About this role
Job summary
An exciting opportunity has arisen for an enthusiastic and highly organised Administrator to join the Northern Endoscopy Training Academy (NETA)
Hosted by North Tees and Hartlepool NHS Foundation Trust, NETA works in partnership with NHS England, the North East and North CumbriaIntegrated Care Board (ICB), Regional Training Centres and eight NHS Trusts to deliver high-quality education and workforce developmentopportunities for the endoscopy workforce
Supporting the Academy Manager and Clinical Lead, the post holder will play a key role in the day-to-day running of the Academy and act as the central point of contact for trainees, trainers, NHS organisations and stakeholders across the region.
The successful candidate will provide comprehensive administrative and coordination support for a diverse portfolio of endoscopy education and training programmes, including the administration of trainee records, training schedules, meetings, governance processes and stakeholder communications. The role will also support the organisation of regional Immersion Block Training programmes and other workforce development initiatives.
This is an excellent opportunity for an experienced administrator with strong organisational and communication skills who enjoys working collaboratively and managing a varied workload within a dynamic and developing regional programme.
This post is offered on a 12-month fixed-term basis, with the potential for extension subject to ongoing funding arrangements.
Main duties of the job
The Academy Administrator will provide comprehensive administrative and coordination support to the Northern Endoscopy Training Academy (NETA), working closely with the Academy Manager and Clinical Lead to support the delivery of education and training programmes across the North East and North Cumbria.
Acting as the central point of contact for trainees, trainers, NHS Trusts and stakeholders, the post holder will coordinate training activities, maintain accurate records and databases, support governance and reporting processes, organise meetings and manage communications across a wide network of partners.
Key responsibilities include supporting the administration of the NETA curriculum and workforce development programmes, coordinating Immersion Block Training, maintaining training and performance data, supporting financial and procurement processes, and providing administrative support for the NETA Board and other Academy meetings.
The role will work collaboratively with NHS England, the North East and North Cumbria ICB, partner NHS Trusts and the wider North East and Yorkshire Endoscopy Training Academy (NEY ETA) to support the development of a skilled and sustainable endoscopy workforce.
About us
At University Hospitals Tees, our main priority is to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
Job description
Job responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Core Functions: Key Results and deliverables: Act as the central point of contact for the Northern Endoscopy Training Academy (NETA), responding to and coordinating enquiries from trainees, trainers, NHS Trusts and stakeholders. Provide comprehensive administrative support to the Academy Manager and Clinical Lead. Support the planning, coordination and delivery of the NETA curriculum and training programmes. Coordinate trainee registrations, immersion training schedules and educational activities.
Maintain accurate training records, databases and reporting systems. Manage Academy communications, including distribution of information, updates and educational resources. Organise the NETA Board and other Academy meetings, prepare agendas, take minutes and track actions. Support data collection, reporting and performance monitoring to demonstrate Academy activity and outcomes. Liaise with NHS England, the Integrated Care Board (ICB), partner Trusts, the Yorkshire Endoscopy Training Academy and external stakeholders to support Academy objectives.
Assist with governance, quality assurance and compliance requirements. Support the administration of faculty and trainee engagement activities. Contribute to the continuous improvement of Academy processes and administrative systems. Ensure confidentiality and compliance with Trust, NHS and data protection policies at all times.
Person Specification
Knowledge & Skills
Essential
Knowledge of NHS administration, structures and processes. Ability to work within a multi-disciplinary team. Ability to build effective working relationships and work in partnership with a wide range of internal and external stakeholders. Good understanding of administrative and office management procedures. Proficient in the use of Microsoft Office applications, including Word, Excel, Outlook and Teams. Ability to organise and prioritise a varied workload, meeting competing deadlines. Excellent verbal and written communication skills.
Experience of maintaining accurate records, databases and electronic filing systems. Numerate and analytical skills with the ability to present complex data and construct comprehensive reports. Ability to handle sensitive and confidential information appropriately. Good attention to detail and a high level of accuracy. Ability to work independently and use initiative within agreed procedures. Effective problem-solving and organisational skills. Understanding of data protection, confidentiality and information governance requirements.
Qualifications & Training
Essential
Educated to NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent experience in an administrative role. GCSE Grade 4/C or above (or equivalent) in English and Mathematics. Competent in the use of Microsoft Office applications, including Word, Excel, Outlook and Teams.
