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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Part time - 30 hours per week
Job ref
311-H630-24
Employer
Pennine Care NHS Foundation Trust
Employer type
NHS
Site
Hybrid Working (home, Horton House Oldham, Outram Road Dukinfield, THQ)
Town
Oldham / Dukinfield / Ashton
Salary
£22,816 - £24,336 per annum, pro rata
Salary period
Yearly
Closing
20/05/2024 23:59

Employer heading

Pennine Care NHS Foundation Trust logo

Workforce Support Administrator

NHS AfC: Band 3

About the Trust

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.

Our ambition is to maximise people’s potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.  

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post.  We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

  1. Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
  2. Flexible working opportunities to support your work/life balance
  3. Access to Continued Professional Development
  4. Involvement in improvement and research activities
  5. Health and Wellbeing activities and access to an excellent staff wellbeing service
  6. Access to staff discounts across retail, leisure and travel

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

https://www.penninecare.nhs.uk/values

Job overview

Following the notice of retirement  within our hardworking, friendly and well respected team, an exciting opportunity has arisen for a motivated and enthusiastic experienced Administrators to join our passionate and vibrant Workforce Support Team.

A Workforce Support Administrator provides a responsive and quality administration service for the Workforce & OD directorate and an exceptional customer service to the wider Trust. 

Using a high degree of initiative to resolve queries, acting independently where appropriate but mainly working alongside colleague, together as a team, we ensure we successfully meet our overall aims and objectives. 

If this exciting role interest you, please read on for more information & details on how to apply 

Main duties of the job

  • Adopting a hybrid working pattern; Flexibility to cover onsite on a rota basis to provide the necessary support to trainers & delegates
  • This role requires a highly organised individual with the ability to prioritise their workload with conflicting demands and the confidence to demonstrate excellent communication effectively at all levels.
  • Deal with a variety of enquiries in a friendly, courteous, and efficient manner.
  • Exceptional Word processing & data entry skills and general office and administration experience using a variety of Microsoft packages 
  • It is essential for the post holder to be able to manage her/his time effectively to meet targets and to be flexible in order to meet the needs of the service; working independently and as part of a team. 
  • The post holder must be adept at problem-solving techniques and possess exceptional decision-making abilities.
  • The post holder will also be responsible for maintaining accurate data of the service activity and support the work of the service via administration systems and processes.
  • Work closely with facilitators & subject matter experts to agree training schedules and advertise training courses using the Learning Management System (LMS)
  • Undertake specific projects outlined by the team leader 
  • To act as first point of contact for DBS, professional registration, long service & retirement award queries, escalating as necessary to HR Business Partners and line managers 

Working for our organisation

The team resides within the Workforce & OD Governance department, playing a key role in ensuring staff mandatory training and personal development opportunities are readily available; monitoring and uploading DBS renewals, tracking professional registration details and escalating as necessary, support with the Long Service Awards and Retirement Awards, assist with the Trust Corporate Welcome programme and provide adhoc professional, efficient and effective administration service to the wider directorate, all paired with a display of friendly customer service to all Trust staff and stakeholders. 

Full training and mentor support with be available for the successful appointment to these posts

If you are a flexible team player and committed to delivering a high quality service and providing the very best standard of administration and want to work with like-minded people then this could be the opportunity for you. 

We have a permanent post;  30hrs per week, 

Detailed job description and main responsibilities

Main Duties & Responsibilities

Customer Support

  • Provide onsite customer support to aid the Core & Essential training programme, covering front of house when necessary.
  • Provide a welcoming, efficient and professional reception experience to internal and external customers.
  • Work flexibly with the Workforce Support Team to ensure the efficient day to day delivery of the service, including providing cover for colleagues at other sites
  • Deal with face to face, telephone and email enquiries relating to learning activity in a friendly, courteous, and efficient manner.
  • General office and administration duties (using a variety of Microsoft packages and office equipment)
  • Liaising with staff at all levels in an appropriate manner.
  • Communicate effectively with a wide range of people both internal and external to the Trust.
  • Demonstrate excellent customer service skills, acting as a role model to others
  • Maintain and update the Trust’s Workforce & OD intranet pages as and when required.

