the organisation
• Ability to manage personal/professional boundaries
• Ability to problem solve, using initiative and own judgement to resolve routine issues
• Ability to work as part of a team and independently with minimal supervision
• Ability to work under pressure and at a fast pace in changing and potentially stressful situations with both patients and colleagues
• Demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
• Demonstrable self-awareness, an understanding of impact on others and an ability to manage self and maintain professional conduct in sometimes difficult and challenging situations
• Excellent computer skills with demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word
• Excellent written communication skills
• Good interpersonal skills and the ability to develop relationships and rapport with the general public and colleagues of different disciplines, backgrounds and levels of seniority
• Good written and verbal communication skills
• Strong organisational skills with the ability to plan and prioritise workload to ensure strict / conflicting deadlines are met
• Understanding of data protection issues and the ability to maintain confidentiality

• Awareness of Health & Safety in the workplace

Personal Qualities

• On-going commitment to personal development and training
• Flexible and adaptable approach with an enthusiastic and proactive “Can Do” attitude
• Methodical and accurate with attention to detail
• Team Player with a professional approach to work and colleagues; able to develop good working relationships
• Acts with honesty and integrity

• Interest in service improvement projects and developing new ways of working
• Awareness and/or lived experience of Equality, Diversity and Inclusion

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.

You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.

If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook.