Devon Partnership NHS Trust is looking to recruit a Band 4 Medical Education Administrator to join our small but busy Medical Education Team based in Wonford House, Exeter.
This is a permanent full time post of 37.5 hours per week, however less than full time, part time/ job share will be considered. Please state in your application.
Main duties of the job
The ideal candidate will have the ability to work as part of a team to deliver high quality administrative support to the medical education team, senior managers and clinicians. They need to be able to multi-task effectively, working on multiple work streams simultaneously.
This role will require the person to have excellent organisational skills and problem-solving skills, and the ability to work independently with initiative to manage their own workload, and to have working knowledge of MS office packages such as Word, Excel, Teams and Outlook, alongside excellent communication skills both written, face-to-face and over the telephone.
The Medical Education departments scope covers undergraduate medical students and postgraduate resident doctors. You will liaise with a variety of stakeholders including Devon Partnership Trust colleagues, NHSE, University of Exeter, Peninsula Medical School and local acute trusts.
For more information or an informal discussion about the role prior to applying, please contact:
Louise Downes Medical Education Manager
E-mail: louise.downes3@nhs.net
About us
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job responsibilities
Tobe responsible for providing a comprehensive administrative support service tothe medical education team, senior managers and clinicians. The post holder will be expected to exercisepersonal initiative and independent judgement in an efficient manner within thescope of broad procedural guidelines and processes.
Duties and Responsibilities
Communication andWorking Relationship Skills
* Communicate complex, sensitive and confidentialinformation to individuals or groups within the organisation and individualsor groups external to the organisation.
* To be an integral link and point of contact forstaff at all levels internal and external, NHS and outside organisationsacross the whole health economy locally and nationally.
* To work as part of a team, liaising and supportingthe Directors of Medical Education (DME), Medical Education Co-ordinator, thewider Medical Education team and Medical School colleagues.
Analytical andJudgemental Skills
* To manage and prioritise incoming communicationsrelating to multiple workstreams via generic and own outlook inboxes andteams channels/ messages using own judgement and actioning or distributingaccordingly.
* To manage own workload and meet deadlines,collating data and maintaining standards relating to administrativeprocesses.
Planning andOrganisational Skills
* Administrativeduties involved in placing medical students into services across Devon from 2medical schools and related to education of postgraduate resident doctors.
* Toarrange both internal and external meetings and appointments e.g. budgetmeetings, medical education meetings, undergraduate junior doctor sessions,medical school and trust meetings producing minutes, agendas and otherassociated documentation and distribution.
* Organisecontributors for taught sessions such as medical student special study units,one off lectures, as well as liaising with teaching providers and producingassociated documentation e.g. letters and certificates.
* Organiseconferences and events as and when necessary, such as supervisors trainingdays, Medical Advisory Committee, MRCPsych modules.
* Administrationrelated to experiences of working in mental health services such as workexperience or medical electives.
* Tocontribute to the study leave coordination including accurate record keepingand liaison between NHSE and DPT finance.
* To helpfacilitate the induction days for doctors in training.
* Maintainand co-ordinate diary and room booking schedules.
* Plansand organises, including updating and storage of electronic and hard copyfiles.
* Plansown workload to ensure that weekly, monthly, quarterly and annual tasks aremet.
* Todevelop agendas and take formal minutes, distributing within a settimeframes.
Responsibilityfor Patient/Client Care, Treatment and Therapy
* May have incidental contact with patients in thecourse of normal day to day duties.
Responsibility forPolicy and Service Development Implementation
* The post holder may be asked to contribute toaudit or research projects within the service.
* Implements administrative policies.
* Adheres to all Trust and departmental policiesand procedures relating to their role.
Responsibility forFinance, Equipment and Other Resources
* The post holder will hold responsibility forauthorising stationery and other necessary items via Agresso.
* Maintain and monitor accurate records in relationto expenditure from the Medical Education budget, recording onspreadsheets.
* Maintain a record of expenditure for the purchasecard, recording on a spreadsheet and returning records monthly to the financedepartment.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
* May be involved with therecruitment of new staff within the team.
Responsibility for InformationResources and Administrative Duties
* Utilise informationtechnology to create graphs, charts, presentations and posters.
* Type confidentialletters, correspondence and reports as required.
* Maintain efficientand effective filing systems primarily on shared drives.
* Take and distributeformal minutes and produce agendas.
* To be responsiblefor creating, maintaining, logging and updating both electronic and paperrecords.
* Adherence toinformation governance standards.
Responsibility for Research and Development
* Contribute toaudit and research projects within the remit of the job role.
Freedom to Act
* The post holder will be expected to work without direct supervision andmanage their own workload. Accountablefor own actions, a manager is available for reference.
Any Other SpecificTasks Required
* To providecover for colleagues, as when and from a different base as required.
Person Specification
Qualifications
* Level 4 Diploma in Business Administration or equivalent qualification or experience.
* GCSE Grade C or above (or equivalent) in English Language & Mathematics
* ICDL (International Computer Driving License), or equivalent experience.
Experience
* Administrative experience in a social/health care setting or educational setting
* Experience of general office routine and filing systems
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