Job summary
An exciting opportunity has arisen for a part time Administrative Assistant to join the Clinical Skills and Simulation Team. We are part of Medical Education and Staff Development Team. We are looking for a hard working, self motivated, enthusiastic Administrative Assistant to help ensure the smooth running of the department. The role of the administrative assistant is required to provide comprehensive administrative support to the running of the Clinical Skills Team ensuring the office is managed efficiently and effectively.
The post holder will be skilled in the use of Office 365. They will support the team by undertaking tasks to include ; booking of courses, minute taking, typing of course materials, feedback.; booking of meetings, room booking and being in charge of the Team email inbox.
The post holder needs to have excellent communication skillsbe professional and able to interact appropriately and effectively with all levels of staff, ensuring a high level of confidentiality is maintained at all times.
Main duties of the job
To provide administrative support to the Clinical Skills Team. We are looking for a hardworking, self-motivated, enthusiastic Administrative Assistant to help ensure the smooth running of the department. The role of the administrative assistant is required to provide comprehensive administrative support to the running of the Clinical Skills Team ensuring the office is managed efficiently and effectively.
To provide a first point of contact for all professional groups to
ensure efficient co-ordination of booking arrangements for the
most efficient and effective use of the training centers.
Manage and co-ordinate learning events i.e. scheduling training
dates in advance, pre-booking trainers, training venues, courses
and conferences and liaising with external and internal training
providers.
To ensure that the administrative systems within the team are
operationally effective advising any concerns to the Senior Clinical
Skills facilitators
About us
Kettering General NHS Foundation Trust and Northampton General Hospital NHS Trust are both part of the University Hospitals of Northamptonshire NHS Group. Both hospitals are separate hospitals/employers with hospital board and leadership. We share a group executive team leading on a shared vision, mission, priorities, strategies and Dedicated to Excellence Values.
Please visit the following websites for more information about working for us:
- Kettering General Hospital NHS Foundation Trust
- Best of Both Worlds Northamptonshire
- University Hospitals Northamptonshire NHS Group
Job description
Job responsibilities
- Provide administrative support for the Clinical Skills and Simulation Team in delivery of education.
- Duties include: -
- First line of contact for Clinical Skills Team (CST), dealing with all enquirers relating to Clinical Skills & Simulation
- Monitoring and answering the CST emails and calls to the office
- Room bookings for the CS Lab & Simulation Suite using Bookwise
- Maintaining CS calendar and sending out invites for all sessions booked for CS teaching & Simulation sessions.
- Maintaining attendance Registers create feedback events for each session, email summaries to faculty and then save feedback & registers and produce certificates.
- Assist with planning, organising of medical student teaching programme for every block.
- Confirm faculty for teaching sessions.
- To be able to work autonomously to maintain up to date accurate statistical data.
- Assist in the development of new audit cycles as part of KGH clinical governance to ensure all data is robust and comprehensive. To deal with correspondence, telephone calls and direct contacts
- including face to face with internal and external agencies in an
- appropriate and professional manner, using judgement and
- discretion where necessary and referring complex matters to
- relevant senior members of staff.
- Printing and preparing hand-outs needed for student clinical teaching sessions.
- Liaise with Medical Education co-ordinators for updates on students.
- Maintain database spreadsheet for cancelled sessions.
- Liaising with cashiers regarding payments for paid courses
- Ordering of course materials To attend team meetings as required and be an active participant in team meetings, including taking minutes, transcribing minutes, maintaining and monitoring action trackers and ensuring circulation in a timely manner.
- Manage and co-ordinate learning events i.e. scheduling training
- dates in advance, pre-booking trainers, training venues, courses
and conferences and liaising with external and internal training.
providers.
- Maintain the notice boards.
- Assist with in production of flyers/poster for departmental courses.
- Assist Simulation Lead with administration work relating to simulation.
- Raising of purchase orders required for service delivery.
Ordering of stationary, service uniform and other commodities- as directed.
All other administrative tasks in support of the CST services dept.
- Adhere to all organisational policies and Operating Procedures.
- Actively participate in ensuring that new colleagues to the team
have the necessary skills and knowledge to undertake administrative duties as part of their role.
Job description
Job responsibilities
- Provide administrative support for the Clinical Skills and Simulation Team in delivery of education.
- Duties include: -
- First line of contact for Clinical Skills Team (CST), dealing with all enquirers relating to Clinical Skills & Simulation
- Monitoring and answering the CST emails and calls to the office
- Room bookings for the CS Lab & Simulation Suite using Bookwise
- Maintaining CS calendar and sending out invites for all sessions booked for CS teaching & Simulation sessions.
- Maintaining attendance Registers create feedback events for each session, email summaries to faculty and then save feedback & registers and produce certificates.
- Assist with planning, organising of medical student teaching programme for every block.
- Confirm faculty for teaching sessions.
- To be able to work autonomously to maintain up to date accurate statistical data.
- Assist in the development of new audit cycles as part of KGH clinical governance to ensure all data is robust and comprehensive. To deal with correspondence, telephone calls and direct contacts
- including face to face with internal and external agencies in an
- appropriate and professional manner, using judgement and
- discretion where necessary and referring complex matters to
- relevant senior members of staff.
- Printing and preparing hand-outs needed for student clinical teaching sessions.
- Liaise with Medical Education co-ordinators for updates on students.
- Maintain database spreadsheet for cancelled sessions.
- Liaising with cashiers regarding payments for paid courses
- Ordering of course materials To attend team meetings as required and be an active participant in team meetings, including taking minutes, transcribing minutes, maintaining and monitoring action trackers and ensuring circulation in a timely manner.
- Manage and co-ordinate learning events i.e. scheduling training
- dates in advance, pre-booking trainers, training venues, courses
and conferences and liaising with external and internal training.
providers.
- Maintain the notice boards.
- Assist with in production of flyers/poster for departmental courses.
- Assist Simulation Lead with administration work relating to simulation.
- Raising of purchase orders required for service delivery.
Ordering of stationary, service uniform and other commodities- as directed.
All other administrative tasks in support of the CST services dept.
- Adhere to all organisational policies and Operating Procedures.
- Actively participate in ensuring that new colleagues to the team
have the necessary skills and knowledge to undertake administrative duties as part of their role.
Person Specification
Knowledge/Experience
Essential
- Use of various computer software/microsoft office
- Minimum of 2 years experience
- Experience of office/admin systems
- Excellent customer care, good communication and listening skills i.e. face to face, email and on the phone
Desirable
- Demonstrable experience of multi diary management
- Understanding of confidentiality and the importance of maintaining confidentiality
- Good organisational skills
- Minimum 3 years administrative experience
- Proven analytical skills and the ability to work through problems to a resolution
Qualifications
Essential
- Educated to GCE/GCSE standard
- NVQ Level 2/ apprenticeship in Administration or equivalent experience
- IT course or similiar
Desirable
- Demonstrates a commitment to further learning and personal development
Person Specification
Knowledge/Experience
Essential
- Use of various computer software/microsoft office
- Minimum of 2 years experience
- Experience of office/admin systems
- Excellent customer care, good communication and listening skills i.e. face to face, email and on the phone
Desirable
- Demonstrable experience of multi diary management
- Understanding of confidentiality and the importance of maintaining confidentiality
- Good organisational skills
- Minimum 3 years administrative experience
- Proven analytical skills and the ability to work through problems to a resolution
Qualifications
Essential
- Educated to GCE/GCSE standard
- NVQ Level 2/ apprenticeship in Administration or equivalent experience
- IT course or similiar
Desirable
- Demonstrates a commitment to further learning and personal development
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).
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).
