Job summary
An exciting opportunity has arisen within the Integrated Education Service at East Sussex Healthcare NHS Trust for a role as Simulationand Human Factors Administrator. This role will be key to provide comprehensive and high-level administrative support to the developmentof Simulation and Human Factors within the Integrated Education Service.The specific administrative duties will include ensuring effective use of simulation resources to include management of the simulations centres,liaison with candidates and trainers, faculty members, minute taker for the revised Simulation and Human Factors Faculty.The post holder will report to the Simulation and Human Factors Manager, and will have a cross site base.
Main duties of the job
The post holder will provide a full range of administrative duties to support Human Factors and Simulation working closely with other IE Administration Colleagues, Service Managers and Workforce informatics team etc.
To provide secretariat/administrative support to the Simulation and Human Factors Manager.
To be responsible for specific simulation/human factors training courses
To help maintain services's database
To develop and maintain an efficient customer service focus that will support the busy demands of this new service
To assist with mobilisation working with the IE Simulation and Human Factors Technician
They will provide the administrative support both on the development of internal and external training function including the development of a full and comprehensible Human Factors and Simulation programme ,managing and prioritising the work of the Simulation and Human Factors Service, their own workload and co-ordinating their own diary
About us
We are proud to provide 'Outstanding' care and be a great place to work
We provide safe, compassionate and high quality care to half a million people living or visiting East Sussex. We are one of the largest organisations in East Sussex, the only integrated provider of acute and community care in Sussex. Our extensive services are provided by 7000 + members of staff working from acute hospitals in Hastings and Eastbourne, three community hospitals in Bexhill, Rye and Uckfield, over 100 community sites and in people's own homes.
In 2020 the Care Quality Commission rated us as 'Good' overall, and 'Outstanding' for being caring and effective. The Conquest Hospital and our Community Services are rated 'Outstanding'. Eastbourne DGH rated 'Good'.In 2020, the Trust launched its ambitious 'Building for our Future' programme. This once in a lifetime programme aims to repair, redevelop and expand our hospitals, transforming the environment in which we provide care for generations to come.
Job description
Job responsibilities
Main Administrative Duties
- To be the first point of call for visitors attending the Simulation centre and deal with their enquiries, i.e. tutors and/or candidates, directing them to relevant course and assisting with their requirements regarding room allocation and facilities needed on day in accordance with programme.
- Managing diary conflicts and agree diary appointments and scheduling meetings to ensure the most effective use of the Human Factors /Simulation Team and Simulation Faculty Members time in relation to the Trusts activities and priorities.
- To open mail/e-mail communication and action as appropriate.
- To be prompt, efficient and courteous in dealing with telephone enquiries and to deal with them accordingly.
- To behave in a professional manner during patient contact from time to time, dealing with them patiently and sensitively and maintaining confidentiality at all times.
- To assist the Foundation Training Programme Directors, Resuscitation Service; Education/Simulation Fellowes, Simulation and Human Factors Manager during foundation doctors training sessions generally and be responsible for collating attendance registers and evaluation forms and assist with answering the trainee doctors bleeps.
- To assist during training courses, i.e. providing teaching materials when necessary and support/assistance regarding power-point presentations and practical sessions.
- To take bookings from internal and external candidates and make decisions in discussion with the Simulation and Human Factors Manager regarding candidates suitability to attend such courses and to advise regarding Trust policies and service regulations for such.
- To be responsible for data input re the service attendance records and booking registers and maintaining course information, safekeeping of course registers, evaluation forms and course content information.
- Use proven level of IT skills to produce quality documentation to support the work of the team using appropriate Microsoft software and adopting the Trusts corporate standards and style.
- Work closely with other administration colleagues and the IE Education Administration Assistant in ensuring that Training Rooms are appropriately prepared for training/education session in advance of the event.
- Responsible for being customer focused and present a positive can do attitude to colleagues and visitors to the department resolving straightforward issues and complaints as they present escalating to the education development and governance team when appropriate.
- Produce a high standard of word -processed documents including formal notes to produce service specific and corporate HR records which maybe utilised at a later date.
- Manage an effective bring forward system to provide documents in a timely fashion for forthcoming meetings.
- To develop and manage working with administrative colleagues an effective electronic filing system to support the development of the service to ensure that data and information is collated, stored and made available to support educational governance.
- .Maintain effective relationships with colleagues at all levels within the organisation and with relevant individuals across the NHS and partner organisations. .
- Undertake photocopying and other office duties as required
- Provide cover as required in the absence of other support office staff.
- Ensure that confidentiality and security of information is maintained at all times using the appropriate guidance/methods.
- Contributes to the development and marketing of the use of the Simulation Facility across the Trust in collaboration with the Human Factors and Simulation Technician.
- Contributes to the development and marketing of the use of the Simulation Faculties across the Trust To assist in the planning, organisation and implementation of simulation education programmes using high fidelity simulators and other relevant equipment.
- The post holder will be expected to communicate closely with staff at all levels throughout the organisation and external agencies and with patients, visitors and the general public.
- Develop a log of all simulation/clinical skills equipment.
- Assist in the development of information resources including training programmes and related information.
- Maintain accurate records and feedback on all simulation events and compile reports for the Clinical Simulation Lead.
- Support the administration of the audit of simulation courses and collate feedback to continuously improve simulation delivery.
- Provide secretariat support to the Human Factors and Simulation Faculty and support other meetings as appropriate.
