Job summary
We are looking for a Level 3 Business Administration Assistant Apprentice to join our Team here at Dartford & Gravesham NHS Trust, in the role of our Medical Education Administrator.
An apprenticeship is a fantastic opportunity for you to explore the NHS and to being on a journey which will provide you with an exciting and fulfilling career pathway. As part of the apprenticeship scheme you will be given the opportunity to gain new skills and a nationally recognised qualification in a Business Administration Level 3 programme. The programme duration is 18 months followed by a three month End Point Assessment. This role will provide opportunities to gain practical experience and skills whilst working as a member of an experienced team where you can draw their support and knowledge.
Whilst completing this apprenticeship, the post holder will be working within the Medical Education Department, which is responsible for the provision and quality control of undergraduate and postgraduate medical education, with the wider purpose of improving standards of patient care.
There is an eligibility criteria for the government funded apprenticeship schemes that apply, and therefore applicants must be aged 16 and above, have been resident in the UK/EU for the last 3 years, must not possess a Degree, Level 4 qualification or above or already be in any form of formal government funded education.
Main duties of the job
The post holder will provide secretarial support to the Director of Medical Education and provide support to the wider Medical Education Department including Clinical Tutor, MEM and Medical Education Officers. They will work closely with and support the Medical Education Team to ensure the smooth running of the Medical Education office.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
Working as part of the Medical Education Department, the Medical Education Administrator will be the point of contact within the Department for visitors including Medical Students and Permanent and Non-Permanent Medical Staff. Providing a courteous and efficient service to all internal and external colleagues and visitors. Liaising effectively with internal/eternal colleagues and other parties, relaying information, managing correspondence and telephone communications in a timely and efficient way and at all times with high standards of sensitivity and confidentiality.
Respecting the confidential and sensitive nature of some communications, the post holder will maintain a professional approach when dealing with queries and requests.
Secretarial and Administrative Responsibilities
- Provision of a full secretarial and administrative support to the Director of Medical Education (DME) and Medical Education Department.
- Responsibility for the ordering of goods and equipment following authorisation from the MEM and DME, maintaining a record of orders and good in.
- Monitoring and replenishing the Departments stationery supplies, ordering stock as necessary in line with budgetary constraints.
- Take and transcribe minutes as required by the DME, Clinical Tutor and Medical Education Manager.
- Maintaining and updating the DMEs electronic calendar using the diary creatively to ensure maximum use of face to face communications. Use of electronic diary, ensuring regular meetings are planned well in advance and all papers are available in a timely manner to facilitate meetings.
Please see attached job description for more information.
Job description
Job responsibilities
Working as part of the Medical Education Department, the Medical Education Administrator will be the point of contact within the Department for visitors including Medical Students and Permanent and Non-Permanent Medical Staff. Providing a courteous and efficient service to all internal and external colleagues and visitors. Liaising effectively with internal/eternal colleagues and other parties, relaying information, managing correspondence and telephone communications in a timely and efficient way and at all times with high standards of sensitivity and confidentiality.
Respecting the confidential and sensitive nature of some communications, the post holder will maintain a professional approach when dealing with queries and requests.
Secretarial and Administrative Responsibilities
- Provision of a full secretarial and administrative support to the Director of Medical Education (DME) and Medical Education Department.
- Responsibility for the ordering of goods and equipment following authorisation from the MEM and DME, maintaining a record of orders and good in.
- Monitoring and replenishing the Departments stationery supplies, ordering stock as necessary in line with budgetary constraints.
- Take and transcribe minutes as required by the DME, Clinical Tutor and Medical Education Manager.
- Maintaining and updating the DMEs electronic calendar using the diary creatively to ensure maximum use of face to face communications. Use of electronic diary, ensuring regular meetings are planned well in advance and all papers are available in a timely manner to facilitate meetings.
Please see attached job description for more information.
Person Specification
Education and Training
Essential
- GCSEs at Grade C or above in English and Mathematics.
- NVQ Level 3 and / or RSA Level 3 typing or equivalent experience
Desirable
- Administration or secretarial qualification
- IT qualification such as ECDL
Knowledge and Skills
Essential
- Excellent communication skills both verbal and written
- Ability to plan work and multi-task.
- Advanced IT skills with a working knowledge of Microsoft Word, Excel and Outlook.
- Minute taking skills
- Ability to plan and prioritise own workload.
- Proven record of strong organisational skills including multi-tasking.
- Excellent diary management skills
Desirable
- Proven ability to interpret data/information and produce briefing papers relating to the outcomes.
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions
- Ability to produce reports from data gathered on projects
Experience
Essential
- Previous secretarial experience
- Proven experience of events and/or meeting coordinating.
Desirable
- Previous NHS secretarial experience
Personal/Physical Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Able to use initiative and take responsibility when necessary.
- Remain calm and professional in a busy and often stressful working environment.
- Able to cope with assisting in the provision of pastoral care.
- Provide feedback in a professional manner to ensure positive communication within the department
- Ability and desire to work as part of a team, providing assistance to and cover for colleagues when requested
- Able to work flexible hours within 08:00and 18:00hrs on occasions
- Moving of tables and chairs to accommodate educational meetings.
Personal Attributes
Essential
- Able to remain calm in a busy and often stressful working environment.
Person Specification
Education and Training
Essential
- GCSEs at Grade C or above in English and Mathematics.
- NVQ Level 3 and / or RSA Level 3 typing or equivalent experience
Desirable
- Administration or secretarial qualification
- IT qualification such as ECDL
Knowledge and Skills
Essential
- Excellent communication skills both verbal and written
- Ability to plan work and multi-task.
- Advanced IT skills with a working knowledge of Microsoft Word, Excel and Outlook.
- Minute taking skills
- Ability to plan and prioritise own workload.
- Proven record of strong organisational skills including multi-tasking.
- Excellent diary management skills
Desirable
- Proven ability to interpret data/information and produce briefing papers relating to the outcomes.
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions
- Ability to produce reports from data gathered on projects
Experience
Essential
- Previous secretarial experience
- Proven experience of events and/or meeting coordinating.
Desirable
- Previous NHS secretarial experience
Personal/Physical Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Able to use initiative and take responsibility when necessary.
- Remain calm and professional in a busy and often stressful working environment.
- Able to cope with assisting in the provision of pastoral care.
- Provide feedback in a professional manner to ensure positive communication within the department
- Ability and desire to work as part of a team, providing assistance to and cover for colleagues when requested
- Able to work flexible hours within 08:00and 18:00hrs on occasions
- Moving of tables and chairs to accommodate educational meetings.
Personal Attributes
Essential
- Able to remain calm in a busy and often stressful working environment.
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.
