Regional Estates Training & Development Administration officer

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Regional Estates Training & Development Administration officer

NHS AfC: Band 3

Main area Management Grade NHS AfC: Band 3 Contract 1FT fixed term 12 months - 1FT permanent Hours Part time - 22.5 hours per week Job ref 345-NTHS8417748

Site University Hospital of North Tees Town Stockton-on-Tees Salary £25,760 - £27,476 pro rata per annum Salary period Yearly Closing 17/11/2026 23:59

North Tees & Hartlepool Solutions is an NHS owned company of North Tees and Hartlepool NHS Foundation Trust. North Tees & Hartlepool Solutions provides a range of Estates, Facilities, Supplies and Procurement services to North Tees and Hartlepool NHS Foundation Trust. The company is a separate legal body to North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.

North Tees & Hartlepool Solutions offers its own Terms and Conditions of employment which differ from the national NHS Terms and Conditions. As an employee in the company you will benefit from:

• Excellent performance related bonus scheme
• Up to 33 days annual leave plus bank holidays (dependant on service and contracted hours)
• Access to a pension scheme - National Employment Savings Trust (NEST) – North Tees & Hartlepool Solutions will pay a 3% contribution (this is above the minimum contribution rate at the present time)
• Night shift working allowances (where appropriate)
• Bank holiday working allowances (where appropriate)

The Disclosure and Barring Service (DBS) check will be paid for by North Tees and Hartlepool Solutions, however, should you fail to satisfactorily complete the probationary period, you will be charged for the DBS check as a deduction from your final salary.

Job overview

The Regional Training and Development Administration Officer provides a high-quality, proactive and efficient administrative service to the Northern & Yorkshire NHS Assessment Centre, supporting the delivery of Healthcare Engineering Specialist Technician (HEST) apprenticeship programmes across participating NHS organisations. The post coordinates apprentice timesheets, attendance, absence and holiday records, Individualised Learner Record information, certificates, learner files, progress reviews, meetings, Management Review Group agendas and minutes, employer communications and general team administration. The role supports accurate allocation and recording of apprenticeship levy funding, maintains evidence required for funding assurance and Ofsted inspection, and helps the Centre meet the additional governance responsibilities associated with its recent main provider status. By maintaining complete, accurate and auditable records, the officer enables Regional Training and Development managers to focus on training, assessment, learner support, employer engagement and quality assurance. The role therefore contributes to apprentice progression, effective use of NHS England funding and the development of competent HEST professionals who will undertake compliance maintenance across the wider NHS

This post may close early due to high amount of applications

Main duties of the job

The post supports the financial, regulatory and quality-assurance requirements of the apprenticeship programme by maintaining accurate levy-funding records and ensuring funding is correctly allocated and evidenced for each apprentice and participating employer. The officer maintains complete and auditable documentation for NHS England funding assurance, Education and Skills Funding Agency requirements and Ofsted inspection, while monitoring deadlines, file completeness, data-quality errors and learner progression. This administrative capacity allows Band 5 managers to concentrate on training, assessment, learner support, employer engagement and quality assurance, supporting the development of competent HEST apprentices who will undertake compliance maintenance across the wider NHS.

Working for our organisation

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, 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.

North Tees & Hartlepool Solutions is an NHS owned company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.

We will support staff through providing an inclusive and supportive workplace with health & wellbeing initiatives and opportunities for 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, Managers Awards and Shining Stars.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

We recruit for values and “Together we are North Tees & Hartlepool”

