Job Description

A full time temporary role has become available within the Liverpool area, in a government department.
hours: 37 per week, Monday to Friday, office hours.
Pay: 10.29 per hour for the first 12 weeks, increasing to 11.20 after 12 weeks.

About the job:

Programme Support Teams are responsible for the coordination and administration of post graduate education and training across a specified area/speciality. The Programme Support Administrator will provide effective and efficient administrative support to a defined area of Programme Support, working within the North West region of Health Education England (HEE). The Administrator is responsible for:

• Working as part of a team to support the implementation of specific workstreams and team functions
• To be able to initiate and manage systems in order to ensure safe administration
• To be fully competent with Microsoft Word, Excel, Powerpoint, PDF files, internet, email
• To arrange meetings, book rooms, arrange appropriate hospitality, produce and distribute agendas and papers, and take minutes where appropriate
• To develop and implement administrative processes and procedures as required The post-holder will work closely with clinical faculty (e.g. Heads of Schools, Training Programme Directors), Business Managers, local education providers, Colleges, The MRCPsych Course Directors and other external stakeholders to ensure the delivery of consistent services within Programme Management, as aligned to HEE Standard Operating Procedures.

Duties:

• Provide and receive complex or sensitive communications, ensuring information is shared in a suitable format for the relevant audience.egrevalidation andARCP outcomes
  • Complex and sensitive information is shared with a degree of tact, diplomacy and/or sensitivity.
  • Establish and proactively maintain effective relationships with stakeholders within internal and external networks
  • Input and contribution to relevant internal/external project groups
  • Timely and accurate information analysis and reporting, with information in a suitable format for the relevant audience eg TIS data validation reports
  • To attend regional and national meetings as required
  • To liaise effectively (as required) with HEE's educational and regulatory organisations e.g. Royal Colleges, GMC, HEE and NHS Trusts. To ensure appropriate contact information is maintained and validated for key staff within these organisations
  • To assist with the organisation and delivery of defined events and timelines such as ARCP Panels and School Boards. Duties include but are not exhaustive: scheduling panel diaries, sourcing lay reps, sending timely invites to trainees, room bookings, note taking and advising on Gold Guide standards.
  • To provide secretariat support within defined work areas
  • General office duties, including drafting correspondence and documents, distribution of post, photocopying, dealing with telephone enquiries,
  • Attend and minute senior stakeholder meetings
  • To set up and maintain electronic files within defined work areas
  • Completion of Royal College ePortfolios, internal databases and electronic filing
  • To efficiently mediate enquiries from internal and external clients in a timely and effective manner. In the absence of a senior staff member to initiate a response within the framework of HEE policies or re-direct to appropriate HEE personnel.
  • Work in a confidential manner, ensuring that any material of a confidential nature is dealt with sensitively.
  • Participating on office/team rotas
  • Responsible for using appropriate systems and processes in the ordering stationery and filing.
  • Follows organisational policies and procedures and other quality approaches as required. Maintains professional profile
  • Works within the limits of own competence and area of responsibility and accountability. Gets help and advice where needed
  • Works to support the activity of the team. Can be counted on to help when people ask for help or support /development
  • Travel and work between HEE offices and external venues

Skills and attributes:

• Self-motivated
• Willing to learn new skills
• Calm and effective under pressure
• Willing to travel across the region as required
• Challenges bias, prejudice and intolerance if appropriate or brings to the attention of a manger
• Maintains the highest standard of integrity in all interactions
• Supports and challenges others in maintaining a healthy, safe and pleasant work environment
• Works in a way that complies with legislation and organisational policy on health, safety and risk management
• Recognises that improved patient care is at the heart of all decision making
• Excellent interpersonal and communication skills to be able to provide and receive routine information orally, in writing or electronically to inform work colleagues or other external contacts and to assist in undertaking the role. This information may be complex or of a sensitive nature.
• Ability to work limited supervision, able to work on own initiative, organising and prioritising own workloads to changing and often tight deadlines
• Manages people's expectations and adapts communication to take account of intended audience
• Be an effective team working with evidence of successful working within multi-disciplinary teams
• Excellent IT skills, including standard keyboard skills
• Excellent organisational skills to be able plan and organise straightforward tasks, activities or programmes, some of which may be ongoing.
• Able to make decisions within the framework of a policy
• Good negotiation skills.
• Able to motivate others
• Able to make judgements involving facts or situations, some of which require analysis or a comparison of a range of options, ability to use problem solving skills to determine best course of action
• Conscientious and methodical. Accurate and pays attention to detail.
• Flexible in approach to work

Please apply online.


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