Job overview
An opportunity has arisen for a Medical Education Administrator to support the Medical Education Team. 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 Simulation programme, the SAS Doctors programme and Study Leave 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 SAS doctors, the Simulation programme and to support the management and delivery of Study Leave for postgraduate medical and dental faculty.
To support the Deputy Medical Education Manager – Operational to ensure that the standards and objectives of the educational agreement between the Trust and Health Education East of England Multi-Professional Deanery are met.
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).
Working for our organisation
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. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
SAS
To provide support and advice to the SAS Tutor involved in the management and delivery of postgraduate medical and dental education.
To provide full administrative and secretarial support to the SAS Tutor and committee, ensuring agenda is agreed in advance and notes of quarterly meetings are distributed as required.
To organise an education programme for SAS and non-training grade doctors and dentists, liaising with outside speakers and ensuring programme is advertised.
To attend NHSE SAS Tutor/Administrator meetings.
To administer SAS funds allocated by NHSE, ensuring accurate records re kept and reports provided.
Study Leave
Process all Medical and Dental staff study leave applications, ensuring study leave guidelines are followed.
Maintain an up to date database of individual requests along with course details, fees, travel and subsistence expenses.
Provide monthly expenditure reports for the Finance department and monitor overall study leave budgets.
Alert the Deputy Medical Education Manager – Operational of any cases which fall outside the study leave guidelines, offering options to enable resolution.
Check and process all claim forms for expenses relating to pre-approved study leave.
Scan all study leave applications and claim forms.
Simulation
To receive requests and book rooms for all SIM sessions
To populate and maintain spreadsheet of SIM sessions via google docs including Foundation, Undergraduate and Multi-Professional SIM teaching sessions and regional SIM teaching sessions on behalf of NHSE.
To arrange faculty for the Foundation SIM sessions
To work with SIM Leads and NHSE School Contact to facilitate regional SIM teaching sessions including; receiving names and contact details of delegates, to arrange catering and provide delegates with registration details, to produce a ‘programme for the day’ and a register.
To arrange faculty meetings
To maintain a record of expenditure relating to SIM.
COMET
Support the centralised room booking assistant and to help when required should disputes around booking conflicts arise.
Assist with the reporting and follow up of IT issues and maintenance of rooms
Assist with the opening and securing of the seminar rooms within COMET.
Provide support for meetings/events and be prepared to resolve faults on the audio-visual equipment.
Medical Education
Be an active member of the Medical Education team, providing support and cover within the team as and when required.
To train new staff as required
To assist the Deputy Medical Education Manager – Operational as and when required with adhoc requests and project work.
To maintain one’s own personal and professional development and to identify any needs relating to fulfilling this role.
Person specification
Qualifications
Essential criteria
1. Educated to A Level standard or equivalent experience
Desirable criteria
2. Business Administration Level 3
Knowledge, Training & Experience
Essential criteria
3. Staff and budget management experience
4. Experience in carrying out a wide range of tasks and delivering to competing deadlines
5. Understanding of the need of confidentiality awareness at all times
Desirable criteria
6. NHS experience
7. Medical Education experience
Communication
Essential criteria
8. Effective verbal and written communication and negotiation skills
9. Ability to build strong working relationships and communicate at all levels within and outside the organisation
10. Ability to communicate effectively in sensitive situations
Skills
Essential criteria
11. Good IT skills and strong working knowledge of Microsoft Office, particularly Word, Excel and PowerPoint
12. Minute taking skills
13. High level administrative and secretarial skills
14. Advanced planning and organisational skills with the ability to prioritise. manage workload and meet deadlines
Personal Characteristics
Essential criteria
15. Proactive and takes responsibility
16. Ability to work on own initiative and without direct supervision
17. Ability to work as part of an established team
18. Attention to detail