Detailed job description and main responsibilities

The Regional Training and Development Administration Officer provides a high-quality, proactive and efficient administrative service to the Northern & Yorkshire NHS Assessment Centre, supporting managers, Centre employers and the wider team in the effective delivery of regional apprenticeship training. Working under the guidance of the Regional Training and Development Manager, the post holder manages day-to-day administrative activity, including collating, monitoring and reporting apprentice timesheets, sickness absence and holiday records; highlighting late submissions and other concerns; producing monthly reports; completing and inputting Individualised Learner Record documentation for government funding claims; logging certificates; and maintaining accurate electronic and paper apprentice files. The role also arranges learner reviews and meetings, issues diary invitations, prepares quarterly Management Review Group agendas, collates supporting documents, attends meetings and produces accurate minutes and action records. Additional responsibilities include responding effectively to enquiries, providing information and guidance to colleagues, managers and Centre employers, handling complex, confidential or sensitive information appropriately, maintaining stationery and placing orders through Cardea, providing cover during periods of leave or absence, and undertaking other duties in response to service needs. The post holder is expected to work autonomously, manage a demanding workload, achieve deadlines linked to Centre and apprenticeship funding agreements, maintain high standards of accuracy and customer service, promote equality and diversity, comply with infection prevention and control requirements, and occasionally travel across the Centre region

Person specification

Qualifications

• A Business Administration qualification or secretarial qualification GCSE English and Mathematics at grades A to C, or recognised equivalent qualifications
• Evidence of ongoing continuing professional development (CPD)

Experience

• Previous experience of working in a busy administrative role, managing competing priorities and completing work within deadlines.
• Experience of providing a responsive administrative service to managers, colleagues and external contacts.
• Experience of using Microsoft Office, particularly Outlook, Word and Excel, to manage diaries, produce correspondence, maintain records and prepare reports.
• Experience working in the healthcare organisation
• Experience of maintaining accurate electronic and paper filing systems, including confidential or sensitive personal information.
• Strong organisational and time-management skills, with the ability to plan work, manage competing priorities and meet fixed funding, reporting and meeting deadlines.
• A high level of accuracy and attention to detail, particularly when processing timesheets, absence information, Individualised Learner Record data, certificates, learner files and funding evidence.
• Effective written and verbal communication skills, including the ability to respond professionally to apprentices, Centre employers, managers, training providers and other NHS stakeholders.
• Sound data-processing and analytical skills, including identifying missing, late or inconsistent information and escalating exceptions to the appropriate manager.
• Commitment to equality, diversity, dignity and respectful communication, including supporting apprentices who may require reasonable adjustments.

Disposition

• Able to work on own initiative
• Adaptable and flexible under pressure
• Enthusiastic and resilient
• Pleasant and helpful
• Team player

This advert is placed by NTH Foundation Trust on behalf of North Tees & Hartlepool Solutions which is a Limited Liability Partnership operating services within NTH Foundation Trust. Please refer to the attached Terms and Conditions of Employment relating to this vacancy.

North Tees & Hartlepool NHS Foundation Trust operates a No Smoking Policy.

Disability

The Trust gives full and fair consideration to applications for employment received from disabled people. We are a “Positive about Disabled People” employer, and we hold the ‘two ticks’ Disability Symbol, which is a recognition given by Jobcentre Plus to employers who have agreed to meet five commitments regarding the recruitment, employment, retention and career development of disabled people. If you have a disability, which makes it difficult for you to complete our application form, please do not hesitate to contact the recruitment team on 01642 624023.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

What does this mean?

We proactively demonstrate our forces-friendly credentials within our recruitment and selection processes, by having a Guaranteed Interview Scheme for those indicated as part of the Armed Forces Community. We engage with our local and regional Career Transition Partnership representatives and are a member of Step Into Health. We employ veterans and reservists from differing branches of the Armed Forces and actively promote our positive policies for the Armed Forces Community, including our Special Leave policy. We advocate support for defence people issues, including facilitating easier access to Healthcare Services for our patients within the AF Community. We have supported employees through Reservist training, through additional leave for their training and ongoing support under our Special Leave policy.

As such we welcome your application irrespective of your gender, race, disability, colour, ethnic or national origin, and nationality, and marital status, responsibility for dependants, religion, trade union activity and age.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.