Detailed job description and main responsibilities

Communication

·       To receive and respond to communication enquiries from AEI’s and Health Board Staff in a professional, helpful and sensitive manner, answer queries within own area of responsibility or refer to the appropriate department via Practice Education Facilitator generic mailbox

·       To inform Practitioners and Practice Education Facilitators regarding training queries, to assist with problem solving queries with colleagues for cancellations/re-scheduling bookings, whilst maintaining ongoing positive engagement with attendees.

·       Handle emotional and stressful e-mails and correspondence that may sometimes be of a sensitive nature; report and seek assistance when necessary.

Administration & Clerical Organisation of Work

The post holder will ensure that systems and procedures for recording and filing information are suitable for the purpose and make efficient use of resources, such as Microsoft packages: Word, Excel, PowerPoint, Outlook Diary MS Teams and SharePoint.

Take responsibility to prioritise work suitably and efficiently and in accordance with the requirements of the Service and Team, i.e., from Practice Education Facilitators / Head of Education & Development/ Director of Nursing Professional Regulation & Education in relation to Training delivery and Requests for consultation.  This involves:

·       routine and ongoing administration support to Practice Education Facilitators to produce training dates information, entering information on to electronic booking systems, monitoring numbers received on booking systems, receipting cancellations and queries via email/ESR.

·       contact Welsh/English Trainers including external stakeholders (via email) for availability and confirming attendance against training dates.

·       sorting and putting together training resources/handouts and Training Manuals following predefined list.

·       To assist with the co-ordination and preparation, in advance, of training dates, times and venues pan BCUHB

·       To set up and maintain spreadsheet information in accordance with the needs of the Department

·       on request, liaises with venues for Training/Events/Conferences to provide requirements and confirmations.  Find bookable rooms via the Health Service and external community sites/external sites.

·       data inputting of Training data and as provided by Practice Education Facilitators.

·       data inputting of Service feedback information using Microsoft Excel.

·       provide administration to task and finish groups/conferences/events as and when required.

Be able to work on own initiative to ensure the efficient administrative service delivery to Practice Education Facilitator Team referring to colleagues for advice and information when unable to resolve queries.  Propose changes to procedures in own area of work and make suggestions where appropriate to ensure service continuity:

·       ensure training resources are recorded on stock lists and put together into packs/bags ready for pre-defined training dates.

·       inputs training information details onto booking system (ESR) to ensure dates and links are advertised.  Working with Practice Education Facilitator colleagues to ensure cross checking of information.

·       use of Microsoft Excel to produce data sheets, as requested and ensure routine data inputting of training dates, bookings, attendance and outcome data is current and therefore up to date.  Producing ad hoc reports as required from data sheets.

·       proactively ensure all documentation is appropriately completed and filed accordingly using digital filing systems on a network drive.

·       Ensure that accurate and relevant information is readily accessible in the required format to authorised people only, including requesting Welsh Translations for bi-lingual Welsh and English formats.

·       Update BetsiNet with agreed content.

·       Ensure that the departmental Records are created and maintained in accordance with Health Board Policy.

·       Maintain strict confidentiality at all times and work with professionals and information with utmost courtesy and discretion.

·       Update and maintain electronic appointment diaries for appropriate staff, including own diary, Service Mailbox diary, entering information in pre-defined slots for practitioners.

·       Provide photocopying, scanning, minute taking, word processing, and typing services associated with correspondence, reports for Team Meetings and other internal/external meetings as and when required by the Service, including ad hoc task and finish groups where administration and clerical support requires updating of action logs and advising of outstanding tasks.

·       Any other duties as appropriate and as delegated by Practice Education Facilitators/Head of Education and Development/ Director of Nursing Professional Regulation & Education. .

·       Develop a Personal Development Plan (PDP) as part of the individual PADR process with Appraiser.  Keep BCUHB mandatory training and skills up to date and relevant in order to carry out duties.  Continually review work and apply lessons learned for future work.

Human Resources

·       Demonstrates administration and clerical activities to new starters.

Physical Effort

·       Sitting at keyboard for long periods for data processing; attending meetings, lifting, sorting, filing, general handling of resources, eg training books, activity books, merchandise

·       Travel to meetings/training/events venues across North Wales