Job overview
There are two exciting administrative vacancies available. The first is a full-time post in Simulation working closely with the Resus and Surgical Simulation Teams, providing essential support to their activities. The second is a 0.6 (part-time) post within the Communications Team, requiring close collaboration with the wider Clinical Education Team.
Both roles will work collaboratively when needed, particularly during busy periods, and will assist in the coordination and delivery of large events or exams as required
As the 'front door' to many of the Trusts new staff we have a professional, friendly and welcoming ethos.
Our teams provide training to Trust staff including our highly successful Preceptorship Programme, HCA Training Care Certificate, Advanced Clinical Skills and Advanced Communication Skills courses. We also provide Clinical Skills training to Manchester Medical Students including communication, practical skills and the delivery of high profile exams.
Main duties of the job
This role requires an experienced administrator with excellent organisational skills, proficiency in Excel, familiarity with iPad technology, and outstanding communication abilities to support the team in delivering high-quality training initiatives.
In addition to the behind the scenes work you will also engage with the delivery of some of our high profile events by providing front of house reception at both hospital sites and occasional off site venues.
Working for our organisation
Working with our Education Team is akin to stepping into a dynamic ecosystem where creativity, collaboration, and a passion for learning converge.
Our team thrives on collaboration. You'll find yourself working closely with educators & curriculum developers pooling together diverse expertise to create impactful educational experiences.
We believe in empowering our team members to take ownership of their work and make meaningful contributions. You'll have the autonomy to explore new ideas, experiment with different approaches, and take initiative in driving projects forward.
Beyond just colleagues, you'll find a supportive community within the Education Team. We celebrate each other's successes, offer support during challenges, and foster a culture of inclusivity and respect where everyone's voice is heard and valued.
In essence, working with our Education Team is not just a job—it's a fulfilling journey where you'll have the opportunity to contribute to meaningful projects, grow both personally and professionally, and be part of a community that is dedicated to shaping the future of education.
Detailed job description and main responsibilities
Provides admin support for logistical elements of course planning and room booking:
1. Upload timetables to online timetabling systems or internal spreadsheets as required
2. Books rooms for courses using Trust room booking system and liaise with Education Centres Team
3. Update shared calendar and spreadsheets with room bookings
4. Liaise with venues in order to run external courses
Monitor and maintain accurate registers, session activity and runs activity reports as requested:
5. Prepares registers in advance of session insuring they are available to the Tutor
6. Records student attendance on appropriate database
7. Records Tutor activity on appropriate database
8. Maintains accurate and up to date databases of attendance and activity and can run activity reports when requested in a timely manner
9. Escalates non attendance in a timely manner
Provides Tutor recruitment support in the planning stage and effectively deals with cancelations and amendments:
10. Utilises electronic forms to collate Tutor availability and accurately records responses on spreadsheet
11. Ensure all tutor records are accurate and performs an annual cleanse of database
12. Maintains excellent communication with Tutors advising of session dates, times, room, course materials and changes
13. Promptly deals with tutor cancellations identifying available replacements and escalating to Clinical Skills Manager
Communicate information to Team members, faculty and learners:
14. Communicates effectively, concisely and efficiently the information as required/requested
15. Develops good relationships with team, faculty and learners
16. Uses problem solving skills to achieve desired outcome
17. Monitors inbox and deals with enquiries, bookings or escalates as required
18. Maintains a high standard of customer service across all forms of communication
Provides teaching session admin support on the day:
19. Ensure session materials, register and iPads are prepped and ready for the sessio
20. Creates learner resource packs / course manuals, monitors stock levels and reorders when necessary or reprints on site if required
21. Assist with course registration on high profile courses
22. When required for high profile courses man the EC2 reception area
23. Provide support for the Undergraduate CCA
24. Travel between sites with session materials to support the running of sessions at CDH and external venues
25. Scanning, sending and filing of competency documents.
Utilises technology, paper light resources and e-forms in the collating and recording of accurate records:
26. Good working knowledge of Blended Learning system to record registers and competencies
27. Able to work with Manchester Medlea system to record Undergraduate activity
28. Able to create forms to collate feedback / data
29. Able to create spreadsheets to monitor activity
30. Utilises mail merge to send course responses
31. Able to use MS Teams and Zoom for offsite meetings.
General Admin Duties:
32. Responding to external and internal telephone queries in a timely and polite manner referring call to appropriate person if required
33. Arrange meetings
34. Organising incoming and outgoing post, referring enquires to appropriate person if necessary
35. Typing of letters or other correspondence
36. Supports efficient filing systems within tea
37. Typing of minute
38. Data Entry
39. File Location
40. Telephone is answered within 5 rings stating name, department and how may I help you
41. Meetings are arranged in a timely manner
42. All post is dealt with in a timely manner and are forwarded as appropriate
43. Letters etc are typed in a timely manner using correct Trust format
44. Presentations are prepared in a timely manner
45. Both manual and electronic filing systems maintained in an efficient, effective and timely manne
46. All reports are filed in a timely manner and in the appropriate place
47. All data is entered onto databases / spreadsheets in a timely manner and is accurat
48. Files are located in a timely manner and tracked to the appropriate places.
Attends team meetings and contributes ideas towards continuous improvement:
49. Contributes suggestions and ideas in a positive and enthusiastic manner
Person specification
Qualifications and Education
Essential criteria
50. English & Maths GCSE Grade C or equivalent
51. ECDL or equivalent experience
52. Level 2 administration course or equivalent
Desirable criteria
53. Level 3 Qualification in Administration
Knowledge and Experience
Essential criteria
54. Efficient in the use of Microsoft Word
55. Significant previous admin experience
56. Experienced in Excel & database creation and management
57. Experience of setting up iPads
Desirable criteria
58. Experience of administration with an educational environment
59. Experience of working with eforms