Department Administrator and Course Coordinator

Job description

Job responsibilities

Working as part of a team, the post holder will provide a high quality administrative service for the Resuscitation Training Department to support the development of this team and the wide range of services it provides across multiple campuses. The post holder will demonstrate competent use of all Microsoft packages and will have the ability to learn how to use other databases used within Nottingham University Hospitals. The post holder must exercise initiative to organise their own workload within defined deadlines for the courses and the department in general. In particular:

Co-ordinate national and locally developed courses

Provide administrative and secretarial support, including minute taking, to the Resuscitation Team and Governance Team.

Assist with data collection for audit purposes

Assist in the day to day administration management and production of education materials in line with service needs.

Be proficient in Learning management System (Resuscitation Council) and ESR data entry

Produce accurate reports monthly/quarterly as requested by the senior team

Maintain accurate budget records

Flexible working across both City and QMC campuses is required to meet the needs of the Resuscitation Training Department, including early morning and evening work will be required on occasions in order to support the national courses.

To support the organisation and administration of a range of internal, regional and national courses and conferences.

To act as a point of contact for enquiries and visitors to the Resuscitation Training Department including enquiries by email, telephone, written and in person. Ensure any correspondence and queries are dealt with promptly.

Work with the Course Directors and Resuscitation Leads to assist with booking faculty and candidates on a variety of courses, monitor attendance through course registration, maintaining an effective computer data base for all delegates and faculty.

Liaise with the Medical Education Centre Administrators to co-ordinate bookings for Medical Students and Junior Doctors on courses that take place across Resuscitation Training Department and Post Graduate Education Centres on each campus.

Administer course finances accurately; records are maintained for income and expenditure including raising of invoices and purchase orders, issuing of receipts for payments related to course supplies.

Assist the Resuscitation Officers to set up skill stations and workshops. Also assist in reorganising rooms to facilitate testing and scenario assessments.

Correlate course evaluations and maintain records required by the Senior Resuscitation team. This includes logging feedback on survey monkeys and MS forms and entering compliments into datix.

Attend a variety of meetings as required (including Resuscitation Committee meetings) and take accurate minutes of the meeting, update action logs and distribute these and the minutes to relevant staff in a timely manner.

Handle sensitive and confidential information gathered from application forms, data collection and audit. Comply with GDPR requirements when accessing this information.

Ensure health and safety is complied with, maintain accurate records of PAT testing and ensure updates are undertaken for all equipment in the Resuscitation Department.

Producing monthly/quarterly reports from the training data, using the hospitals chosen database system, assisting with the analysis of the data and reporting it to the senior team. These reports include local and national database systems.

Provide secretarial support to the senior team and Resuscitation Officers as required

Order and maintain office / training supplies and stationery.

Develop effective working relationships with other centres and Postgraduate Centre staff to book rooms, arrange catering and other facilities in connection with the above, ensuring high standards are maintained at all times.

Keep the department tidy during the training courses to allow smooth running of the day. Ensure daily cleaning and various tests are completed and accurate records of daily tests, in line with Governance requirements are maintained.

Work closely with other members of the multi-skilled team in providing a high quality front of house facility to customers when required. This will include making arrangements for cover during periods of annual leave or study leave, and providing cover for colleagues in return.

To present a positive image of the Resuscitation Training Department to all users and promoting it as a Centre of Excellence for educational and conference services.

To participate in identifying and implementing service improvements in conjunction with the other departmental staff.

To comply with all Trust policies and procedures, including Health and Safety and Sickness and Absence reporting.

To undertake any other duties that may reasonably be required.

Work flexibly across campuses as required.

An informal discussion is recommended: please contact:

Cathie Fletcher on ext 77464 or email Cathie.fletcher@nuh.nhs.uk OR

Julie Spencer on ext 77422/89441 or email julie.spencer@nuh.nhs.uk

GENERAL DUTIES

In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:

Infection Control

To maintain a clean, safe environment, ensuring adherence to the Trusts standards of cleanliness, hygiene and infection control.

