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Institute Administrator

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  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
    Education & Teaching
  • Nottingham

Requirements

  • - Take responsibility for the administration of Institute related training courses, development days and conference events, by working closely with the Institute team leads. Ensuring all booking systems are updated and rooms and venues are booked appropriately.
  • - Liaise with internal and external stakeholders to ensure all booking requirements are fulfilled in a timely fashion.
  • - Book, plan and facilitate key meetings that are linked within the portfolios & events you are working in. Take notes/actions at all meetings and ensure agenda, notes and any other documentation are distributed to all that attend in a timely manner.
  • - Act as Admin Lead for the portfolios and events you are allocated to support.
  • - Use initiative and problem solving skills to resolve any issues that may arise on the day of an event, knowing when and how to escalate issues as necessary.
  • - Subject to requirement, ensure all databases/ spreadsheets/ publications are kept up to date and accurate, in line with the current SOP for the portfolios you are admin lead for.
  • - Ensure messages to the Institute Mailbox are responded to in a timely manner or cascaded to the relevant Faculty member to answer, providing a high quality communication service.
  • - Set up and clearing of any training courses, development days and conference events including technical and equipment support where necessary.

Responsibilities

  • Take responsibility for the administration of Institute related training courses, development days and conference events, by working closely with the Institute team leads. Ensuring all booking systems are updated and rooms and venues are booked appropriately.
  • Liaise with internal and external stakeholders to ensure all booking requirements are fulfilled in a timely fashion.
  • Book, plan and facilitate key meetings that are linked within the portfolios & events you are working in. Take notes/actions at all meetings and ensure agenda, notes and any other documentation are distributed to all that attend in a timely manner.
  • Act as Admin Lead for the portfolios and events you are allocated to support.
  • Use initiative and problem solving skills to resolve any issues that may arise on the day of an event, knowing when and how to escalate issues as necessary.
  • Subject to requirement, ensure all databases/ spreadsheets/ publications are kept up to date and accurate, in line with the current SOP for the portfolios you are admin lead for.
  • Ensure messages to the Institute Mailbox are responded to in a timely manner or cascaded to the relevant Faculty member to answer, providing a high quality communication service.
  • Set up and clearing of any training courses, development days and conference events including technical and equipment support where necessary.

FAQs

What does the role of Institute Administrator entail?

The role involves supporting the administration of training courses, development days, and conference events, liaising with stakeholders, facilitating meetings, maintaining databases, and ensuring communication is managed effectively.

Where will the Institute Administrator be primarily based?

The post holder will be based at the City Hospital Campus but may be required to work across all NUH sites and external venues as needed.

What skills are required for the Institute Administrator position?

Strong organizational skills, excellent communication abilities, and the capacity to prioritize and manage a diverse workload are essential for this role.

Will the Institute Administrator be required to attend meetings and events?

Yes, the administrator will be responsible for booking, planning, and facilitating key meetings related to their portfolios and will also attend and take notes/actions at these meetings.

Is there a focus on diversity in the recruitment process?

Yes, NUH encourages applications from individuals who identify as Black, Asian and Minority Ethnic, or Disabled, as part of their commitment to improving representation.

What kind of personal development opportunities are available at NUH?

NUH offers numerous personal development opportunities aimed at turning a job into a career, supporting staff in their professional growth.

Who should I contact for further details or informal visits?

For further details or to arrange an informal visit, you can contact Karen Bilsby, the Institute Office & Business Manager, at k.bilsby@nhs.net or by calling 07812278253.

What happens if I encounter an issue on the day of an event?

The Institute Administrator is expected to use initiative and problem-solving skills to resolve issues as they arise and escalate them as necessary when required.

How does the role contribute to workforce development at NUH?

The Institute Administrator supports the development and retention of a large staff group by facilitating training and continuous professional development opportunities for nurses, midwives, and wider care staff.

Are there any specific expectations regarding communication with stakeholders?

Yes, the role involves timely communication with internal and external stakeholders to ensure all booking requirements and inquiries are addressed efficiently.

We lead and support the NHS in England to deliver improved care for patients.

Science & Healthcare
Industry
10,001+
Employees
1948
Founded Year

Mission & Purpose

The NHS (National Health Service) provides comprehensive healthcare services across the United Kingdom, offering a range of medical care, from general practice to specialised treatments. Its ultimate mission is to ensure that all UK residents receive high-quality, accessible, and free healthcare at the point of use. The NHS aims to improve public health outcomes by delivering patient-centred care, advancing medical research, and promoting health and wellbeing across diverse communities. Its purpose is to offer equitable health services that support and enhance the lives of individuals, irrespective of their financial circumstances.