Leadership & OD Administrator - Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

Due to the existing post holder starting a one-year secondment, we are pleased to advertise the job vacancy of Leadership & OD Administrator for one a one-year fixed-term or secondment opportunity.
The main purpose of the role is to provide professional, efficient and confidential administrative support to the Leadership and Organisational Development (L&OD) team in a fast-paced and ever-changing environment.
You will support and assist with a wide range of activities relating to leadership development, our staff experience improvement programme, and the annual NHS staff survey.

This role would suit someone with the following attributes, skills and experience:

• Experience of providing high quality customer service
• Administrative and clerical experience
• Excellent verbal and written communication skills, and can deal with confidential and sensitive matters in a professional and discreet manner
• Ability and demonstrable experience of responding proactively to tight deadlines, able to work on own initiative, prioritise own workload and works well under pressure in a busy environment
• Able to gather, input and interpret activity data - converting this into basic, user-friendly reports
• Open minded and proactive in identifying and making improvements
• Can work effectively both autonomously under own initiative, and as part of a team
• Committed towards, and understanding of, the principles of equality, diversity and inclusion
• Genuine interest in developing and helping others

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
The Leadership & OD (LOD) team is part of the People & OD department which includes Resourcing, HR services and Professional Education. The LOD team provides and coordinates a wide range of leadership development programmes, Equality Diversity & Inclusion (EDI) activities, talent development opportunities, coaching and mentoring, OD interventions and team support to over 10,000 colleagues working across both Gloucestershire Hospitals NHS Foundation Trust and Gloucestershire Managed Services (GMS).
We are a busy team covering a large portfolio, and together we are committed to doing the very best for our colleagues and patients.

General administration support

• Provide a high standard of customer service when dealing with enquiries from colleagues, managers and non-Trust personnel via email, telephone and in person. Exercise judgement as to the appropriate response, prioritising accordingly and taking immediate action as required.
• Deliver a professional and prompt first-line reception service for all telephone, email and in-person enquiries; signposting or forwarding queries to relevant team member as appropriate.
• Day-to-day responsibility for administering, responding to and appropriately escalating enquiries which come into the department’s centralised email inboxes
• Assist the wider People & OD department in the development of ESR capability to support the team’s activities.
• Work flexibly with Leadership & OD colleagues, the Equality Diversity & Inclusion team, and the wider People & OD department to ensure periods of absence (e.g. annual/sick leave) are adequately covered.
• Analyse and deal with routine problems, following Trust policy and using own initiative to ensure seamless support for the team and our customers.
• Sort and distribute incoming post/email and circulars, using judgement and expertise to distribute these to members of the team accordingly.
• Assist in maintaining webpage content, liaising with the Communications team as required.
• Provide administrative support to specified Leadership & OD projects, development programmes and workshops, working closely and regularly with OD project lead/commissioner to ensure successful delivery.
• Use a variety of software packages (including Excel, Word and ESR) to input and interrogate activity data relating to training/event attendance and online surveys
• Generate and electronically distribute relevant and timely reports.
• Organise and schedule meetings.
• Provide a minute-taking service to departmental meetings.
• Coordinate and manage electronic diaries for the Leadership & OD team.
• Assist the L&OD Officer in monitoring stock levels, and highlight as appropriate when these require replenishment. Under the direction of the L&OD Officer, place orders on the procurement ordering system.

Leadership development administration support

• Provide a smooth administration and coordination service to all in-house leadership and talent development activities/events in line with stated procedures. This involves but is not limited to: booking rooms; scheduling online events on virtual platforms; promotion and publicity of opportunities; processing course bookings and application forms; preparing and distributing course instructions and handouts (electronic and paper-based); liaising with L&OD Specialists/training providers to ensure their needs are met; arranging hospitality orders; registering delegates on arrival; recording attendance at virtual events.
• Use and maintain electronic and paper-based systems to record, monitor and evaluate all L&OD activity.
• Schedule leadership development, talent development, staff engagement, OD events and programmes (on-site, off-site and virtual) in a timely fashion making the best and appropriate use of available resources.
• Assist the Culture/Staff Experience Project Coordinator and L&OD Officer with administrative aspects of the Staff Survey and Staff Experience project work streams.

• Experience of providing high quality customer service
• Administrative and clerical experience
• Excellent verbal and written communication skills, and can deal with confidential and sensitive matters in a professional and discreet manner
• Ability and demonstrable experience of responding proactively to tight deadlines, able to work on own initiative, prioritise own workload and works well under pressure in a busy environment
• Able to gather, input and interpret activity data - converting this into basic, user-friendly reports
• Open minded and proactive in identifying and making improvements
• Can work effectively both autonomously under own initiative, and as part of a team
• Committed towards, and understanding of, the principles of equality, diversity and inclusion
• Genuine interest in developing and helping other