Learning and Development Apprentice Administrator
Learning and Development Apprentice Administrator
Your normal place of work will be St. Ann’s Hospital, St. Ann’s Road, Tottenham, London N15 3TH. However, you will be required to work at other Trust locations, including travelling to appropriate meetings, outside of the borough, as required.
Accountable to: Senior Learning and Development Manager
Responsible to: Learning and Development Team Leader
Internal: Deputy Director of Workforce, Head of Learning and Development, Senior Learning and Development Manager, Learning and Development Facilitator, Learning and Development Team Leader, other members of the Workforce Directorate, Subject Matter Experts and senior managers across the Trust
To be responsible for providing a high quality customer-focused learning and development administration service, ensuring the smooth running and coordination of a range of learning and development programmes for Barnet, Enfield and Haringey Mental Health NHS Trust.
General Administrative Duties
• Handling telephone and electronic enquiries and course bookings
• Managing the learning and development electronic mailboxes ensuring all enquiries are processed within 48 hours of receipt
• Opening all correspondence/post and ensure they are date stamped, recorded, processed and handed to the appropriate individual(s) for action
• Booking staff onto courses, both mandatory and professional/personal development programmes
• Recording appraisals on ESR
• Organising and planning own work as directed by the L&D Team Leader
• Publishing learning solutions on the intranet as directed by the L&D Team Leader
• Sending out joining instructions as advised by the L&D Team Leader
• Preparing course registers using Oracle Learning Management ( OLM)
• Updating attendance registers on OLMwithin 24 hours of receipt
• Preparing DNA reports and others as directed by the L&D Team Leader
• Preparing basic reports on OLM showing course take up, notifying the L&D Team Leader if any course is “low” then advertise using Trust communication channels as directed by the L&D Team Leader.
• Inputting evaluation outcomes from the course feedback forms using Microsoft Excel as directed by the L&D Team Leader
• Preparing course materials as required including photocopying
• Supporting the L&D Team Leader prepare basic compliance reports using workforce information reporting engine database (WIRED) and/or OLM
• Monitoring course take-up and advising the L&D Team Leader of demand and capacity issues
• Ordering stationery as directed by the L&D Team Leader
• Supporting the promotion and communication of courses and learning opportunities
• Assisting the L&D Team Leader in regularly monitoring and updating information about training courses on the Trust intranet
• Providing administrative support to specific projects with a defined timescale including processing applications, creating and maintaining databases and assisting in the input of feedback
• Working with the L&D Team Leader to assist with the smooth running of the Trust Induction programme.
• Working with the wider workforce directorate (e.g. recruitment and workforce information teams) to ensure the quality and accuracy of data entered onto OLM
• Providing staff with advice on learning, development, training and education queries, and escalating any complex queries to the L&D Team Leader
JOB DESCRIPTION – CORE ADDITIONAL INFORMATION FOR ALL EMPLOYEES
As an employee of this organisation you may be asked to carry out duties at any of its establishments, at any time throughout the duration of your contract.
HEALTH and SAFETY
It is the duty of all employees to ensure that a safe working environment and safe working practices are maintained at all times. It is also the responsibility of management to do so.
All staff will be expected at all times to practice in accordance with the infection control standard specified in the policies of the organisation.
All staff have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts or omissions.
This organisation is committed to helping people live a healthier life. All staff are encouraged to make healthier choices and to be aware of the range of health promotion information and local polices that support the promotion of health and the prevention of ill health e.g. food and nutrition, stress management etc.
All clinical staff are reminded of their individual professional responsibilities for the promotion of health, by providing up to date and relevant best practice advice, in supporting their patients/clients to live a healthy life.
This organisation is committed to offering flexible, modern employment practices which recognise that all staff need to strike a sensible balance between home and work life. All requests to work flexibly will be considered
As part of its responsibility for the promotion of health and prevention of ill-health this organisation is a non-smoking organisation. Staff are not permitted to smoke within or on any of the organisation’s premises and are strongly urged not to smoke outside such premises in areas where they may be seen by patients and visitors.
In line with the organisation’s Equal Opportunities Statement, this organisation is committed to ensuring and promoting the rights of all people to equality of opportunity and all staff are required to abide by and promote this.
POLICIES AND PROCEDURES
All employees, at all times are subject to the policies and procedures of this organisation
SAFEGUARDING CHILDREN & VULNERABLE ADULTS
Safeguarding is everyone’s responsibility and all employees are required to act in such a way that at all times safeguards the health and well-being of children and vulnerable adults.