Job description
Job responsibilities
Main Administrative Duties
- To be the first point of call for visitors attending the Simulation centre and deal with their enquiries, i.e. tutors and/or candidates, directing them to relevant course and assisting with their requirements regarding room allocation and facilities needed on day in accordance with programme.
- Managing diary conflicts and agree diary appointments and scheduling meetings to ensure the most effective use of the Human Factors /Simulation Team and Simulation Faculty Members time in relation to the Trusts activities and priorities.
- To open mail/e-mail communication and action as appropriate.
- To be prompt, efficient and courteous in dealing with telephone enquiries and to deal with them accordingly.
- To behave in a professional manner during patient contact from time to time, dealing with them patiently and sensitively and maintaining confidentiality at all times.
- To assist the Foundation Training Programme Directors, Resuscitation Service; Education/Simulation Fellowes, Simulation and Human Factors Manager during foundation doctors training sessions generally and be responsible for collating attendance registers and evaluation forms and assist with answering the trainee doctors bleeps.
- To assist during training courses, i.e. providing teaching materials when necessary and support/assistance regarding power-point presentations and practical sessions.
- To take bookings from internal and external candidates and make decisions in discussion with the Simulation and Human Factors Manager regarding candidates suitability to attend such courses and to advise regarding Trust policies and service regulations for such.
- To be responsible for data input re the service attendance records and booking registers and maintaining course information, safekeeping of course registers, evaluation forms and course content information.
- Use proven level of IT skills to produce quality documentation to support the work of the team using appropriate Microsoft software and adopting the Trusts corporate standards and style.
- Work closely with other administration colleagues and the IE Education Administration Assistant in ensuring that Training Rooms are appropriately prepared for training/education session in advance of the event.
- Responsible for being customer focused and present a positive can do attitude to colleagues and visitors to the department resolving straightforward issues and complaints as they present escalating to the education development and governance team when appropriate.
- Produce a high standard of word -processed documents including formal notes to produce service specific and corporate HR records which maybe utilised at a later date.
- Manage an effective bring forward system to provide documents in a timely fashion for forthcoming meetings.
- To develop and manage working with administrative colleagues an effective electronic filing system to support the development of the service to ensure that data and information is collated, stored and made available to support educational governance.
- .Maintain effective relationships with colleagues at all levels within the organisation and with relevant individuals across the NHS and partner organisations. .
- Undertake photocopying and other office duties as required
- Provide cover as required in the absence of other support office staff.
- Ensure that confidentiality and security of information is maintained at all times using the appropriate guidance/methods.
- Contributes to the development and marketing of the use of the Simulation Facility across the Trust in collaboration with the Human Factors and Simulation Technician.
- Contributes to the development and marketing of the use of the Simulation Faculties across the Trust To assist in the planning, organisation and implementation of simulation education programmes using high fidelity simulators and other relevant equipment.
- The post holder will be expected to communicate closely with staff at all levels throughout the organisation and external agencies and with patients, visitors and the general public.
- Develop a log of all simulation/clinical skills equipment.
- Assist in the development of information resources including training programmes and related information.
- Maintain accurate records and feedback on all simulation events and compile reports for the Clinical Simulation Lead.
- Support the administration of the audit of simulation courses and collate feedback to continuously improve simulation delivery.
- Provide secretariat support to the Human Factors and Simulation Faculty and support other meetings as appropriate.
Person Specification
Qualifications
Essential
- Has undertaken and or completed level 2/3 apprenticeship or be willing to undertake
- Suitable experience in a healthcare educational setting
- Higher Education qualification (i.e. 'A' Level/NVQ 3) or equivalent previous experience in an Administration role
Desirable
- Knowledge of administrating in Human Factors and Simulation
- Administration qualifications to Level 2/3 outside of the NHS
Experience
Essential
- Able to communicate with staff across all levels of the organization
- Able to work as part of a team
- Has experienced of working within a team environment
- Able to work under limited supervision
- Understanding of the need for confidentiality
- Customer focused approach
- Excellent telephone manner
- Professional approach
- Attention to detail and produce accurate work
Skills/Knowledge/Abilities
Essential
- Ability to plan and co-ordinate a varied workload, including tasks with varying deadlines with frequent interruptions
- Ability to deal with sensitive issues
- Able to work effectively within a team environment
- Ability to work effectively under pressure/with distractions
- Able to input data, navigate and interpret learning management systems and manipulate data
- Knowledge of Educational Governance systems
Person Specification
Qualifications
Essential
- Has undertaken and or completed level 2/3 apprenticeship or be willing to undertake
- Suitable experience in a healthcare educational setting
- Higher Education qualification (i.e. 'A' Level/NVQ 3) or equivalent previous experience in an Administration role
Desirable
- Knowledge of administrating in Human Factors and Simulation
- Administration qualifications to Level 2/3 outside of the NHS
Experience
Essential
- Able to communicate with staff across all levels of the organization
- Able to work as part of a team
- Has experienced of working within a team environment
- Able to work under limited supervision
- Understanding of the need for confidentiality
- Customer focused approach
- Excellent telephone manner
- Professional approach
- Attention to detail and produce accurate work
Skills/Knowledge/Abilities
Essential
- Ability to plan and co-ordinate a varied workload, including tasks with varying deadlines with frequent interruptions
- Ability to deal with sensitive issues
- Able to work effectively within a team environment
- Ability to work effectively under pressure/with distractions
- Able to input data, navigate and interpret learning management systems and manipulate data
- Knowledge of Educational Governance systems
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).
