Training Administrator

Job summary

An exciting opportunity has arisen to join the Violence and Aggression Reduction Training team at The Mid Yorkshire Teaching NHS Trust.

Based at our hospital in Dewsbury, the successful candidate will be responsible for undertaking administrative duties and the provision of general support to the team.

If you have the expertise and passion for this essential role we would welcome your application.

This is a full time position with 37.5 hours per week, working Monday to Friday.

Main duties of the job

To carry out administration duties in a manner that supports departmental targets and ensures compliance with standard operating procedures.

Ensures the efficient and effective provision of the administrative and clerical service for the training management team to include photocopying, typing, data input and telephone duties.

Processing study leave applications and training records. Ensures a customer responsive service for training events providing information, advice and guidance. Quality controls data held by the training team systems.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks – who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this! Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Key Responsibilities

General Duties

To know the professional and personal scope of own practice.

To have the ability to work within Trust policies, procedures and departmental standards. To have an understanding of Trust structures.

To be competent in understanding and maintaining confidentiality in line with Data Protection Legislation and Caldicott Principles, Professional, National, Trust standards and policies whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances.

To abide by the Health and Safety Policies and Procedures and take responsibility for your own health and safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting system.

To be able to plan, organise and evaluate own workload and that of junior staff taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary.

Respond to telephone and personal enquiries, referring as appropriate to other team members.

Diary event bookings, exercising judgement to overcome scheduling issues.

Assist with the provision of hospitality if required at training events, travelling to external venues if required.

Prepare training rooms / venue prior to and following events.

Circulate training literature that advertises events and functions through the post and electronically.

Liaise with the relevant internal stakeholders and invite delegates to violence and aggression training events.

Process course nominations, and course / event confirmation letters.

Quality check data identifying and rectifying errors.

Monitor event bookings against available capacity and liaise with training management, other departments and relevant event leader.

Take action in the event of a programme being cancelled.

Communicate & review arrangements with programme leaders to ensure all required event material available to agreed timescales.

Copy & distribute completed Evaluation Forms to programme leader/speakers.

Use the Trusts training databases and system for internal and external training events to:

-Book staff on courses

-Produce letters and address labels.

-Produce programmes information.

-Produce certificates.

-Produce signing in sheets.

-Set up classes on the database/training system.

-Provide training histories when requested.

Run/manipulate established reports to show performance/exception data for individuals, departments and clinical service groups/directorates.

To have an understanding of Violence and Aggression training service provided by Mid Yorkshire Teaching NHS Trust and understanding of the systems and processes involved in service provision.

Utilise the training database/system and be able to train others as and when required.

Be the lead administration role for specific training provisions, eg Violence and Aggression, First Aid

Participate in training team meetings.

Ensure security of building and contents by following agreed procedures.

To be responsible for overseeing the liaising with outside suppliers and other agencies whilst chasing appliances/stock for training and meetings.

To be competent in the completion of relevant standardised forms and other official documents.

To be competent in the use of office machinery e.g. computer, and photocopier.

To contribute to the implementation of quality initiatives.

To remain flexible to meet the needs of the service to cover Car Parking Offices in other areas at times of annual leave, sickness, recruiting or training etc.

Communication

To provide an efficient customer service including welcoming visitors to the department, dealing with a diverse range of telephone and face to face enquiries from patients, other health professionals, external agencies and members of the general public, in a pleasant and helpful manner.

To take, relay and deal with, as appropriate, detailed and confidential information and enquiries from a variety of sources. To exercise judgement to analyse and resolve problems.

To effectively use a variety of verbal communication skills to manage sensitive and difficult situations.

To adapt communication skills where there may be difficulties with understanding due to physical, cognitive, psychological or social problems.

To be able to liaise and communicate with a wide range of health professionals, other departments and external agencies, relaying staff and service information efficiently.

To be able to work within a team environment, attend and contribute to team, group and Trust meetings.

Administrative Skills

To be responsible for the electronic/written recording of up to date, accurate information relating to the various activities of the Violence and Aggression Training Service in line with applicable legislation, departmental and Trust guidelines.

To be able to give advice on Trust policies relevant to the area of work and appropriate to the grade.

To be responsible for the completion of non-stock and stock requisition forms for ordering items and ensuring that they are monitored appropriately to remain within budget and any issues to be highlighted to the manager.

