Learning & Organisational Development Administrative Assistant

Job overview

This role is a starting step into understanding our organisation and the people that work here; it will introduce you into the world of Learning and Organisational Development whilst giving you an insight and overview of the organisation as a whole.

As a team we work closely with colleagues across the Trust to support development, staff voice and to recognise and appreciate teams, individuals and the amazing work they do.

No two days are the same! This role involves a number of different tasks that need to be delivered to a high standard, including administrative support to the team, organising meetings and training sessions, ensuring staff our booked onto the appropriate training courses, participation in engagement activities and working as part of the Learning from Excellence team.

We are looking for someone who feels comfortable multi-tasking in a busy environment, has a good level of IT, literacy and numeracy skills, someone who can communicate confidently, building strong working relationships with a variety of people and can prioritise work and support in delivering tight deadlines.

If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference we will welcome your application for this role.

Main duties of the job

To provide day to day office based support to the Learning and Organisational Development team.

General administration duties including but not limited to being the first point of contact to stakeholders, photocopying, stationary ordering, room bookings and diary management.

Working for our organisation

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

Together with support from your colleagues:

General admin:

• Answering the telephone, responding to emails, photocopying, stationery ordering, organising meetings & diaries

Electronic systems:

• Accessing and updating of information via the internal NHS systems.

Engagement, Marketing and Communications:

• Make cards
• Support the designing, planning and involvement of Trust wide engagement activities, such as large-scale events, team-led initiatives, 1 to 1 conversations, electronic/ email or face-to-face campaigns (from understanding the need, naming the initiative, though to analysing the effectiveness).
• Support the whole process of designing, creating, printing and distribution of engagement & marketing/ promotional literature.
• Support the use of social media accounts accurately and creatively using inviting language.
• Support the development & increase participation of online engagement (Twitter, Typeform, Zoom and Webinars).
• Support hearing the (UHPT) employee voice; partnering with an array of individuals and teams to connect and understand employee experience.
• Support completing the feedback loop, using analytical skills to conduct post-event follow-up, reporting and analysis to measure effectiveness and to
• Support shaping the response (to improve employee experience) based on what is heard through our activities, developing better tools and scalable services for improvement purposes.
• Understand (and be further curious) and incorporate an equal, diverse and inclusive approach to employee experience.
• Be a visionary, seen both internally and externally as a collaborative and inclusive thought partner.

To provide support in ensuring that the department complies with all Trust policies & in monitoring compliance across the directorate, as a whole.

These duties to include (but not exclusively) the following duties:

• Administration of the sickness/absence/ annual leave records.
• Ensure that risks are managed in accordance with Trust procedures.
• Ensure that all personnel files are managed in accordance with Trust procedures.

• To maintain personal and professional development to meet the changing demands of the post this may require undertaking qualifications that are not already specified.
• To keep knowledge current on relevant Acts and Trust policies in relation to Data Protection, Confidentiality, Freedom of Information, etc
• Any other duties as required by the Department

• To support the development and implementation of HR policies, procedures and guidelines to meet the needs and values of the Trust, and the requirements of employment legislation, NHSE guidance and best practice
• Influence the People team and other colleagues in the development of workforce information knowledge and practice. Participate, as required, in working groups, presentations and training programmes

COMMUNICATIONS & WORKING RELATIONSHIPS

To provide face to face, written and verbal communication to all staff working within the Trust

• Colleagues in the Learning & OD Team
• Colleagues in the Workforce Team
• Colleagues in the Recruitment Team
• Colleagues in the People Team
• All levels of staff across the Trust
• Colleagues in other NHS organisations
• Contracted service providers

Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Person specification

Qualifications

• Proven Business Administration level 2 in relevant field (formerly NVQ) OR equivalent qualification OR equivalent demonstrable experience.

Knowledge & Experience

• Work on own and within a team
• Demonstrate ability to build collaborative relationships with a variety of teams and job functions
• Use of computers/ technology and software (minimum of proven knowledge of Microsoft Office)
• Use of digital/ social media
• Communicate clearly, creatively and through various platforms
• Construct and deliver clear ideas through various platforms
• Understand the promotion of equality of opportunity and good working relations in terms of day to day working practices
• Understanding of confidentiality and General Data Protection Regulation (GDPR)

Aptitude & Abilities

• Work effectively as part of a diverse team
• Be confident using and applying own initiative
• Balance mundane tasks, whilst concentrating and completing with accurate detail and a quality output, with more exciting tasks
• Cope with variance and structure simultaneously
• Interact and communicate with people, at all levels and through various mediums
• Work sensitively and with sensitive data
• Effectively communicate and adapt messages to different audiences

Disposition/Attitude/Motivation

• Self- motivated
• Excellent interpersonal skills with the ability to communicate with a range of different audiences.
• Problem solving skills and ability to respond to sudden unexpected demands.
• Inquisitive
• Adaptable
• Trustworthy
• Confident meeting people and engaging in conversation

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.