Job summary
The Barts Health Education Academy is looking for a committed individual to join the Team as a Medical and Dental Education Programmes and Reception Administrator.
Main duties of the job
Working with the Medical Education Team (and Centres Team) to ensure the proficient and professional running of all Inductions and training programmes as delivered via the Medical Education Team, administer the Study Leave Process and to work flexibly to provide administration and reception support across any of the education centres as required.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Job description
Job responsibilities
The post holder is responsible for delivering the following key result areas:
- Coordinate the organisation of medical and dental education events primarily our extensive induction programmes and be a key point of contact on the day
- Coordinate the organisation of training programmes including liaising with the relevant trainer, booking rooms, and preparing materials
- Prepare and provide materials required for medical and dental education events, including programmes, handouts, visual aids, registers and certificates as required
- Administer the study leave process for doctors and consultants
- Notify managers and delegates of programme joining instructions and advise of any changes to programmes as necessary
- Assist the Medical Education Team with administrative duties where required
- Assist trainers and education academy staff with general administration support as and when necessary
- Provide technical support within the Education Academy centres including setting up data projectors and laptops, uploading power point presentations, setting up video conferencing facilities and video cameras to film events or training sessions. Trouble shoot and problem solve when equipment does not respond to normal instructions
- To ensure trainers and induction leads are aware of how to use audio visual and VC equipment and alert them to any health and safety issues
- To prepare training rooms and training equipment as required including moving tables and chairs where necessary
- Liaise with external training providers, other course directors and arrange training programmes as necessary or as directed by the centre co-ordinator
- Assist in the administration of e-learning programmes available via the Education Academy, liaising with the lead for e-learning to ensure professional delivery
- Provide administration support for the management of study leave applications as directed by the centre Co-Ordinator
- Use and update centre databases or systems as necessary as directed by the centre Co-Ordinator
- Offer support and guidance to Trust staff when using systems to book onto courses as required
- Provide an efficient and courteous reception service for the Education Academy dealing with visitors and telephone enquiries and accurately recording and communicating all messages received
- To be responsible for monitoring the lending of equipment from the Education Academy
- Maintain the education centre ensuring it is kept in good order and any faults are reported promptly
- Process incoming and outgoing correspondence in a timely manner
- Ensure the premises and equipment within the Education Academy is kept secure at all times
Induction Administration
- Support the Centre Co-ordinator, where appropriate and as directed, in the delivery of the Corporate and Clinical Induction weekly.
- Support the Medical Education Team on the delivery of Doctors Inductions, Consultant Inductions and other programmes as required
Information Management
- Maintain Learning Management System (LMS) databases, including:
- Inputting application forms
- Inputting attendance records
- Updating new and existing learning activities
- Maintain accurate records of learning and development activity, and provide reports as required including details regarding a shortage of places on courses, number of delegates on waiting lists and courses for which there are a low level of bookings
- Coordinate the monitoring of the effectiveness of inductions and training activities by collating results from evaluation forms
- Produce reports regarding monthly DNAs (do not attend) and liaise with relevant line managers and finance as necessary to implement cross charging
- Prepare and send out invoices where charges are applicable
- Update the intranet with details of new programmes or changes to existing one
Educational and Professional Development
- Provide advice to staff regarding the suitability of courses and course content and assist staff to use the course booking system
- Promote the work of the Education Academy displaying a positive and professional approach at all times.
