DRS Qualifications Administrative Assistant, Band 2
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Job overview
DRS Qualifications Administrative Assistant, Band 2 (22.5 hours a week)
To provide effective and competent administrative support for all qualifications provided by the Gloucestershire Retinal Education Group (GREG
To consistently deliver excellent levels of communication; promoting strong working relationships across all Education partners
The GREG qualifications use online learning systems, including Moodle, so the role will include use of these learning systems and guiding users of all levels to understand and use the systems
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Main duties of the job
Administrative support for the DRS Qualifications Administrator and the wider Gloucestershire Research and Education (GREG) team including answering student and learner queries on the phone and email.
Working for our organisation
Gloucestershire Hospitals is one of the largest hospital trusts in England serving a diverse population of almost 620,000 people. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital.Maternity Services are also provided at Stroud Maternity Hospital.
Our people are at the heart of what we do. Our workforce is almost 9,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas. We also have exceptional teams of professional services staff underpinning our vision every step of the way.
We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff.
We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued.Respecting and valuing differences will help to ensure that our policies and services reflect the needs and experiences of the people and community we serve.
Detailed job description and main responsibilities
To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager
Ensure administrative deadlines are observed as directed by the Qualifications Manager
Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators.
Monitor student or invigilator problems during examination period and book re-sits as required
Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved
Process student’s work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete
Communicate learner progress to managers
Support the wider qualifications admin team with course invoicing arrangements
Work collaboratively with colleagues in the Hospital Trust, University of Gloucestershire, sections of the NHS Diabetic Eye Screening Programme and other national screening programmes within the UK and overseasSupport the organisation of student assessments at designated centres around the UK. Under the direction of the Qualifications Manager, liaise with students and assessors to ensure dates, facilities, equipment and personnel are available
Circulate paperwork for meetings in a timely manner, making hard copies available if required as directed by the Qualifications Manager
Prepare agendas, take minutes and distribute notes of meetings including typing up of relevant notes and filing correctly
Photocopy and process documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes
Administrate meeting room bookings as directed by the Qualifications Manager
Order and maintain general office supplies
Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales, problem solving where required.
Have a flexible/adaptable approach to their work in order to meet various deadlines
Carry out other appropriate delegated duties as required
Person specification
Qualifications, Knowledge and Experience
Essential criteria- Proficiency in Microsoft Office
- Good standard of general education with particular strengths in English Language at GCSE Grade C or above or equivalent
- Experience working in team administration
- Experience of good customer service
- Ability to work effectively as a team member
- Be able to prioritise tasks and manage time effectively
- Understanding or experience of working with adult learners
- Experience working in educational administration
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.
Committed to safeguarding our community
If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary.Please contact [email protected] for further information.
The Trust is a safeguarding employer committed to the safeguarding and promotion of welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. The Trust is committed to safe recruitment practices to protect children and vulnerable adults, and any appointment will be subject to satisfactory clearance.As part of the organisation's commitment to Safer Recruitment, candidates may request copies of relevant policies and procedures by contacting the Recruitment Team at [email protected]
Committed to supporting service personnel
As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel.To qualify for a guaranteed interview, candidates must meet the essential criteria for the post and be either a current member of the Armed Forces, or be within the two year period of resettlement. If this applies to you please email the job reference number and your AR number to the Recruitment Team at [email protected]
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