Job summary
An exciting opportunity has arisen for conscientious, enthusiastic, and highly motivated Endoscopy Medical Education Administrator to join Gastroenterology department at Hemel Hempstead General Hospital.
The post holder will co-ordinate Endoscopy Medical Education Training Programmes and National Joint Advisory Group (JAG) Training courses for the Gastroenterology department. This will include the delivery of the Regional Academy Endoscopy training programmes, monitoring of the JETS e-portfolio system for trainees and the annual review of progress.
The post holder will work closely with the Gastroenterology consultants, Gastroenterology management team, Endoscopy booking team, nurses, their immediate colleagues, and other administrative and clinical members of the Gastroenterology service.
This post is 22.5 hours per week (3 days per week Monday, Tuesday, Friday)
Main duties of the job
The successful applicants will be providing a comprehensive and efficient Endoscopy Medical Education Administrator role in Gastroenterology service and will provide the administrative responsibility for the delivery of JAG endoscopy courses, providing support to the Endoscopy course leads, ensuring that the training and education needs of course delegates are met.
The post holder will be part of the Gastroenterology team and will provide administrative support to endoscopy postgraduate education processes, utilising administrative systems to support implementation, monitoring and maintenance of high standards of endoscopy educational practice.
The post holder will work collaboratively with the Assistant Divisional Manager, Assistant Service Manager, Gastroenterology management team, clinicians, nurses and other internal and external members.
They will need to have excellent communicational, organisational and advanced IT skills and be able to work meeting deadlines and targets.
About us
There has never been a more exciting time to join West Hertfordshire Hospitals NHS Trust! Major redevelopment works are due for completion by 2025 or soon after. These will be most dramatic at Watford General Hospital where up to 90% of buildings will be new.
There are also plans for a digital transformation, new models of care and a multi-storey car park. As well as this, the trust - which won the UK Best Employer Award (Nursing Times 2019) - is applying for teaching hospital status in recognition of its wide and well-renowned role in educating doctors, nurses, and other healthcare professionals.
We encourage and welcome people with disabilities if you need help please ask.
We reserve the right to close this advert early due to the volume of applicants. Please apply as soon as possible to avoid disappointment.
If you do not hear back within 3 weeks of your application, please assume you have been unsuccessful on this occasion.
Job description
Job responsibilities
The successful applicant will provide an efficient and comprehensive administrative service including being responsible for:
- The post holder will be responsible for updating and maintaining our trust Jets website page and scheduling courses on JETS website.
- The post holder will ensure compliance with all trust policies and procedures in relation to training programmes
- The postholder will act as the lead contact and organiser of the Endoscopy trainees endoscopy Induction programme and induction, mid term and end of placement annual reviews.
- Updating delegate and faculty status accordingly on jets website at time of courses and sending out certificates following courses.
- Assisting the training course leads and endoscopy training leads and endoscopy service manager, in the implementation of endoscopy and gastroenterology training programmes for our internal local employed doctor training rotations as well as regional trainees
- To liaise with Postgraduate Medical Education team regarding booking training room across all sites for Endoscopy training courses.
- To be involved in projects as identified by Endoscopy Training lead and Assistant Divisional Manager.
- The postholder will be responsible for organising catering for courses and ensuring appropriate for delegates and faculties dietary needs
- Help develop new ways of working to ensure efficient and effective use of resources.
- Assist with organising endoscopy training meeting, creating agenda, minutes and action plan.
- Undertakes other duties as required by the Assistant Service Manager or Assistant Divisional Manager.
- To provide training and support for existing and new team members.
- To make sure all mandatory trainings are completed within deadline.
- Ensure that services operate within the Trusts Standing Financial Instructions.
- Observe personal duty of care in relation to equipment and resources used in course of work.
- Safe use of equipment other than equipment used personally.
- Maintain stock control within department.
- Authorised to monitor and order supplies for the courses and associated education programmes.
- Raising invoices and issuing receipts where required.
- Organising catering for endoscopy courses and ensuring catering appropriate for delegates and faculties dietary requirements.
- Liaising with delegates queries, ensuring timely provision of delegates paperwork and fees
- Accounting for course fees and endoscopy training unit spend.
To act as a contact person for internal and external communication
- Required to communicate with a wide range of people with varying complex training issues, maintaining tact, diplomacy, and confidentiality.
