Regional Estates Training & Development Administration officer

North Tees & Hartlepool Solutions; Tees Valley; On-site; GBP 26,000 - 27,000; Full time

Job summary

North Tees & Hartlepool Solutions is seeking an Regional Estates Training & Development Administration Officer to provide proactive, high-quality admin support for the NHS Assessment Centre. You will handle apprentice records, timesheets and ILR data, ensuring funding evidence and timely reporting across the regional programme.

Working under the Regional Training and Development Manager, you will arrange reviews, produce minutes, manage sensitive data, and travel as needed to support governance

Qualifications

• Business Admin/secretarial qualification with CPD expected.
• Experience in busy admin roles and meeting deadlines.
• Experience using MS Office to manage diaries, reports and records.

Responsibilities

• Provide high-quality admin service to NHS Assessment Centre.
• Collate and report apprentice timesheets, sickness and holidays.
• Maintain ILR data, certificates and learner files for funding claims.
• Arrange learner reviews, meetings and minutes; manage diaries and inquiries.

Skills

Organisational skills

Time management

Communication (written)

Communication (verbal)

Team player

Education

Business Administration or secretarial qualification

Tools

Microsoft Office

Outlook

Word

Excel

Cardea

Job description

Regional Estates Training & Development Administration officer

The Regional Training and Development Administration Officer provides a high-quality, proactive and efficient administrative service to the Northern & Yorkshire NHS Assessment Centre, supporting the delivery of Healthcare Engineering Specialist Technician (HEST) apprenticeship programmes across participating NHS organisations. The post coordinates apprentice timesheets, attendance, absence and holiday records, Individualised Learner Record information, certificates, learner files, progress reviews, meetings, Management Review Group agendas and minutes, employer communications and general team administration. The role supports accurate allocation and recording of apprenticeship levy funding, maintains evidence required for funding assurance and Ofsted inspection, and helps the Centre meet the additional governance responsibilities associated with its recent main provider status. By maintaining complete, accurate and auditable records, the officer enables Regional Training and Development managers to focus on training, assessment, learner support, employer engagement and quality assurance. The role therefore contributes to apprentice progression, effective use of NHS England funding and the development of competent HEST professionals who will undertake compliance maintenance across the wider NHS

This post may close early due to high amount of applications

Main duties of the job

The post supports the financial, regulatory and quality-assurance requirements of the apprenticeship programme by maintaining accurate levy-funding records and ensuring funding is correctly allocated and evidenced for each apprentice and participating employer. The officer maintains complete and auditable documentation for NHS England funding assurance, Education and Skills Funding Agency requirements and Ofsted inspection, while monitoring deadlines, file completeness, data-quality errors and learner progression. This administrative capacity allows Band 5 managers to concentrate on training, assessment, learner support, employer engagement and quality assurance, supporting the development of competent HEST apprentices who will undertake compliance maintenance across the wider NHS.

About us

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

North Tees & Hartlepool Solutions is an NHS owned company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.

We will support staff through providing an inclusive and supportive workplace with health & well-being initiatives and opportunities for development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition, Managers Awards and Shining Stars.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

We recruit for values and "Together we are North Tees & Hartlepool"

Job responsibilities

The Regional Training and Development Administration Officer provides a high-quality, proactive and efficient administrative service to the Northern & Yorkshire NHS Assessment Centre, supporting managers, Centre employers and the wider team in the effective delivery of regional apprenticeship training. Working under the guidance of the Regional Training and Development Manager, the post holder manages day-to-day administrative activity, including collating, monitoring and reporting apprentice timesheets, sickness absence and holiday records; highlighting late submissions and other concerns; producing monthly reports; completing and inputting Individualised Learner Record documentation for government funding claims; logging certificates; and maintaining accurate electronic and paper apprentice files. The role also arranges learner reviews and meetings, issues diary invitations, prepares quarterly Management Review Group agendas, collates supporting documents, attends meetings and produces accurate minutes and action records. Additional responsibilities include responding effectively to enquiries, providing information and guidance to colleagues, managers and Centre employers, handling complex, confidential or sensitive information appropriately, maintaining stationery and placing orders through Cardea, providing cover during periods of leave or absence, and undertaking other duties in response to service needs. The post holder is expected to work autonomously, manage a demanding workload, achieve deadlines linked to Centre and apprenticeship funding agreements, maintain high standards of accuracy and customer service, promote equality and diversity, comply with infection prevention and control requirements, and occasionally travel across the Centre region

Person Specification

Qualifications

• A Business Administration qualification or secretarial qualification GCSE English and Mathematics at grades A to C, or recognised equivalent qualifications
• Evidence of ongoing continuing professional development (CPD)

Experience

• Previous experience of working in a busy administrative role, managing competing priorities and completing work within deadlines.
• Experience of providing a responsive administrative service to managers, colleagues and external contacts.
• Experience of using Microsoft Office, particularly Outlook, Word and Excel, to manage diaries, produce correspondence, maintain records and prepare reports.
• Experience working in the healthcare organisation
• Experience of maintaining accurate electronic and paper filing systems, including confidential or sensitive personal information.
• Strong organisational and time-management skills, with the ability to plan work, manage competing priorities and meet fixed funding, reporting and meeting deadlines.
• A high level of accuracy and attention to detail, particularly when processing timesheets, absence information, Individualised Learner Record data, certificates, learner files and funding evidence.
• Effective written and verbal communication skills, including the ability to respond professionally to apprentices, Centre employers, managers, training providers and other NHS stakeholders.
• Sound data-processing and analytical skills, including identifying missing, late or inconsistent information and escalating exceptions to the appropriate manager.
• Commitment to equality, diversity, dignity and respectful communication, including supporting apprentices who may require reasonable adjustments.

Disposition

• Able to work on own initiative
• Adaptable and flexible under pressure
• Enthusiastic and resilient
• Pleasant and helpful
• Team player

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£25,760 to £27,476 a yearpro rata per annum