St Luke’s Hospice

Education and Professional Development Team

Job Description

Job Title: Training and Development Administrator

Accountable to:Director of Nursing and Patient Services

Responsible to:Education and Professional Development Managers.

Location of Work:St Luke’s Hospice

Key Relationships:Education and Professional Development Team

Director of Nursing and Patient Services

PA to the Director of Nursing and Patient Services

Human Resources Department

Finance Department

Senior Executive Team

Medical Team Lead for Education

Job Summary:

  • To ensure that hospice training systems are in place and maintain a mandatory training database.
  • Liaise with all levels of hospice staff and external agencies regarding training and development
  • Provide a comprehensive, efficient and confidential administrative service to the Education and Professional Development team for training and development.

Main Responsibilities

  • Supporting and maintaining hospice training systems, such as mandatory, induction and competency and professional development as well as associated organisation of face to face training and workshops.
  • Work with Human Resources Department to update training records for new starters and leavers.
  • Work closely with Human Resources Assistant to ensure training database is up to date.
  • Manage the team office in the absence of the Education & Professional Development Managers to support and facilitate the smooth running of the service
  • Provide administrative support for service development initiatives
  • Work closely with the Education and Professional Development and Human Resources Teams regarding the training and development of staff.

Mandatory Training Support

  • Be responsible for the maintenance of a mandatory training system, from the creation of a new member of staff to the organisation, to removing a staff member who leaves to archive.
  • Work with the Education and Professional Development Team and Human Resources Team to ensure the mandatory training system is used effectively within the organisation.
  • Utilise systemsto ensure sufficient information is received to create records and liaise with colleagues in other services as required to ensure timely transfer of information to support staff training and development.
  • To organise and plan face to face annual update sessions e.g. room and equipment booking, liaising with trainers and also with departmental managers to ensure staff attend training, ensure all training materials collated in advance and ready on the day .
  • Compile evaluation forms from each training session
  • Be responsible for the maintenance of the E-Learning database, as well as running reports and informing line managers of the progress of staff members
  • Liaising with the e-learning provider on a variety of issues e.g.: IT issues; staff and system updates.
  • Liaising with Education and ProfessionalDevelopment Team in respect of staff members requiring resetting of mandatory e-learning tests.
  • Participate in induction and training programs for new team members
  • To liaise with a variety of internal and external professionals to assist in the organising of in-house clinical workshops and training.
  • Work with departmental managers and members of the Senior Executive Team to ensure training is implemented hospice wide.
  • Publish an annual training calendar

Informatics, Governance and Service Improvement

  • Produce monthly, quarterly and annual statistical information related to staff training and to utilise the audit information to contribute to utilising a variety of media format to create reports for a wide range of audiences.
  • Work closely with the hospice finance and education teams to ensure smooth processing of invoices.
  • Work closely with Human Resources department to help them organise, plan and deliver quarterly induction days
  • Support the team to ensure sensitive data is kept and transferred securely.
  • Use and analyse data from a variety of sources including audit to help identify, develop and map service improvement initiatives to ensure outcomes are achieved and risks mitigated.
  • Work with human Resources Department to list training identified, picking up themes and including in training calendar

Nursing and Patient Services Support

  • Take responsibility for the maintenance of service databases: e.g. Registered Nurse competency database; Complementary Therapy Competency Database; NMDS Database
  • Lead on the development of new data systems to support education and training where required
  • Organise training programme for clinical staff CPD
  • Inform on national agenda on training and development and mandatory and statutory training requirements.

General Support

  • Assist in the administration of audit/research projects undertaken by the Education and Professional Developmentteam.
  • Assist in the development and design of education materials and information using Publisher and PowerPoint.
  • Photocopy and distribute information as required, ensuring all documentation used are kept up to date and available.
  • Undertake IT tasks using a variety of Microsoft applications, including Word, Excel, PowerPoint and Publisher etc.
  • Provide continuity of support for the Education and Professional Team where possible in their absence.
  • Act as a member of the wider hospice administrative team to provide appropriate cover as required.

Education, Training and Development

  • Engage in the hospice Individual Review Process
  • Be responsible for own continued professional development seeking out opportunities to develop and learn within context of role and objectives set through IDR
  • Attend all mandatory training sessions and complete e-learning training within specified timelines
  • Willing to undertake training and develop skills to support managers as organisation changes and develops.

Other

The job description is not intended as an indication of the full and detailed range of duties that may be undertaken by the post holder and will be reviewed and developed to reflect the changing needs of the service and the Organisation. Other duties that are commensurate to the grade of the post may be requested from time to time.

The post holder is therefore expected and encouraged to participate fully in discussions and the organisation aims to reach agreement to reasonable changes. However, if agreement is not possible the organisation reserves the right to insist on changes to any job profile where this best serves the needs of the organisation but only after full consultation has been undertaken.

HEALTH AND SAFETY

The organisation will take all reasonably practicable steps to ensure your health, safety and welfare while at work. The post holder must ensure that they are familiar with all relevant policies and procedures and ensure that all statutory requirements are met with regard to Health and Safety at Work in respect of facilities, equipment, staff and volunteers. Any hazards that are observed should be reported to the appropriate officer immediately. It is the legal duty of the post holder to take care of their own health and safety and that of colleagues while at work.

Information Governance and Confidentiality

During the course of your employment you may have access to, see or hear information of a confidential and sensitive nature. You are required not to disclose such information, particularly relating to service users and staff. All personal identifiable information must be held in the strictest confidence and should only be disclosed to authorised people in accordance with Caldicott guidelines and the Data Protection Act 1998. It is the post holders responsibility to familiarise themselves with hospice Information Governance Policy. Failure to comply with this term of your employment will be treated as an act of misconduct under the hospice disciplinary procedure.

Conduct

As a St Luke’s Hospice employee it is your contractual duty to abide by any relevant code of professional conduct and / or practice applicable to you. Please refer to the employee handbook for further information.
ST LUKES HOSPICE

PERSON SPECIFICATION

Job Title: Training and Development Administrator

Criteria / Essential / Desirable / How Assessed
Skills/ Abilities / Excellent communication skills (verbal, non verbal & written)
Good Computer literate skills
Good organisational skills
Ability to function as an effective team member.
Able to work across professional & organisational boundaries
Ability to input data into databases, and produce reports and statistical information
Flexible approach to work, ability to create an effective ‘brought forward’ system and to meet deadlines
Attention to detail / Previous healthcare experience
or Previous experience
in an educational or training environment
Ability to input financial data for funding stream analysis / Application form /Interview/ references, exercise
Experience / Previous office management experience.
Experience of working with a number of conflicting priorities and deadlines
Ability to be discreet and confidential
Ability to work
independently, prioritise & carry out assigned tasks.
Ability to use own initiative and problem solve / Ability to carry out research using the Internet.
Experience of using training and development training databases and systems. / CV/ Interview/ References
Knowledge / Fast accurate word processing and IT skills
Previous knowledge of working with Microsoft Word, Excel, PowerPoint, Publisher software .
A knowledge of budgetary control. / . / CV/ Interview/ References, IT exercise

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February 2016