Job summary
An opportunity has arisen for a Medical Education Administrator to support the Medical Education Team. The successful applicant will be covering maternity leave for a 12 month fixed term contract. You will play an important role in providing an efficient and comprehensive admin and clerical service and in particular will be responsible for coordinating and facilitating the GPST teaching programme as well as a range of office duties such as reception, general office duties, and maintaining an electronic room booking system.
The post-holder must have an ability to work using their own initiative as well as part of a team and have a commitment to providing a quality administrative service. The post-holder will be expected to have a strong eye for attention to detail and a flexible attitude. Effective communication is essential. The post-holder should be proficient in the use of Microsoft Office, MS Teams (and other virtual learning platforms) and have the ability to prioritise and meet deadlines with good organisational and time management skills. They will also be expected to assist with the setting up and maintenance of IT/AV equipment and the moving of furniture in the meeting rooms.
If you are a motivated team player with the ability to manage multiple priorities and would like to be part of a busy and friendly team, we would love to hear from you.
Main duties of the job
To provide comprehensive and effective management, co-operation and administrative support for the training, education and development of the Luton General Practice Training Scheme (GPST), ensuring that GP specialty trainees comply with the scheme requirements.
To be part of the Medical Education administrative team providing support and assistance with the activities of the department in particular the centralised room booking system. This role involves liaising and establishing strong communication links with various levels of staff across the Trust to ensure the smooth and efficient running of the Medical Education Department within the Centre of Multi-Professional Education and Training (COMET).
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Job description
Job responsibilities
Teaching
- liaise with the Training Programme Directors (TPDs) to prepare teaching timetables, educational content, speakers, facilitators, simulated patients, etc.
- assist with the set up and delivery of the GPST teaching programme ensuring appropriate media, IT and AV equipment available and in working order
- monitor and record trainee and trainer attendance, creation and recording of feedback forms and poll
Rotations
- Assist the Senior GST Administrator with the organisation and administration associated with trainee rotations, i.e. December and April.
Finance
- Assist the TPDs with budgeting, projecting and financial reporting
Managing Programmes & Data
- Update and maintain the training programme rota, including updating trainee placements, both in primary and secondary care, in the Trainee Information System (TIS) and the FourteenFish portfolio
General
- Manage the Luton GP Trainees Shared Drive & Luton Educators Shared Drive on the Luton GPST OneDrive account enabling the sharing of relevant documentation and information with trainees and educators, e.g. speaker presentations, FAQs, HEE guidance etc.
- Manage the Luton GPTS email account by responding to all emails and passing them onto the relevant party as required
Job description
Job responsibilities
Teaching
- liaise with the Training Programme Directors (TPDs) to prepare teaching timetables, educational content, speakers, facilitators, simulated patients, etc.
- assist with the set up and delivery of the GPST teaching programme ensuring appropriate media, IT and AV equipment available and in working order
- monitor and record trainee and trainer attendance, creation and recording of feedback forms and poll
Rotations
- Assist the Senior GST Administrator with the organisation and administration associated with trainee rotations, i.e. December and April.
Finance
- Assist the TPDs with budgeting, projecting and financial reporting
Managing Programmes & Data
- Update and maintain the training programme rota, including updating trainee placements, both in primary and secondary care, in the Trainee Information System (TIS) and the FourteenFish portfolio
General
- Manage the Luton GP Trainees Shared Drive & Luton Educators Shared Drive on the Luton GPST OneDrive account enabling the sharing of relevant documentation and information with trainees and educators, e.g. speaker presentations, FAQs, HEE guidance etc.
- Manage the Luton GPTS email account by responding to all emails and passing them onto the relevant party as required
Person Specification
Qualifications
Essential
- A level standard or equivalent experience
Desirable
- Degree level or equivalent experience
Knowledge, Training and Experience
Essential
- Experience of working in an office environment within the NHS
- Knowledge of NHS Terms and Conditions of Service
- Understanding of the need of confidentiality awareness at all times
Desirable
- Medical Education and/or Medical Staffing experience
- Medical knowledge and terminology
Communication and Relationship Skills
Essential
- Effective verbal and written communication and negotiation skills
- Ability to build strong working relationships and communicate at all levels both within and outside of the organisation
- Ability to communicate effectively in sensitive situations
Skills
Essential
- Good IT skills and strong working knowledge of Microsoft Office, particularly Word, Excel, Access and Powerpoint
- Minute taking skills
- High level administrative and secretarial skills
- Advanced planning and organisational skills with the ability to prioritise, manage workload and meet deadlines
- Ability to problem solve
- Ability to work with interruptions
Desirable
Personal Characteristics and Relationship Skills
Essential
- Proactive and takes responsibility
- Effective interpersonal skills
- Ability to work on own initiative and without direct supervision
- Ability to work as part of an established team
- Friendly and approachable
- Attention to detail
Person Specification
Qualifications
Essential
- A level standard or equivalent experience
Desirable
- Degree level or equivalent experience
Knowledge, Training and Experience
Essential
- Experience of working in an office environment within the NHS
- Knowledge of NHS Terms and Conditions of Service
- Understanding of the need of confidentiality awareness at all times
Desirable
- Medical Education and/or Medical Staffing experience
- Medical knowledge and terminology
Communication and Relationship Skills
Essential
- Effective verbal and written communication and negotiation skills
- Ability to build strong working relationships and communicate at all levels both within and outside of the organisation
- Ability to communicate effectively in sensitive situations
Skills
Essential
- Good IT skills and strong working knowledge of Microsoft Office, particularly Word, Excel, Access and Powerpoint
- Minute taking skills
- High level administrative and secretarial skills
- Advanced planning and organisational skills with the ability to prioritise, manage workload and meet deadlines
- Ability to problem solve
- Ability to work with interruptions
Desirable
Personal Characteristics and Relationship Skills
Essential
- Proactive and takes responsibility
- Effective interpersonal skills
- Ability to work on own initiative and without direct supervision
- Ability to work as part of an established team
- Friendly and approachable
- Attention to detail
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).
