Job summaryJoin our team as a Band 4 Operations Administrator, where you will play a vital role in providing administrative and project support to a range of tasks. The Operations team within Education and Training supports the Senior Leadership and wider professional services and faculty. You will work with the Head of Operations and others to provide operational support to ensure the smooth provision of our services to staff and students.Main duties of the jobYour responsibilities will include dealing with enquiries from students and staff coming into the Dean's Office, acting as first point of contact. You will offer support on day-to-day matters such as applications for funding and ID badges. You will be responsible for administrative tasks within DET Operations, including all-directorate communications and arranging directorate-wide meetings, as well as providing secretarial support to a range of meetings and committees.You will provide effective and efficient administration which supports management by ensuring a high standard of data quality and by making the best use of capacity and resources.You will work as a member of a functional, task-based team, ensuring robust communication and liaison with colleagues. You will be responsible for the provision of a professional, comprehensive, and effective administrative service to the DET Operations team.About usThe Tavistock and Portman NHS Foundation Trust is a specialist mental health Trust, providing a full range of over 30 mental health services and psychological therapies for children and their families, young people and adults. The Trust is also registered with the Office for Students and the Division of Education & Training (DET) delivers over 100 education and training courses to over 4,000 students, including Master's and Doctoral degrees through University Partners. The Trust educators are also clinicians, creating a rare clinician-tutor-academic model delivered in a healthcare setting where theory and practice are in constant conversation.Job descriptionJob responsibilitiesProvide a high-quality administrative service to the DET Operations team and Education and Training Senior Leadership Team.Deal with staff and student queries in person, by telephone and by e-mail, with appropriate level of sensitivity and confidentiality, redirecting queries to the relevant colleagues in line with standard operating procedures and processes.Use a range of communication skills to develop effective relationships with managers, teams within professional services and across the directorate, and other colleagues.Use developed communication skills with students who may be upset or have difficulty understand, and at times to give disappointing information to students.Assist in maintaining accurate records using excel, providing up-to-date information to supervisors and staff as appropriate.Develop and maintain up-to-date and relevant knowledge in relation to the Directorate of Education and Trainings provision and processes.Operate independently within agreed processes, escalating queries to line manager when necessary.Support other staff within professional services as needed during peak period, as instructed by the Head of DET Operations.Co-ordinate and set up meetings and interviews, prepare and compile agendas, presentation of material, take and produce formal minutes when necessary and circulate as appropriate.Book virtual video conference and physical rooms as required.Responsible for printing ID badges and booking parking spaces for visiting lecturers.Contribute to projects and quality improvement initiatives.Where appropriate, ensure that all student information is recorded on SITS (the student records system) as the Directorates primary source of student records.Person SpecificationQualificationsEssentialEducated to Diploma / NVQ Level 4 or 5 or equivalent experience (2)ExperienceEssentialPrevious experience of working within an administrative role and in an office environmentDesirableExperience working in HESkills & KnowledgeEssentialKnowledge of Microsoft Office programmes (use of word)DesirableSkilled in minute taking and committee administrationDisclosure and Barring Service CheckThis 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.Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).Employer detailsEmployer nameTavistock and Portman NHS Foundation TrustAddressTavistock Centre120 Belsize LaneLondonNW3 5BAEmployer's websitehttps://tavistockandportman.nhs.uk/ (Opens in a new tab)