Job Description

Have you ever wanted to work within the civil service? Are you confident in your administration and customer service skills? If so, then please read on as we are looking for Programme Support Administrator role to work for the NHS.

Location: Leeds City Centre - Blenheim House Duncombe Street Leeds West Yorkshire LS1 4PL United Kingdom
Temporary until March 2025 subject to further extension Hybrid with two working days in the Leeds office
This is an ongoing temporary position with the possibility of a further extension at the discretion of the business requirements. You will also need to travel to the Rotherham office every so often.

Role Overview:

• To support the Business Manager and recruitment teams to deliver national and local recruitment. This will include attending recruitment events, disseminating recruitment information and documentation to panel members, candidates and employing Trusts in a timely manner
• To participate fully in office and team rotas e.g. reception rota.
• To support the Head of School with the delivery of School/Faculty events such as Faculty Training Days and Trainee Inductions. This will include setting up programmes, co-ordinating and managing delegate lists, booking event resources, providing administrative support on the day and disseminating event information in a timely manner.
• To attend regional and national meetings as required by the Programme Support Manager (PSM) and HoS.
• To liaise effectively with NHSE's educational and regulatory organisations e.g. Royal Colleges, GMC, NHSE and NHS Trusts.
• To ensure appropriate contact information is maintained and validated for key staff within these organisations
• Establishes and proactively promotes and maintains relationships with key stakeholders
• Information is shared in a suitable format for the relevant audience.
• Complex and sensitive information is shared with a degree of tact, diplomacy and/or sensitivity.

Delivering Results/Functional Responsibilities

• To assist with the co-ordination of trainee rotations, which will include collating and validating rotation information with Training Programme Directors, disseminating rotation information in a timely manner to trainees and Trusts, ensuring rotation information is updated on the Intrepid system
• To assist with the organisation and delivery of trainee assessments, which will include running assessment panels, collating assessment and trainee documentation, inputting trainee outcomes on to Intrepid.
• To deputise for the Programme Support Officer in providing secretariat support to Specialty and School training committees. This includes the production and distribution of agendas, taking and transcribing formal minutes, paperwork, organising meetings and booking meeting resources.
• To set up and maintain electronic trainee and trainer files for the specialties. This will include making regular contact with staff within the educational network, employers and trainees to ensure files are valid and up to date.
• To efficiently mediate enquiries from internal and external clients in a timely and effective manner. In the absence of a senior staff member to initiate a response within the framework of NHSE policies or re-direct to appropriate NHSE personnel.
• Work in a confidential manner, ensuring that any material of a confidential nature is dealt with sensitively.
• To assist the PSM with the development of protocols and procedures for the work undertaken by the team.
• Some out of hours work may be required. The necessity and frequency will be discussed with the post holder if the situation arises, and time in lieu will be negotiated.
• General office duties, including drafting correspondence and documents, distribution of post, photocopying, dealing with telephone enquiries, participating on office/team rotas, ordering stationery and filing.
• There is no budgetary responsibility, but the post requires that a personal duty of care is observed in relation to equipment and resources used in the course of the role.
• Works to support the team and can be counted on or help and support
• Follows organisational policies and procedures and other quality approaches as required. Encourages others to do the same.
• Monitors the quality of own / others work and alerts others to quality issues, reporting any issues to the appropriate person.
• Provides practical training on own work areas or responsibilities
• Any other duties as required by the PSM

Knowledge and experience

Significant demonstrable experience of working in an administrative / support role

• Significant demonstrable experience of using Microsoft Office Applications, Microsoft Windows, Email and the Internet. (Intermediate level.)
• Experience using Power Automate, Oriel and/or TIS.
• Experience of organising and running meetings and events including minute taking
• Experience of working in a diverse and complex organisation
• Experience of working in a team environment
• Experience of working to set protocols and procedures
• Experience of working to deadlines
• Experience of effectively communicating routine information using clear and appropriate formats
• Previous experience working in the NHS or training and education environment
• Understanding and knowledge of database systems. Responsible for maintaining one or more information systems such as a database, eportfolio, etc.

At Brook Street, we believe that by harnessing diversity of thought and experience across our company, exceptional things happen. We continually strive for a highly diverse workforce and an inclusive culture where everyone feels valued, listened to and able to discover their personal best.

Brook Street is a Disability Confident Leader, and we have also hold Gold Award status from the Defence Employer Recognition Scheme.

Our supply of Contingent Workers to the Public Sector Resourcing Framework (PSR) has driven us to take further steps in supporting candidates with disabilities or veterans. Through our Guaranteed Interview Scheme, we offer candidates with disabilities and veteran who meet the stipulated criteria for the role, a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability or as a veteran, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and the role that you are interested in. We are committed to engaging with you.

Throughout the application process we will discuss any reasonable adjustments needed. Your comfort and accessibility are of utmost importance to us, and we are eager to ensure a seamless communication journey.

*Please note working for the Ministry of Justice will require you to have photographic ID. This can be a Full-length Birth Certificate supported by a driving or provisional licence in your current address OR an in-date passport*

If this sounds like the role for you, apply now!

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.