Safeguarding children, young people and vulnerable adults

Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.

Information Governance

All staff have an individual responsibility for creating accurate records of their work and for making entries into and managing all NHS records effectively in line with the Health Record Keeping Policy and other Health Records and Corporate Records Management policies and procedures in order to meet the Trusts legal, regulatory and accountability requirements.

Health and Safety

To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.

To co-operate fully in discharging the Trust policies and procedures with regard to health and safety matters.

To immediately report to their manager any shortcomings in health and safety procedures and practice.

To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident/incident form.

To use protective clothing and equipment where provided.

Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.

Governance

To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.

Health and Wellbeing

Employees are expected to take all reasonable steps to look after both their physical health and mental health. To support employees to achieve this NUH offers a wide range of health and wellbeing activities and interventions. The full programme can be viewed at on the staff intranet.

Line managers are expected to encourage and support staff to look after their health and wellbeing, including the release of staff to attend health and wellbeing activities and interventions.

General Policies Procedures and Practices

To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

WORKING CONDITIONS

The post holder must be able to:-

Concentrate in an intense and noisy environment

Perform lifting and moving of equipment such as chairs/tables/manikins on a regular basis

Fulfil Trust Health and Safety policies and Procedures when performing risk-associated procedures

JOB REVISION

This job description should be regarded as a guide to the duties required and is not definitive or restrictive in any way. The duties of the post may be varied from time to time in response to changing circumstances. This job description does not form part of the contract of employment.

Service Review

A strategic review of all Trust services is taking place, as a result of which some services, or parts of some services, may transfer from one campus to the other. This will be decided in accordance with the most appropriate way to provide the best healthcare for patients in the future and all staff will be fully consulted on about the impact of any such decisions.

Job description reviewed by: Julie Spencer

Date: February 2024

Person Specification

Education and Training

Essential

• oGood standard of English and Maths or equivalent demonstrable experience in a similar role oNVQ level 3 in administration or equivalent oAble to use all Microsoft Office software, specifically Microsoft Excel, Word, Outlook
• oNVQ level 3 in administration or equivalent
• oAble to use all Microsoft Office software, specifically Microsoft Excel, Word, Outlook

Work Experience

Essential

• oRecent experience in an administrator/ secretarial role.
• oEvidence of planning and organisational skills.

Desirable

• oEvidence of working in Healthcare and/or Education setting

Communication and relationship skills

Essential

• oEvidence of good, efficient communication skills (verbal, written, phone)
• oCommunicates and receives complex and sensitive information. Must be able to clearly and accurately convey this information to other members of the team.
• oDemonstrates ability to be resourceful and displays initiative and is self-motivated.

Desirable

• oEvidence of ability to influence and negotiate change in the workplace

Analytical and Judgement skills

Essential

• oEvidence of analytical and problem solving skills
• oEvidence of working under pressure to tight deadlines

Planning and organisation skills

Essential

• oAbility to use own initiative, demonstrating an innovative and forward thinking approach
• oDemonstrates excellent organisational/co-ordination/work prioritisation skills and meticulous attention to detail.
• oDemonstrates a positive and flexible approach in line with the changing nature of the department

Physical Skills

Essential

• oAble to sit for long periods of time at a desk in front of computer workstation
• oAbility to stand for long periods of time when facilitating courses
• oAbility to move and handle a wide range of equipment and furniture safely including chairs, tables and manikins

Other requirements specific to the role (e.g. be able to work shifts/on call)

Essential

• oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace.
• oHours of work are office hours (8am-4pm) generally but ability to work longer days with early starts and later finishes on a regular basis.
• oAbility to travel and work across campuses and demonstrates flexible approach to work.
• oDemonstrates enthusiasm, self-confidence and a conscientious approach to work, advocating this to others.

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.

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Resuscitation Training Department, Nottingham University Hospitals NHS Trust

Hucknall road

Nottingham

NG5 1PB

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)