Band 4 Professional Development Administrative Coordinator inBirmingham inBirmingham PUBLISHED 23 DEC 2023

Detailed job description and main responsibilities

You will be working in partnership with your colleagues within the Professional Development team and with key individuals within the divisions and external training organizations.

For further details, please see the attached Job Description and Person Specification document.

Person Specification

Qualifications and Training

Essential Criteria:

• Educated to GCSE level, Grade C or above or equivalent in Maths and EnglishComputer literacy at ECDL or equivalent

• Computer literacy at ECDL or equivalent

• NVQ Level 3 qualification in Business Administration or equivalent

• NVQ Customer Service Level 3 or equivalent

Experience

Essential Criteria:

• Relevant experience of organising and facilitating event.
• Relevant experience of creating and maintaining databases and spreadsheets
• Relevant experience of a training environment
• Relevant experience of a customer service orientated environment
• Relevant experience of using a centralised recording system e.g. Oracle Learning Management (OLM), Virtual Campus
• Relevant experience of working in a supervisory capacity and willing to work towards a first level line management qualification

Skills & Knowledge

Essential Criteria:

• Understanding of Equality and Diversity
• Knowledge of administration systems
• Working knowledge of MS Office packages including Word, Excel, PowerPoint, Outlook etc.
• Ability to work on own initiative and problem solve
• Ability to develop and sustain partnerships working acrossorganisational boundaries
• High level of skill in planning, prioritising and organising work of self and others
• Excellent planning/ diary management skills
• Good communication and interpersonal skills

Personal Qualities

Essential Criteria:

• Ability to work accurately to strict deadlines
• Shows a high degree of awareness towards the needs of customers
• Works well under pressure and with conflicting priorities
• Approachable
• Ability to work as part of a team
• Flexible attitude to work

Job overview

Professional Development Administrative Coordinator

An exciting opportunity has arisen for a creative and innovative individual, with a passion for Clinical Education, to join the Professional Development team in a full-time substantive post. This post will be the administration coordinator focusing on the clinical training workstream within the department.

The role will involve planning and coordinating clinical training events and courses for professional development functions, including coordinating activities with other professional agencies.

You would be responsible in undertaking all administrative functions for the clinical training workstreams and training needs across the trust as well as supervising the Band 3 administrators and an apprenticeship administrator.

Main duties of the job

You will:

• To work with the Professional Development Managers and Administration Manager to ensure that clinical training programmes are provided as required including monitoring and supporting the review and amendment of course content as required.
• Liaise with Administration Manager, Education and Training Administrators, in order to clarify specific needs around the delivery of training programmes on a regular basis, such as venue size, group sizes, equipment needed, number of training sessions required to meet demand and contractual requirements.
• Produce information in accessible forms taking account of the diverse needs of customers and learners, including emails, letters, workbooks, presentations, handouts and spreadsheets.
• Record, analyse and monitor evaluations, attendance and other data, producing reports as required.
• To work with the Administration Manager in arranging, confirming and monitoring conference events, formal/ informal meetings and appointments, to include suitable venue bookings when required
• To manage the process for booking clinical training subjects to ensure that training spaces are effectively utilised, promoting spaces to staff target audiences in a timely manner via Virtual Campus, weekly staff e-brief and distribution lists.
• To co-ordinate, monitor and problem solve scheduling of training activity where Trainers are off sick, liaising with the appropriate manager to reduce cancellations of training.