Team Administrator (Apprentice Support)

To contribute to the broad Nursing Research, Education and Development administrative agenda and to support the Department of Nursing Research, Education and Development objectives of providing positive, high-quality learning experiences for students and our staff, through a range of education programmes, projects and new initiatives.

To provide general secretarial and administrative support to the Department of Nursing Research, Education and Development, which will enable the delivery of highly efficient and effective administrative support services across the Nursing Research, Education and Development workstreams and education programmes. This will include supporting the Department of Nursing Research, Education and Development with the administrative duties required to support students and trainees from Higher Education Institutes (HEIs) with placements at Sussex Partnership.

To support specific members of the team and undertake general secretarial duties across the team.

Main duties of the job

• Working with other admin staff to support nursing apprenticeships and learners in the Trust.
• Managing records about nursing apprentices in the Trust.
• Supporting the Practice Educator (nursing apprenticeships).
• Supporting placements with the documentation needed to support nursing apprenticeships and learners.

Job responsibilities

• Provide administrative support in relation to all aspects of Nursing Research, Education and Development activity, including initiatives such as The Academy and the CPD Programme.
• Support the coordination of Nursing Research, Education and Development training programmes which includes monitoring and recording attendance, organisation for facilitators, training rooms, refreshments, producing attendance registers and advertisement of courses, workshops and programmes.
• Draft and respond to routine and more complex correspondence without reference to senior colleagues.
• Organise and facilitate relevant meetings, preparing the agenda and taking minutes of meetings. Ensuring agendas and relevant materials are produced accurately and distributed in advance of regular and ad hoc meetings.
• Provide excellent customer service when receiving and dealing with telephone enquiries, responding appropriately to professional and statutory agencies.
• Prepare presentation materials.
• Open, process and respond to incoming and outgoing mail for the team, including managing the Nursing Research, Education and Development inboxes.
• Support the management of diaries of the team and prioritise competing needs.
• Liaise with other directorates and staff at all levels, both internally and externally including Higher Education Institutes.
• Maintain records of sickness/absence/leave/training for the team.
• Maintain comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.
• Maintain office systems.
• Use all forms of communication telephone, email, virtual platforms, etc - to communicate messages effectively to internal and external audiences.
• Establish effective working relationships with all members of the team and other relevant staff and organisations, ensuring effective communication and continuity of information throughout the team.
• Administer timetables and action plans for various training meetings and ensure attendees are provided with this information.
• Produce training material.
• Order supplies as required.
• Keep up to date with developments in the training requirements of nurses, nursing associates and paramedics in training.
• Provide support and guidance to the apprentice administrator as required.

Person Specification

Qualifications

• RSA Level II or equivalent experience and evidence of further practical experience or equivalent.

Knowledge/Experience

• Proven experience of a range of administrative and secretarial procedures.
• Experience of minute taking, producing reports and complex documents.
• Experience of data inputting and databases.
• Experience in dealing with a variety of departments and organisations.
• Experience of working as part of a team.
• Experience of generating own correspondence.
• Experience of developing, managing and maintaining office systems.
• Experience of producing documents to a high standard of presentation with good accuracy.

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.