Guy's and St Thomas' NHS Foundation Trust

Medical Education Administrator

This job is now closed

Job summary

1. To carry out administrative/secretarial duties to provide an efficient and effective administrative service to the Department of Medical Education and the DME based at Royal Brompton Hospital, and on occasions at the Harefield site.

2. To liaise with doctors in training, department managers, educational and clinical supervisors and external organisations where necessary to facilitate the work of the Medical Education Department.

3. Typewriting and audio-typewriting of correspondence, spreadsheets, presentations, and course advertising materials.

4. To assist in setting up education programmes for the Trust, as directed.

5. To arrange meetings and take minutes as appropriate.

6. To provide receptionist and clerical cover for the Skills Centre when necessary.

Main duties of the job

2. To liaise with doctors in training, department managers, educational and clinical supervisors and external organisations where necessary to facilitate the work of the Medical Education Department.

3. Typewriting and audio-typewriting of correspondence, spreadsheets, presentations, and course advertising materials.

4. To assist in setting up education programmes for the Trust, as directed.

5. To arrange meetings and take minutes as appropriate.

6. To provide receptionist and clerical cover for the Skills Centre when necessary.

About us

Organisational Values:

Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand andreflect these values throughout your employment with the Trust.

The post holder will:

Put patients first

Take pride in what they do

Respect others

Strive to be the best

Act with integrity

Our values and behaviours framework|describes what it means for every one of us in the Trust to put our values into action.The framework can be found on our Trust careers pages and GTIntranet.

Date posted

21 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£30,279 to £33,116 a year PA

Contract

Permanent

Working pattern

Full-time

Reference number

196-A&C400

Job locations

Royal Brompton Hospital

London

SW3 6NP

Job description

Job responsibilities

1. Job Summary

The post holder will provide a comprehensive administrative support and data management service within Medical Education. They will support senior management in the delivery of high quality training across the two sites through the administration of teaching and training programmes and quality assurance processes. The post holder will predominately be based in one of the above Medical Education teams but will also be expected to provide cross team cover. The post holder will also be expected to work across both hospital sites and on occasion attend and administrate events off site.

2. Key Relationships

Internal: Director of Medical Education; Head of Postgraduate Medical Education Programmes; Senior Management Team; Medical Education Administration Team; Junior Doctors; Consultants; Non-Medical Healthcare Professionals; Training Programme/Course Directors; colleagues across corporate support services including HR, Hospitality, ET&D, IT and Procurement.

External: above counterparts across Kings Health Partners sites; Health Education South London (HESL); training programme delegates and the general public.

3. Duties and Responsibilities

Administrative Support

To provide a comprehensive and efficient administrative service

To organise and administer teaching and training programmes, including booking delegates onto events and processing payments where necessary.

Take comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.

Prepare and produce reports / spreadsheets, presentations and other documents as requested using the required format.

Acknowledge and respond to all forms of correspondence in a timely manner.

Book venues, catering, equipment and all other relevant resources for meetings and events.

To provide administrative support to the Medical Education SMT when required.

Responsibility for implementation of team projects, with minimal supervision to agreed goals and timescales.

Draft and disseminate, with approval, appropriate materials and information relevant to your area of work throughout the year to agreed timescales.

Keep abreast of changes and take responsibility for informing relevant parties of the requirements of training programmes.

Support the quality assurance, contract compliance monitoring and reporting processes with respect to relevant programmes as required, including administrative support for quality visits and inspections, data collection and reporting, audit activities, and the preparation of any relevant documentation.

Office Management

Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.

Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary

Act as a Trust liaison for Medical Education within the hospital and from external parties.

Deliver, collect and distribute departmental post.

Undertake photocopying and collating as required.

Receive and provide highly complex and sensitive information in a strictly confidential and professional manner.

Implement local policies within own area of work and proposes changes to working practices.

Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary.

Set up/down rooms for events, meetings and training courses. This will involve moving and handling when setting up furniture, clinical equipment, audio visual equipment and refreshments as and when required.

Contribute to the maintenance of the website/s and ensure all content is up to date.

In the absence of members of the Medical Education team, provide appropriate cover to ensure the quality of service is maintained.

Information Management

Adapt and maintain effective information management systems, including spreadsheets, databases and filing systems, ensuring both accessibility, confidentiality and adhering to data protection legislation.

Undertake data entry where necessary.

Financial responsibilities:

Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales

Order office supplies using Trust systems and adhering to the Trust procurement guidance.