Training Administration

  • Provision of full administration support to the Workforce & OD teams for administration, documentation, typing, and record keeping appropriate to the department’s standards.   
  • Accountable for managing own course portfolio, ensuring sufficient numbers are available to meet demand through regular contact with the Subject Matter Expert.
  • To act as the first point of contact for queries on all training activity. Supporting the team by answering queries for all courses when required by having a sound knowledge and understanding of the full trust course portfolio.
  • Ensure filing systems related to own work area as well as contributing to those of the department are maintained and kept up to date and that systems and processes are adhered to.
  • Data inputting on relevant learning management computer systems for example, process course booking requests/cancellations and registers in a timely and consistent manner.
  • Timely and accurate processing of the learning management system and dealing directly with managers/ staff where queries arise.
  • Generate reports and statistics from the learning management system on learning and on Workforce & OD activity as advised.
  • Carryout regular housekeeping activities of course portfolios, ensuring a slick up-to-date library of accurate data is readily available.
  • Setting up and maintaining programmes of learning on the learning management system
  • To assist in any future developments of the learning management system for example development of self service.
  • Liaison with Workforce & OD staff and associate facilitators regarding the design and distribution of brochures, fliers, arranging venues, equipment and hospitality and handouts for courses.
  • Support the facilitation of virtual training, set up and feedback facilities as appropriate.
  • To assist the Workforce & OD teams in making sure training provision complies with issues relating to Health & Safety, Housekeeping, Security, maintenance of systems and governance reporting.
  • Assist in the administration of and customer support for other events organised through the Workforce & OD Service.
  • Monitor the generic eLearning inbox daily; thoroughly investigating all queries before actively responding with detailed instructions: escalate / signpost in-depth queries as necessary.

Workforce Support Administration

  • To ensure that all enquiries to the department from both internal and external parties are handled effectively and efficiently e.g. staff and managers.
  • Track use of external funding, identifying concerns about gaps in information needs to the Workforce Support Team Leader.
  • Provide advice and guidance to staff on issues relating to Workforce & OD portfolio of work.
  • Work flexibly with the Workforce & OD teams to ensure the efficient day to day delivery of the service, including providing cover for colleagues.
  • Contribute to the continuous improvement in the efficiency and effectiveness of the Workforce Support Services Team.
  • Undertake specific projects as identified by the Workforce Support Team Leader or Workforce & OD senior team as required.
  • To ensure compliance with all necessary employment screening checks post recruitment (i.e. Disclosure & Barring Service including Right to Work, Professional Registration).
  • To act as first point of contact for DBS queries, escalating as necessary.

Person specification

Education/Qualification

Essential criteria
  • English and Maths GCSE or equivalent qualification
  • ECDL or equivalent
  • Level 3 qualification in Business Administration or Customer Service or equivalent experience

Experience

Essential criteria
  • Experience of working in a busy Learning & Development or customer services team environment.
  • Working Knowledge of OLM or alternative learning management systems.
  • Decision making and resolving work related issues.
  • Production of reports and statistics

Knowledge

Essential criteria
  • Working knowledge of Microsoft Office (Word, Excel, access and PowerPoint) & ability to use email.
  • Good understanding of general office working procedures

Skills and Abilities

Essential criteria
  • Good Computer Skills
  • Ability to manage and prioritise workload and work with minimal supervision.
  • Good written and verbal communication skills
  • Able to work effectively as part of a small team.
  • Able to use judgement and initiative to provide information and support.
  • Excellent telephone manner.
  • Able to analyse problems and initiate appropriate solutions effectively.
  • Excellent attention or detail and accuracy.

Work Related Circumstances

Essential criteria
  • Ability to work flexibly and travel between sites as required.
  • Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs

Employer certification / accreditation badges

Veteran AwareNo smoking policyDisability confident employer

Documents to download

Apply online now

Further details / informal visits contact

Name
Kelly Wolfe
Job title
Workforce Support Team Leader
Email address
[email protected]
Telephone number
01617162828
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