POSITON: Full Time Academy Administrator
REPORTS TO: Director of Academy
SALARY: £26,000 p.a.
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
The Florence Nightingale Foundation (FNF) requires an Administrator to support the growing and varied activities of the FNF Academy. The post holder is required to work flexibly across the organisation. The portfolio of activity that they contribute to is likely to vary over time as will the balance of administrative duties. Remote and flexible working is negotiable.
· Provide administrative support for:
- Scholarship and Commissioned Leadership Programmes
- Academy events using online booking systems
- Commissioned policy and knowledge mobilisation projects
- The Nightingale Frontline Leadership Support Service
· Work with robust processes and systems to ensure good governance and transparency
- Support advertisement, recruitment and selection processes
- Handle queries and complaints by telephone, email, and in person
- Work with the Director of the FNF Academy and Scholarship and Commissioned Programme Manager to plan and monitor the annual cycle and timing of deliverables
- Support the booking of venues and FNF Associates
- Maintain up to date records in our Central Records Management System (CRM - Salesforce)
- Prepare and upload information to the FNF website
- Ensure Academy pages on the website are up to date
- Track and contribute to interim and final reports
- Track receipt and payment of invoices related to Academy activity
- Administer scholars’ expenses
· Provide timely communication to scholars, programme participants, members and alumni
· Provide timely communication to sponsors
· Ensure all data sharing activity is GDPR compliant
COMMUNICATION AND ENGAGEMENT
- Publicise the FNF Academy opportunities through website and social media
- Support the administration of events including workshops and stakeholder meetings. These could be face to face or virtual.
The following are core values which relate specifically to this post:
· Quality focus
· A supportive style
CORE BEHAVIOURS AND SKILLS
Core behaviours and skills expected of the FNF Scholarship and Commissioned Leadership Programme Administrator are:
· Ability to work effectively as part of a team
· Ability to extract and analyse data
· Ability to prioritise tasks
· Ability to manage time, both own and others
· Ability to take personal responsibility
· Ability to give clear information both verbally and in written communications
· Identify opportunities and approaches to achieve goals and improve results
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
· An understanding of health and social care sector and its management;
· Educated to degree level (or equivalent)
· Effective inter-personal skills, able to liaise with senior managers, members of the senior management team and stakeholders, offering guidance and interpretation on complex information
· Experience of working with or within Education or a Healthcare Organisation
· A proven track record in successfully planning and organising yourself, others and projects
· Excellent organisational skills and abilities
· Experience in taking initiative and responsibility
· Excellent communication skills
· Exceptional information technology skills
· Experience of minuting and following up actions of meetings/committees
· Experience of working with multiple stakeholders
· Competent IT skills including familiarity with Microsoft 365, Salesforce (or other CSM), Video Conferencing platforms, EXCEL and Eventbrite.
· An understanding of leadership development and or the healthcare context impacting on nursing and midwifery.
Training and Personal Development – Continuous Professional Development
The post holder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.
Health and Safety/Risk Management
All staff are responsible for working with their colleagues to maintain and improve the quality of services provided. This includes complying at all times with the FNF Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the FNF Incident Reporting system.
Equality and Diversity
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of scholarship nd programme applicants. No person whether they are staff or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
Respect for Confidentiality
The jobholder should respect patient confidentiality at all times and not divulge information unless sanctioned by the requirements of the role.
COMMUNICATION & WORKING RELATIONSHIPS
The post holder will report and be accountable to the Director of the FNF Academy and will work under the direction of Scholarship and Commissioned Leadership Programme Manager as required.
SPECIAL WORKING CONDITIONS
i) PHYSICAL EFFORT:
Frequent requirement for sitting in a restricted position while working at a desk on a computer and use of telephone. The post is based in London, however by the very nature of the job, it may be necessary for the post holder to travel to external meetings around the UK on a very occasional basis. This will involve lengthy train journeys and walking to and from venues. The post holder will have to carry meeting papers to external meetings and will be required to work on the train while travelling. The post holder will give power-point presentations to audiences of various sizes which will involve standing and talking in public.
ii) MENTAL EFFORT:
Frequent and prolonged periods of concentration and mental effort are required ~ 80% of working day.
iii) EMOTIONAL EFFORT:
The post holder will have tight deadlines and the pressure of meeting these deadlines. The post holder may have to deal with challenges, criticism and complaints about the allocation places and level of funding and how the programmes are managed.
iv) WORKING CONDITIONS:
The role is a blend of home and office based and will require the post holder to be using a VDU more or less continuously.
The client requests no contact from agencies or media sales.