Apprentice

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Administration, Clerical & Reception Duties

Maintain the Undergraduate office area so that it is clean and tidy at all times and that systems of work are in place to ensure an organised and efficient service can be provided

Meet & greet students and visitors to the office in a polite, helpful and professional manner at all times

Deal with telephone enquiries and take clear written messages

Undertake any filing and photocopying duties

Make amendments to timetables as required

Assist with student induction programmes for all years of the MBBS programme. Putting packs together as required

Excel spreadsheet work to manipulate spreadsheets to extract information as needed for teaching and timetables

Assist the undergraduate team in the organisation and delivery of courses/events and teaching. Including booking rooms, audio visual equipment and any requirements as needed of the user/s

Receive and respond to all relevant correspondence with regard to the booking of rooms, ensuring all paper work is completed accurately and filed in accordance with departmental procedures and systems

To ensure the setup of any hospitality/ tea & coffee required for events or courses or meetings

Ordering, receiving and putting away stationery supplies for the department. Ensuring that the departmental stationery stock room is tidy, adequately stocked at all times and to ensure that robust systems are in place to ensure effective stock management (i.e. stock control and stock rotation). All ordering to be undertaken in line with Trust policy stock rotation). All ordering to be undertaken in line with Trust policy and procedures. To provide regular reports to the team on stock

Type documents/letters as requested by the manager, create certificates for faculty that support with teaching activity, create signs for information purposes for the students as required

Provide support and work across clinical skills and wider medical education team during busy times as required by the Undergraduate Manager

Adhering to the Data Protection Act and the Trusts Information Systems Security Policy at all times

Carefully log student attendance and inform line manager of any noticeable student patterns of absence

Maintain the student locker system in place

Maintain the Undergraduate email inbox, responding to emails and forwarding on emails where necessary

Create certificates for external faculty that have supported and facilitated in Undergraduate teaching activity

Servicing Bookings

Prepare, set-up and breakdown rooms in accordance with clients requirements

Assist clients with their ad-hoc requests so teaching runs smoothly

To log and report any breakages, deficiencies or faults to the appropriate person ensuring that the team is also notified

Liaise with the catering department to ensure the clients refreshment requirements for their events will be met

Other General Duties

Responsible for ensuring the rooms booked are well organised and maintained to a high standard. To carry out weekly equipment checks and provides regular reports to the team

Assist other members of the PGMDE team with their workload as required

OSCEs

• To assist with the preparation of paperwork and equipment required for the summative multisite OSCEs and Formative OSCEs
• Checking on equipment ordered and working with the team to prepare for the exams
• To assist in the recruitment of patients
• Assist in running of the sessions on the day
• Assist with production of examiner and student lists. Creating badges, sign in sheets, feedback paperwork and any other tasks as required for the running of the exams

Person Specification

Essential

Essential

• Qualification - English, Mathematics and a Science GCSE or equivalent
• European Computer Driving Licence and/or proven equivalent experience in using Microsoft Package (Word, Excel and Outlook).
• Ability to contribute to team working and to develop good working relationships
• Demonstrate a good level of administrative and organisational skills, ensuring a structured and methodical approach to work

Desirable

• Effective written / oral communication skills
• NVQ Level 2 in Administration or related subject or equivalent administrative experience
• Previous administration experience
• Ability to contribute to team working and to develop good working relationships

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.

Certificate of Sponsorship

Applications 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 details

Employer name

King's College Hospital NHS Foundation Trust

Address

King's College Hospital NHS Foundation Trust

Weston Education Centre, 10 Cutcombe Road, London

Denmark Hill, London

SE5 9RS

Employer's website

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