Experience
Essential
Experience of working in an administrative, coordinator or business support role. Experience of organising and coordinating meetings, including preparing agendas, taking minutes and maintaining action logs. Experience of managing and maintaining electronic records, databases and filing systems. Experience of working with a range of stakeholders and providing effective customer service. Experience of prioritising and managing a varied workload to meet competing deadlines. Experience of using Microsoft Office applications, including Word, Excel, Outlook and Teams.
Experience of interpreting and collating data to produce high quality reports using spreadsheets and presentation software. Experience of financial systems, raising requisitions, receipting and invoicing. Experience of handling sensitive and confidential information appropriately. Experience of coordinating activities, events, projects or programmes, ensuring effective communication with participants and stakeholders.
Personal Attributes
Essential
Excellent organisational skills with the ability to prioritise a varied workload. Strong interpersonal and communication skills. Ability to work independently and as part of a team. Professional, approachable and customer-focused manner. Ability to build effective working relationships with a wide range of stakeholders. Flexible and adaptable to changing priorities. Ability to maintain confidentiality and handle sensitive information appropriately. Accurate and methodical with a strong attention to detail. Ability to work with minimal supervision Act as a role model Ability to travel occasionally across the North East and Yorkshire region as required to support Academy activities, meetings and events. Flexible approach to working arrangements to meet the needs of the service.
Person Specification
Knowledge & Skills
Essential
- Knowledge of NHS administration, structures and processes.
- Ability to work within a multi-disciplinary team.
- Ability to build effective working relationships and work in partnership with a wide range of internal and external stakeholders.
- Good understanding of administrative and office management procedures.
- Proficient in the use of Microsoft Office applications, including Word, Excel, Outlook and Teams.
- Ability to organise and prioritise a varied workload, meeting competing deadlines.
- Excellent verbal and written communication skills.
- Experience of maintaining accurate records, databases and electronic filing systems.
- Numerate and analytical skills with the ability to present complex data and construct comprehensive reports.
- Ability to handle sensitive and confidential information appropriately.
- Good attention to detail and a high level of accuracy
- Ability to work independently and use initiative within agreed procedures.
- Effective problem-solving and organisational skills.
- Understanding of data protection, confidentiality and information governance requirements.
Desirable
- Understanding of education, training or workforce development programmes.
- Knowledge of endoscopy services or healthcare education pathways.
Qualifications & Training
Essential
- Educated to NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent experience in an administrative role.
- GCSE Grade 4/C or above (or equivalent) in English and Mathematics.
- Competent in the use of Microsoft Office applications, including Word, Excel, Outlook and Teams.
Desirable
- Minute-taking qualification or experience of producing formal meeting minutes and reports.
- Experience of using NHS systems, including Oracle, ESR or similar systems.
Experience
Essential
- Experience of working in an administrative, coordinator or business support role.
- Experience of organising and coordinating meetings, including preparing agendas, taking minutes and maintaining action logs
- Experience of managing and maintaining electronic records, databases and filing systems.
- Experience of working with a range of stakeholders and providing effective customer service.
- Experience of prioritising and managing a varied workload to meet competing deadlines.
- Experience of using Microsoft Office applications, including Word, Excel, Outlook and Teams.
- Experience of interpreting and collating data to produce high quality reports using spreadsheets and presentation software.
- Experience of financial systems, raising requisitions, receipting and invoicing.
- Experience of handling sensitive and confidential information appropriately.
- Experience of coordinating activities, events, projects or programmes, ensuring effective communication with participants and stakeholders.
Desirable
- Experience of administering education, training or workforce development programmes within the NHS.
- Experience of working within an endoscopy service, with knowledge of endoscopy pathways, training and quality assurance processes.
- Experience of working across organisational boundaries and supporting services or programmes involving multiple stakeholder organisations.
- Experience of working with trainees, clinicians and multidisciplinary teams.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
North Tees & Hartlepool NHS Foundation Trust
Address
University Hospital Of North Tees
Hardwick Road
Stockton-on-Tees
TS19 8PE
United Kingdom
Employer's website
https://www.nth.nhs.uk/ (Opens in a new tab)