Job summary
The post holder will provide comprehensive administrative support to ensure a learner centred approach to the delivery of our wide portfolio of courses and events (i.e. face to face, via e-learning and/or blended learning).
As a member of our "front of house" service, ensure that our learners, customers, and stakeholders/partners are supported and have the best experience leading up to, during and beyond their time with DREEAM.
In conjunction with the Education Coordinators, ensure that administration activities are efficient and effective across DREEAM. Contribute to the redesign of relevant processes to maximise efficiency and learner/customer experience.
Utilise our digital systems (following training) to support the planning, scheduling, delivery, and reporting of our high-quality education to our learners and stakeholders.
Main duties of the job
Support the maintenance of digital systems utilised to facilitate the planning and delivery of courses and events run by DREEAM and our partners.
Support DREEAM with all administrative tasks associated with the planning of courses and events delivered by DREEAM and our partners.
With support from the Education Coordinators as required, organise and priorities routine and non-routine daily workload.
Input into developing, organising, and implementing new office procedures and systems to ensure an efficient and cost-effective process is always maintained.
Support the team in the development of innovative ways to reduce waste and to help us to reduce our impact on the environment, in line with our Go Green and LEAN with DREEAM strategy.
Participate in the updating of our Academic Management System (CELCAT) in-line with DREEAM procedures under the supervision of the Education Coordinators.
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
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 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.
Job description
Job responsibilities
Support the Education Coordinators and Business Support Officer with orders, requisitions and payments utilising the relevant NUH Trust digital system/s.
Support the Clinical Skills Technicians with the setup of rooms in line with course planning and delivery requirements.
Assists with the induction of new staff regarding office systems and procedures.
Support the Facilitators with the creation of hand-outs, timetables etc., as required.
Record and transcribe minutes/notes from meetings.
Undertake front of house responsibilities as part of a team rota.
Request ID access for all new starters and coordinate change requests.
Support the Education Coordinators with internal and external courses and projects as required, to ensure flawless planning and delivery.
Support the Facilitators with the planning of courses and events as required.
Ensure all mandatory training attendance sheets are updated on relevant digital systems or communicated to the relevant NUH Trust department/s for recording.
Use your own initiative and negotiation skills to resolve complex issues that may arise during the shift. Where appropriate, inform other team members as part of our DREEAM escalation procedure.
Ensure the provision of a prompt, responsive and professional customer engagement service via phone, email, our case management system (Dynamics 365) and Social Media channels. Escalating queries and concerns as required to other members of the team in line with DREEAM procedures.
Be flexible to ensure administration/business support is provided during core office hours and when required, out of hours.
When appropriate, take responsibility for checking and securing the department at the end of the day.
Support the delivery of the staff Supervision process using our Academic Management System (CELCAT).
Facilitate the coordination of our Simulated Patient (SP) database and support the Simulation Lead as required.
Support our Research Team with administrative tasks in the absence of the Research Administrator.
Deputise for the Education Coordinator/s in their absence.
Meet and greet all customers on arrival to DREEAM.
Facilitate the creation of registers and feedback ensuring that this is uploaded to the relevant digital systems.
Facilitate the creation and release of learner certificates as required.
Support the DREEAM Digital Team with the continual development of the DREEAM website and allied learner support systems.
Support Social Media activities delivered by DREEAM.
Support the facilitators with the uploading of rota information to Health Roster.
Support the maintenance of the office stock control process for DREEAM.
Always represent DREEAM in a professional manner. Promoting our service wherever possible.
Person Specification
Training & Qualifications
Essential
- 4 GCSE's or equivalent including English.
- NVQ Level 3 in Business Administration.
- ECDL or equivalent experience.
Desirable
- Advanced Excel Training course / qualification.
Experience
Essential
- Previous experience of office/secretarial or similar relevant role.
- Knowledge and experience of using software programmes, e.g. Microsoft Office especially Outlook, Word, Excel, and PowerPoint.
- Previous experience of taking minutes of meetings and transcribing notes accurately and efficiently.
- Previous Customer Service-related experience.
Desirable
- Evidence of working in an education environment.
- Previous experience of working with relevant digital systems e.g. CELCAT.
Communication and Relationship Skills
Essential
- Evidence of ability to communicate at all levels clearly and concisely both oral and written.
- Evidence of frontline customer service skills.
- Excellent team worker.
- Evidence of previously working under pressure or to tight deadlines.
Analytical and Judgement Skills
Essential
- Ability to work accurately and methodically following verbal and written instructions.
- Ability to work on own initiative with analytical and practical problem-solving skills.
- Able to work flexibly and reliably with a 'can do' approach.
- Ability to work flexibly in response to competing demands/requirements of the team and the wider department.
- Ability to meet changing situations positively.
Physical Skills
Essential
- Able to undertake occasional light physical effort e.g. filing and movement of objects.
- Requires daily regular use of VDU, typing reports, inputting data into digital systems and spreadsheets.
Other requirements specific to the role
Essential
- Willingness to undertake training on specific departmental computer systems.
- Flexibility in working pattern and site of working.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Nottingham University Hospitals NHS Trusts
Address
DREEAM Department, QMC Campus, Nottingham University Hospitals NHS Trust
Derby Road
Nottingham
NG7 2UH