Familiarisation with, and adherence to, the appropriate organisational Safeguarding Policies and any associated guidance is an essential requirement of all employees as is participation in related mandatory/statutory training. All employees must ensure that they understand and act in accordance with this clause. If you do not understand exactly how this clause relates to you personally then you must ensure that you seek clarification from your immediate manager as a matter of urgency. Equally, all managers have a responsibility to ensure that their team members understand their individual responsibilities with regard to Safeguarding Children and Vulnerable Adults
In line with national legislation, and organisational policy, all data will be processed in a fair and lawful way, for the specific registered purpose and not disclosed in any way incompatible with such purpose or to any unauthorised persons or organisations.
This organisation attaches the greatest importance to patient confidentiality and to the confidentiality of personal health data, and other data held and processed by the organisation. All data should be treated as confidential and should only be disclosed on a need to know basis. Some data may be especially sensitive and is the subject of a specific organisational policy, including information relating to the diagnosis, treatment and/or care of patients, individual staff records and details of contract prices and terms. Under no circumstances should any data be divulged or passed on to any third party who is not specifically authorised to receive such data. Due to the importance that the organisation attaches to confidentiality disciplinary action will be taken for any breach of confidentiality. All members of staff are expected to comply with national legislation and local policy in respect of confidentiality and data protection.
All employees should be mindful of the six information management Caldicott principles when dealing with data belonging to the organisation and person identifiable information.
1. Justify the purposes of using confidential information.
2. Only use it when absolutely necessary.
3. Use the minimum that is required.
4. Access should be on a strict need to know basis.
5. Everyone must understand his or her responsibilities.
6. Understand and comply with the law.
If there is any doubt whether or not someone has legitimate access to information, always check before you disclose.
STANDARDS OF BUSINESS CONDUCT FOR NHS STAFF & CODES OF CONDUCT
You are required to act at all times in accordance with the relevant professional Codes of Conduct and Accountability (including, where applicable, those for Board Members). In addition, all management staff must comply with the Code of Conduct for NHS Managers. All staff are required to act in accordance with the rules and regulations as described in the organisation’s Standing Orders and Standing Financial Instructions.
The organisation reserves the right to report any activity, incident or suspicion of behaviour likely to be deemed a breach of a professional code of conduct to the appropriate professional body. This decision as to whether such a report will be made will only be taken by the appropriate service Director after he/she has fully considered the available facts. At all times, the safety of the public, staff and the reputation of the employing organisation and the wider NHS will be key points for consideration before any report is made.
All staff are required to attend any training designated by the organisation and/or service as mandatory (compulsory) for the position held or to provide evidence of previous, recent equivalent training at a level appropriate to the post held.
For all posts where the appointment is subject to satisfactory clearance via the Criminal Records Bureau or Independent Safeguarding Authority, or any other successor agency, it should be clearly understood that the post holder must maintain satisfactory clearance status throughout his/her employment in the post.
With respect to any post for which the appointment is subject to holding a specific professional registration, as set out in the person specification for the post, it should be clearly understood that the post holder must maintain satisfactory registration status throughout his/her employment in the post.
ADDITIONAL CLAUSE FOR ALL MANAGERS
All managers throughout the organisation have a responsibility to ensure that policies and procedures are followed and that staff receive appropriate training, that a local risk register is developed and regularly monitored and reviewed. Significant level risk must be reported through the Quality Improvement and Risk Committee (QIRC) network. Risk registers need to be submitted to the Support Services Manager or other nominated officer, on an annual basis.
ADDITIONAL INFORMATION FOR ALL STAFF
Where relevant, further information regarding these core clauses can be found in each employee’s written statement of terms and condition of employment (contract documentation).
It is recommended that where possible the NHS values below are reflected in job descriptions.
RESPECT AND DIGNITY
We value each person as an individual, respect their aspirations and commitments in life, and seek to understand their priorities, needs, abilities and limits. We take what others have to say seriously. We are honest about our point of view and what we can and cannot do.
COMMITMENT TO QUALITY OF CARE
We earn the trust that is placed in us by insisting on quality and striving to get the basics right every time – safety, confidentiality, professional and managerial integrity, accountability, dependable service and good communication. We welcome feedback, learn from our mistakes and build on our success.
We find the time to listen and talk when it is needed, make the effort to understand and get on and do the small things that mean so much – not because we are asked to but because we care.
We strive to improve health and well-being and people’s experiences of the NHS. We value excellence and professionalism wherever we find it – in the everyday things that make people’s lives better as much as in clinical practice, service improvements and innovation.
WORKING TOGETHER FOR PATIENTS
We put patients first in everything we do, by reaching out to staff, patients, carers, families, communities and professionals outside the NHS. We put the needs of patients and communities before organisational boundaries.
