Team Administration Officer (AHPEC)

Job overview

The post holder will be responsible for the provision of effective and responsive administration for the Accredited Health Professional Workforce Education Centre (AHPEC) within the NSFT Academy. This will require strong written, verbal and interpersonal communication skills, including the ability to communicate clearly and professionally with staff at all levels, external partners and key stakeholders; provide and receive confidential, sensitive or complex information accurately; respond to queries with tact and diplomacy; and support clear, timely communication across service delivery, leadership and governance. This will contribute to the smooth running of all aspects of the service and ensure staff and key stakeholders receive an excellent standard of service and support.

With the potential for delivery of complex and multiple programmes and projects within the team, skilled support to managers will be key. The post holder will demonstrate effective planning and organising skills through coordinating diaries, meetings, training programmes, project activity, reporting schedules and candidate tracking systems; maintaining accurate records; monitoring progress; managing competing priorities; and ensuring deadlines, actions and key milestones are followed up. This post will assist with coordination, project planning, and the establishment of a centralised resource for reference and learning lessons.

Main duties of the job

• To provide and receive information which may be confidential, sensitive, complex or contentious, ensuring this is communicated accurately and handled with tact, diplomacy and discretion.
• Supports the production of reports and analysis of data within the team
• To support the senior AHPEC team to raise the profile of the team and associated work, ensuring the provision of a trust wide Apprenticeship programme to support service development strategies and workforce plans.
• Be the key point of contact for liaison with the external governance bodies of the AHPEC, providing continuity and precision of communications to appropriate team members relating to standards required by the QAA (Quality Assurance Agency) and its subsidiary bodies
• Provide effective support to the AHPEC team and senior staff across all aspects of the ALC work streams, including planning, organising, tracking and coordinating tasks, resolving conflicting priorities and ensuring deadlines, actions and key milestones are followed up.
• Support the planning, organisation and delivery of meetings, training programmes and related project activity, including coordinating diaries, agendas, attendance, resources and follow-up actions as required.
• Develops and maintains systems and procedures for tracking and reporting programme & project progress, capturing lessons learnt, whilst ensuring tools and information are easily accessible

Detailed job description and main responsibilities

Policy & Service Development

• Maintain a working knowledge of current Trust policies and procedures and employment legislation, to be able to advise managers, applicants and external bodies as necessary.
• Adapt working practices as appropriate.
• To assist senior Academy & AHPEC staff to review and suggest changes to standard communications, standard letters, email circulars etc.
• To support the senior staff within the AHPEC Team in the development of policies and practice guidance notes relating to this area of work,
• To comment on the development of policies and practice guidance notes relating to this area of work.
• To draft admin procedure notes relating to AHPEC Team

FINANCIAL

• Monitors spend relating to programmes and projects
• Where appropriate, makes payments following Trust Financial Procedures
• Manages stock and non-stock supplies for projects and programmes. Ensures stock is used appropriately with minimum waste, and provides advice to others on systems around this

HUMAN RESOURCES

• To work closely and collaboratively with all Academy colleagues ensuring information is shared fully and that any issues that may fall between departments are picked up appropriately.
• To provide support if required to junior staff working within the team and provide a supportive and productive working environment for them.
• To participate in a full training programme to support the development of the team to ensure a multi functioning, flexible resource.

RESEARCH AND DEVELOPMENT

To contribute to audit activity within the Directorate as necessary