Job Description Administration Assistant – Education Responsible to Director of Quality Governance Hours 15 hours per week Job Purpose To provide the administrative function of the external education programme provided by Oakhaven to healthcare colleagues across our locality. To deal with email or telephone enquiries regarding educational courses run by Oakhaven Hospice, raising concerns to the Director of Quality Governance or Clinical Practice Development Nurse. To communicate confidently with internal and external colleagues regarding enquiries about courses provided at Oakhaven. Supporting the Clinical Practice Development Nurse with the internal advertisement and booking of education seminars to support staff professional development. Create and maintain accurate electronic records of training provided, and evaluations. To provide assistance with any other administrative tasks across the organisation if required. Values The post holder will hold and engage with our organisational values; Together Excellence Actively Engaged Meaningful Compassion Accountability Respect Empathy Further information on our values and expected behaviours are listed at the back of this document Main Duties and Responsibilities Prioritise own workload to provide effective administrative support to the education service, using appropriate electronic systems, Ensure any pre-course information and post course evaluations/certificates are provided to our candidates in line with course specifications. Collate course information to ensure accurate records for attendance, payment if appropriate and evaluation. Ensure timely room bookings for courses, including liaising with our Operations team and our clinical educators to ensure smooth running of education sessions and courses. Support the Clinical Practice Development Nurse to maintain and update the external website and internal intranet pages for Education Using Raisers Edge, manage bookings received from external individuals to attend courses or sessions accessed via the website, and ensure delegates details are accurately and securely added into our internal systems and their data is managed within our Information Governance and Data Protection policy. Support the Clinical Practice Development Nurse to maintain the Oakhaven Research portfolio records. • Public Relations – To represent Oakhaven Hospice in the community and public domain as appropriate • Personal Development – to keep up to date on current developments appropriate to duties and responsibilities of the post. To identify personal development needs with agreement of line manager. • Training - To remain appropriately trained for the role and keep up to date with mandatory training requirements. • Data Protection – To be conversant with the requirements of the Data Protection Act and ensure compliance in safeguarding confidential information. • Health and Safety – To be aware of and comply with current • Fire, Health and Safety Policies and Procedures operated at Oakhaven Hospice. Ensure risk assessments are conducted for each event and appropriate insurance cover obtained. • Confidentiality – To be aware of the confidential nature of hospice affairs and comply accordingly. • Finance – To act with a sense of integrity and sound judgment and to take personal responsibility for understanding and following all relevant financial policies. • • Additional Duties – In discussion with line manager to undertake work as and when required in support of Oakhaven Hospice. General OAKHAVEN HOSPICE Notes • The post-holder may have access to confidential data on staff, patients and services within the hospice. Failure to maintain confidentiality will lead to disciplinary action, which could ultimately lead to dismissal. • The post-holder may be required to contribute towards clinical and corporate governance agenda as appropriate. • The post-holder will be the subject of regular annual appraisal and objectives. • The post-holder will be expected to produce work to a high standard and to promote quality at all times. • The Hospice is committed to Equal Opportunities for all current and potential members of staff and patients, irrespective of gender (including gender re-assignment), marital status, sexual orientation, race, colour, creed, religion, belief, nationality, ethnic origin, age, disability, a positive diagnosis of HIV/AIDS, or Trade Union membership. Therefore, the Hospice expects of its staff to understand, support and apply this policy through their working practices, which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration. • The post-holder will be expected to keep themselves updated on all matters relating to Hospice Policies and Procedures. • The post-holder must familiarise themselves with matters relating to health and safety management, reporting any potential risks immediately in accordance with the Hospice’s Health and Safety policy and procedures. • The employee will also be expected in discussion with their manager, to understand their role and level of accountability in respect of Emergency Planning procedures and ensuring controls assurance within their work area. • This is an outline job description and may be subject to change, according to the needs of the service, in consultation with the post holder. • Oakhaven Hospice is a non-smoking building and this is to be observed at all times. The ‘Why’ of Oakhaven PERSONAL VALUES Making every moment matter We do what we do at Oakhaven Hospice because as individual people we hold the personal values of Compassion, Accountability, Respect and Empathy in high regard. In other words we CARE about what we do and the people we work with. Compassion We show compassion when we act with understanding and work cooperatively with others. We treat each individual as unique, valuing them without distinction or judgement Accountability Respect Empathy We continually learn from our experiences and use this understanding to develop services and maintain excellence as standard. We treat and communicate with our team members, patients and community with mutual respect, recognising the importance of their contribution We demonstrate awareness of an individual's situation from their perspective and respond compassionately in an understanding manner. We take responsibility for our decisions and actions, alongside creating a culture of no blame. We value the diversity of others in both opinion and culture and do not dismiss what we do not understand or agree with. We listen and help people based on their individual needs and feelings. The ‘Why’ of Oakhaven ORGANISATIONAL VALUES Making every moment matter As an organisation we strive to ensure our service is one that: works Together with others; delivers Excellence and is based on best practices and principles; is Actively engaged on all levels be it with patients, families, the local community, staff and services both internal and external; is Meaningful for those who experience it. We strive to work within and as part of a TEAM. Together We work as one team across We make the best use of Oakhaven and share our knowledge, skills and experience with others to deliver excellence. resources by accessing knowledge and skills from partners to support Oakhaven in delivering excellent service. Excellence Actively engaged Meaningful We strive for a professional, high quality service which is responsive to need and works to ethical, sound and best practice principles. We demonstrate a belief in the ethos and principles of Oakhaven and are supportive of the day to day operation at all levels, individual, team and organisational. We are aware of the value and impact Oakhaven can have on individuals, teams, organisation and the community. We reflect and act on constructive feedback from others in order to learn. We respond positively to new ideas and approaches and propose solutions when faced with problems. We understand how our response and actions can affect a person’s experience. Personal specification Requirement Essential Desirable Education, Training and Qualifications A good level of formal education, Including GCSE Maths and English, or equivalent level. ECDL or appropriate word processing qualification Skills and Knowledge Excellent communication skills (written- including email, verbal and telephone etiquette) Experience of using Microsoft Teams and Microsoft 365 Good organisational skills, time management, ability to prioritise workload independently Experience using Customer Relationship Management systems. Strong attention to detail and ability to produce information to a high quality Sound knowledge and experience of using Microsoft Word, Excel, Power Point Experience Experience of administrative roles and working within processes Experience of involvement with education delivery Personal Attributes Able to demonstrate behaviours consistent with Trust Core Values. A passion for delivering excellence. Strong communication skills Ability to deal with confidential information and maintain confidentiality complying with all data protection laws Provide a confident customer service on own initiative. Willingness to learn and develop.