- In partnership with the Medical Education team to ensure the delivery of the JAG endoscopy training courses by providing comprehensive administrative support.
- Assume the lead responsibility for the administration and monitoring of JAG endoscopy courses and regional academy training programmes.
- Provide and receive routine and complex information through face to face, telephone and email contact regarding educational activities and trainee difficulties.
Respond to all customer satisfaction comments and complaints and to escalate where appropriate.
- Post holder will be expected to work in in a team with others involved in education with the appropriate sharing of duties as required across the department.
- Co-ordinating faculty groups and trainers to meet on a regular basis to ensure delivery standards are maintained against the education contract.
- To circulate all meeting minutes and highlight actions required
- Foster and maintain close working links with all relevant internal and external personnel e.g. Postgraduate Medical Education team, Regional academy leadership tea
Under the guidance of the Endoscopy training leadership Team assume responsibility for the co-ordination of trainee and regional academy placements, including the provision of individual timetables, learning opportunities and assessments.
Job description
Job responsibilities
The successful applicant will provide an efficient and comprehensive administrative service including being responsible for:
- The post holder will be responsible for updating and maintaining our trust Jets website page and scheduling courses on JETS website.
- The post holder will ensure compliance with all trust policies and procedures in relation to training programmes
- The postholder will act as the lead contact and organiser of the Endoscopy trainees endoscopy Induction programme and induction, mid term and end of placement annual reviews.
- Updating delegate and faculty status accordingly on jets website at time of courses and sending out certificates following courses.
- Assisting the training course leads and endoscopy training leads and endoscopy service manager, in the implementation of endoscopy and gastroenterology training programmes for our internal local employed doctor training rotations as well as regional trainees
- To liaise with Postgraduate Medical Education team regarding booking training room across all sites for Endoscopy training courses.
- To be involved in projects as identified by Endoscopy Training lead and Assistant Divisional Manager.
- The postholder will be responsible for organising catering for courses and ensuring appropriate for delegates and faculties dietary needs
- Help develop new ways of working to ensure efficient and effective use of resources.
- Assist with organising endoscopy training meeting, creating agenda, minutes and action plan.
- Undertakes other duties as required by the Assistant Service Manager or Assistant Divisional Manager.
- To provide training and support for existing and new team members.
- To make sure all mandatory trainings are completed within deadline.
- Ensure that services operate within the Trusts Standing Financial Instructions.
- Observe personal duty of care in relation to equipment and resources used in course of work.
- Safe use of equipment other than equipment used personally.
- Maintain stock control within department.
- Authorised to monitor and order supplies for the courses and associated education programmes.
- Raising invoices and issuing receipts where required.
- Organising catering for endoscopy courses and ensuring catering appropriate for delegates and faculties dietary requirements.
- Liaising with delegates queries, ensuring timely provision of delegates paperwork and fees
- Accounting for course fees and endoscopy training unit spend.
To act as a contact person for internal and external communication
- Required to communicate with a wide range of people with varying complex training issues, maintaining tact, diplomacy, and confidentiality.
- In partnership with the Medical Education team to ensure the delivery of the JAG endoscopy training courses by providing comprehensive administrative support.
- Assume the lead responsibility for the administration and monitoring of JAG endoscopy courses and regional academy training programmes.
- Provide and receive routine and complex information through face to face, telephone and email contact regarding educational activities and trainee difficulties.
Respond to all customer satisfaction comments and complaints and to escalate where appropriate.
- Post holder will be expected to work in in a team with others involved in education with the appropriate sharing of duties as required across the department.
- Co-ordinating faculty groups and trainers to meet on a regular basis to ensure delivery standards are maintained against the education contract.
- To circulate all meeting minutes and highlight actions required
- Foster and maintain close working links with all relevant internal and external personnel e.g. Postgraduate Medical Education team, Regional academy leadership tea
Under the guidance of the Endoscopy training leadership Team assume responsibility for the co-ordination of trainee and regional academy placements, including the provision of individual timetables, learning opportunities and assessments.
Person Specification
Your application will be scored against the Job Description
Essential
- Score 0 = does not meet the person specification, 1 = reserved meets some person specification requirements, 2 = Meets all person specification requirements.
Person Specification
Your application will be scored against the Job Description
Essential
- Score 0 = does not meet the person specification, 1 = reserved meets some person specification requirements, 2 = Meets all person specification requirements.
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).