We use our resources for the benefit of the whole community, and make sure that nobody is excluded or left behind. We accept that some people need more help, that difficult decisions have to be taken – and that when we waste resources we waste other’s opportunities. We recognise that we all have a part to play in making ourselves and our communities healthier.
DIGNITY AT WORK STATEMENT
Barnet, Enfield & Haringey Mental Health NHS Trust is committed to treating all of our staff and patients with dignity and respect. You are responsible for behaving in a way that is consistent with these aims. This includes not discriminating unfairly in any area of your work and not harassing or otherwise intimidating other members of staff.
1. Accountability and Achieving results
You act as an ambassador for the Trust by taking personal accountability and responsibility for your workload.
You always achieve the best possible outcome by striving for excellence, high quality standards and achieving results in everything you do.
2. Building Relationships & Team Working
You develop and maintain effective relationships with key partners, providers and stakeholders.
You build effective relationships with a range of key stakeholders which are based on openness, honesty, trust and confidence.
Your contribution towards a ‘one team culture’ by providing on-going support within your borough, service and team.
3. Change Focus
You recognise, understand and anticipate the need for change, use it successfully and adapt to changing demands and conditions to improve organisational performance.
4. Collaborative & Partnership working
You build strong partnerships in a team, with other boroughs, services, other organisations for the benefit of our patients, carers and service users with the aim of collaboratively achieving organisational strategic priorities. In practice this means consulting with and establishing professional working partnerships that lead to excellence in delivering services. This also involves encouraging and supporting others so that we contribute to their success.
5. Communication & Customer Focus
You speak clearly, fluently and in a convincing manner to both individuals and groups.
You provide a high quality customer focus service to our patients, carers, staff and other stakeholders putting the customer first in every interaction.
6. Creativity and Innovating
You produce new ideas, creative approaches or insights to work-related issues. You create innovative service or designs by identifying fresh approaches and show willingness to question traditional assumptions. You produce a range of solutions to problems and see opportunities for organisational improvement and devises effective change interventions.
7. Decision making
Makes prompt, clear decisions, which may involve tough choices or considered risks. Takes responsibility for actions, projects and people. Takes initiative, acts with confidence and works under own direction. Initiates and generates activity.
8. Enablement is based around the principles of recovery + social inclusion.
Enablement provides support and interventions which enhance and promote recovery, social inclusion, and community integration to maximise resilience and independence. Key to the delivery of this model are the principles of coproduction and Values Based Practice.
9. Inspirational Leadership
You provide inspirational leadership by innovating, motivating and empowering others to create a high performing organisation.
10. Planning and implementation
You generate viable action plans, putting them into operation and then monitoring progress to ensure objectives are achieved.
This involves anticipating what is required to deliver excellence and the resources (human, capital or financial) that will be required to successfully implement the plan. This involves planning actions in a coordinated way, setting clear milestones and other performance measures / success factors and regularly monitoring progress as the plan is implemented.
11. Problem Solving
You identify and understand the causes of problems and use a range of methods or approaches to arrive at effective solutions. In practice this involves assimilating important information, possibly from a number of sources, without being distracted by irrelevant facts. This means taking into consideration the relevant tangible and intangible factors to arrive at the best possible solution that will enable organisational objectives to be achieved.
12. Thinking broadly
The ability to think broadly, to see the whole picture and identify patterns and connections between situations that are not obviously related.
Job Title: Learning and Development Administrator
Department: Workforce Directorate
EDUCATION AND QUALIFICATIONS
ICT Level 2 or equivalent
ICT level 2 or equivalent (ECDL Parts 1&2, CLAIT)
Maths and English, GCSE A*- C or level 2 equivalent in ESOL (English for Speakers of Other Languages) and numeracy
Experience of using Microsoft Office applications e.g. Word, Excel, Outlook and PowerPoint
Experience of working within a team
Working in a health and social care environment A,I
Excellent verbal, written and oral communication skills to convey basic concepts to stakeholders in a way that is easily understood
Understanding of the importance of confidentiality including information governance principles
Highly organised and willingness to learn and develop
Awareness of the importance of delivery of a high quality customer-focussed learning and development service and how this might impact on the Trust
Personal and professional credibility to gain the confidence of stakeholders at all levels
Ability to manage and prioritise own workload
Ability to work on own initiative and referring when appropriate
Able to demonstrate behaviours consistent with Trust core values
Personal and professional credibility to gain the confidence of stakeholders
Able to show cultural sensitivity and awareness
Highly motivated, energetic and has a positive,“can-do” approach
Engaging style and ability to work collaboratively at various levels
Able to travel between Trust sites as and when required
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