To record, restore and maintain an accurate paper based or electronic filing system for specific departmental documentation either alphabetical or numerical, including the handling and appropriate storage of files.

To be responsible for the administration and maintenance of the training system.

To have a working knowledge of Microsoft Office packages and proven computer keyboard skills.

To be responsible for the preparing, typing, saving, printing, restoring and distribution of general reports, letters, minutes, memorandums and documents including tables accurately utilising various computer packages/programs.

To contribute to departmental audits through the compilation of data collection in order to comply with audit requirements.

To be responsible for overseeing departmental stationery/stock levels including monitoring, ordering, receiving, checking and distributing/storing.

To follow the locally agreed protocols for the procurement of goods as delegated by the training management team.

To create and maintain electronic databases or spreadsheets containing complex and sensitive information.

To collect, input and record data with an ability to produce graphs and reports to show statistical information utilising a diverse range of computer/software packages.

To be responsible for the completion of appropriate departmental statistical records.

To collate, compile and process information and documents to meet specific deadlines.

To be responsible for reporting faults to Estates via the helpdesk reporting system.

To be able to respond to detailed instructions, clarify if appropriate, and work using own initiative.

To participate in the planning, development, implementation and monitoring of departmental standards and procedures.

To be able to work using own initiative whilst having the ability to inform a senior administrative staff member of any problems or potentially difficult or sensitive issues.

To participate in the supervision and development of junior staff within the team.

Job description
Job responsibilities

Key Responsibilities

General Duties

To know the professional and personal scope of own practice.

To have the ability to work within Trust policies, procedures and departmental standards. To have an understanding of Trust structures.

To be competent in understanding and maintaining confidentiality in line with Data Protection Legislation and Caldicott Principles, Professional, National, Trust standards and policies whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances.

To abide by the Health and Safety Policies and Procedures and take responsibility for your own health and safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting system.

To be able to plan, organise and evaluate own workload and that of junior staff taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary.

Respond to telephone and personal enquiries, referring as appropriate to other team members.

Diary event bookings, exercising judgement to overcome scheduling issues.

Assist with the provision of hospitality if required at training events, travelling to external venues if required.

Prepare training rooms / venue prior to and following events.

Circulate training literature that advertises events and functions through the post and electronically.

Liaise with the relevant internal stakeholders and invite delegates to violence and aggression training events.

Process course nominations, and course / event confirmation letters.

Quality check data identifying and rectifying errors.

Monitor event bookings against available capacity and liaise with training management, other departments and relevant event leader.

Take action in the event of a programme being cancelled.

Communicate & review arrangements with programme leaders to ensure all required event material available to agreed timescales.

Copy & distribute completed Evaluation Forms to programme leader/speakers.

Use the Trusts training databases and system for internal and external training events to:

-Book staff on courses

-Produce letters and address labels.

-Produce programmes information.

-Produce certificates.

-Produce signing in sheets.

-Set up classes on the database/training system.

-Provide training histories when requested.

Run/manipulate established reports to show performance/exception data for individuals, departments and clinical service groups/directorates.

To have an understanding of Violence and Aggression training service provided by Mid Yorkshire Teaching NHS Trust and understanding of the systems and processes involved in service provision.

Utilise the training database/system and be able to train others as and when required.

Be the lead administration role for specific training provisions, eg Violence and Aggression, First Aid

Participate in training team meetings.

Ensure security of building and contents by following agreed procedures.

To be responsible for overseeing the liaising with outside suppliers and other agencies whilst chasing appliances/stock for training and meetings.

To be competent in the completion of relevant standardised forms and other official documents.

To be competent in the use of office machinery e.g. computer, and photocopier.

To contribute to the implementation of quality initiatives.

To remain flexible to meet the needs of the service to cover Car Parking Offices in other areas at times of annual leave, sickness, recruiting or training etc.

Communication

To provide an efficient customer service including welcoming visitors to the department, dealing with a diverse range of telephone and face to face enquiries from patients, other health professionals, external agencies and members of the general public, in a pleasant and helpful manner.

To take, relay and deal with, as appropriate, detailed and confidential information and enquiries from a variety of sources. To exercise judgement to analyse and resolve problems.

To effect…