For further details / informal visits contact:
If you wish to discuss the post further, please contact Graham Blackwell, Head of Operations via email: Graham.Blackwell@nhs.net
Job description
Job responsibilities
The post holder is responsible for delivering the following key result areas:
- Coordinate the organisation of medical and dental education events primarily our extensive induction programmes and be a key point of contact on the day
- Coordinate the organisation of training programmes including liaising with the relevant trainer, booking rooms, and preparing materials
- Prepare and provide materials required for medical and dental education events, including programmes, handouts, visual aids, registers and certificates as required
- Administer the study leave process for doctors and consultants
- Notify managers and delegates of programme joining instructions and advise of any changes to programmes as necessary
- Assist the Medical Education Team with administrative duties where required
- Assist trainers and education academy staff with general administration support as and when necessary
- Provide technical support within the Education Academy centres including setting up data projectors and laptops, uploading power point presentations, setting up video conferencing facilities and video cameras to film events or training sessions. Trouble shoot and problem solve when equipment does not respond to normal instructions
- To ensure trainers and induction leads are aware of how to use audio visual and VC equipment and alert them to any health and safety issues
- To prepare training rooms and training equipment as required including moving tables and chairs where necessary
- Liaise with external training providers, other course directors and arrange training programmes as necessary or as directed by the centre co-ordinator
- Assist in the administration of e-learning programmes available via the Education Academy, liaising with the lead for e-learning to ensure professional delivery
- Provide administration support for the management of study leave applications as directed by the centre Co-Ordinator
- Use and update centre databases or systems as necessary as directed by the centre Co-Ordinator
- Offer support and guidance to Trust staff when using systems to book onto courses as required
- Provide an efficient and courteous reception service for the Education Academy dealing with visitors and telephone enquiries and accurately recording and communicating all messages received
- To be responsible for monitoring the lending of equipment from the Education Academy
- Maintain the education centre ensuring it is kept in good order and any faults are reported promptly
- Process incoming and outgoing correspondence in a timely manner
- Ensure the premises and equipment within the Education Academy is kept secure at all times
Induction Administration
- Support the Centre Co-ordinator, where appropriate and as directed, in the delivery of the Corporate and Clinical Induction weekly.
- Support the Medical Education Team on the delivery of Doctors Inductions, Consultant Inductions and other programmes as required
Information Management
- Maintain Learning Management System (LMS) databases, including:
- Inputting application forms
- Inputting attendance records
- Updating new and existing learning activities
- Maintain accurate records of learning and development activity, and provide reports as required including details regarding a shortage of places on courses, number of delegates on waiting lists and courses for which there are a low level of bookings
- Coordinate the monitoring of the effectiveness of inductions and training activities by collating results from evaluation forms
- Produce reports regarding monthly DNAs (do not attend) and liaise with relevant line managers and finance as necessary to implement cross charging
- Prepare and send out invoices where charges are applicable
- Update the intranet with details of new programmes or changes to existing one
Educational and Professional Development
- Provide advice to staff regarding the suitability of courses and course content and assist staff to use the course booking system
- Promote the work of the Education Academy displaying a positive and professional approach at all times.
For further details / informal visits contact:
If you wish to discuss the post further, please contact Graham Blackwell, Head of Operations via email: Graham.Blackwell@nhs.net
Person Specification
Qualifications
Essential
- GCSE English and Maths (A-C grade) or equivalent
- Educated to A-level, NVQ Level 3 or equivalent standard.
- Qualification in HR and/or L&D (NVQ3 or equivalent)
Experience
Essential
- At least 12 months experience working within a busy administrative position and customer related environment.
- Experience of setting up and maintaining IT equipment.
- Experience of using a database or booking system.
Knowledge
Essential
- To positively promote learning and development and continuing education for all.
Skills
Essential
- Able to work effectively within a team
- Able to stay calm under pressure
- Able to effectively organise own work and time
- Competent at using MS Office and database applications.
- Able to deliver a high level of customer service.
- Ability to supervise and assist in the development of more junior colleagues within the team.
Other
Essential
- To welcome diversity and promote equality and diversity.
- To have an interest in Human Resources, particularly Learning and Development.
- To work flexibly and use initiative in line with priorities and as per the needs of the service.
- Sufficient to perform the duties of the post with any aids and adaptions.
Person Specification
Qualifications
Essential
- GCSE English and Maths (A-C grade) or equivalent
- Educated to A-level, NVQ Level 3 or equivalent standard.
- Qualification in HR and/or L&D (NVQ3 or equivalent)
Experience
Essential
- At least 12 months experience working within a busy administrative position and customer related environment.
- Experience of setting up and maintaining IT equipment.
- Experience of using a database or booking system.
Knowledge
Essential
- To positively promote learning and development and continuing education for all.
Skills
Essential
- Able to work effectively within a team
- Able to stay calm under pressure
- Able to effectively organise own work and time
- Competent at using MS Office and database applications.
- Able to deliver a high level of customer service.
- Ability to supervise and assist in the development of more junior colleagues within the team.
Other
Essential
- To welcome diversity and promote equality and diversity.
- To have an interest in Human Resources, particularly Learning and Development.
- To work flexibly and use initiative in line with priorities and as per the needs of the service.
- Sufficient to perform the duties of the post with any aids and adaptions.
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.
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
