Job vacancy: Organisational Development Administrator, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area: Organisational Development
Grade: Band 3
Contract: Permanent
Hours: Part time - 27.5 hours per week (Monday - Friday)
Job ref: 203-C517

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: South Warwickshire University NHS Foundation Trust
Town: Warwick
Salary: £24,937 - £26,598 Pro rata
Salary period: Yearly
Closing: 25/07/2025 23:59

Organisational Development Administrator

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Detailed job description and main responsibilities

To provide a comprehensive administration support service to the Foundation Group Organisational Development team (GEH, SWFT and Wye Valley) including:

Responsible for the production of information to ensure the smooth day to day operation of administration processes including maintaining accurate and up-to-date electronic and web-based information about OD activity available to staff across the Foundation Group.

Be a point of contact for the Foundation Group Organisational Development team providing information, managing queries and signposting as appropriate for all three Trusts using each trusts specific systems and processes.

The post holder will be required to use virtual platforms to set up and administer OD programmes and interventions.

The post holder will be required to use a range of applications to produce and maintain information, including Microsoft Office applications, and ESR.

Ensure accuracy and quality of information is maintained within electronic systems.

Explore and report system and/or data anomalies and/or inaccuracies and take corrective action.

Undertake analysis of reported information.

Produce marketing materials for the Foundation Group OD Team.

Collate evaluations produce reports as required.

Independently respond to correspondence/enquiries.

Support OD Facilitators with project/ programme/ cohort panning, organisation and administration.

Plan and organise work as required, creating methods for monitoring progress via databases/ trackers using Microsoft Office packages.

Ordering and maintaining office supplies.

Order refreshments for events.

Offers ad-hoc training on Microsoft packages where necessary e.g Word, Excel.

Ability to use own initiative and work unsupervised.

Regular concentration required at times when extracting reports.

Relationships

Foundation Group OD Team, Head of Organisational Development, Workforce Information, HR, Communications and Learning and Development.

Person specification

Qualifications

Essential criteria

Educated to NVQ Level 3
Good standard of literacy and numeracy
Recognised Training or qualification in OD principles

Experience

Essential criteria

Experience of working as part of a busy OD team
Knowledge of the principles of OD including Theory and practice
Experience of maintaining manual and computerised databases or spreadsheets

Skills

Essential criteria

Good level of written and spoken English, with demonstrable comprehension skills
Good basic arithmetic skills
Good interpersonal & communication skills, demonstrating tact and persuasive skills face to face, on the telephone and on-line
General administrative knowledge & skills including diary management, course/programme administration
Good organisational skills, working to an agreed standard / deadlines
Ability to prioritise workload
High level of competence in the use of Microsoft Word, Excel and Microsoft Teams
Ability to produce PowerPoint presentations
Ability to develop and produce marketing materials
Competent in the use of Outlook
Ability to manage complex situations ensuring a professional gatekeeping service to the OD team and Foundation Group wide queries in a varied and busy environment
Ability to concentrate on complex administration duties which are both predictable and unpredictable dealing with interruptions from any of the three Trusts and external stakeholders prioritising using own judgment where necessary
Able to work independently exercising own judgment to manage queries without direct line management
Able to undertake OD surveys and audits to support OD evaluations and commissioning requirements
Have responsibility for Data entry and storage of data
Take and transcribe formal minutes and for maintaining several information systems including OD databases, ESR and OLM
Able to make Judgements involving facts or situations, some of which may require analysis when dealing with queries and able to analyse information to resolve problems for internal and external stakeholders

Desirable criteria

Ability to use ESR, inputting and extracting data & producing BI reports

Personal Qualities

Essential criteria

Positive, good humour and flexible approach to team working
A well organised and systematic approach to work
Able to work accurately and pay attention to detail
Commitment to self-development
The post holder will be required to have access to transport and willing to travel across the three Trusts as required

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.