Birmingham Hospice is looking for a Clinical Education Administrator to join the Education and Research team.
We are renowned as a provider of high-quality palliative care education and training. Teaching is embedded within our services with emphasis placed on the education of our workforce, training of medical, nursing and AHP students from our local Universities and learning opportunities for our colleagues within the community. Our clinical education team is responsible for the design and delivery of courses both in-house and to external professionals including care homes. We are licensed to deliver Sage and Thyme communication skills and are a regional centre for the European Certificate in Essential Palliative Care.
We are looking to recruit a Clinical Education Administrator to provide expert project and administration support to the Head of Education and Research and more widely to the Education and Research teams. The Clinical Education Administrator will co‑coordinate and promote training and education programmes and research activity.
Main duties of the job
About the role
Working within the Clinical Education Team, you’ll
* Be the key point of contact for the Education and Research Programme
* Provide expert administrative, marketing and project support to the Clinical Education department and Head of Education and Research, including the coordination and promotion of training and education programmes
* Develop and implement the processes and procedures required for effective and efficient administration of the internal and external clinical education programmes, including their management, monitoring, reviewing and amending as necessary
* Liaise with our stakeholders for the management of existing and new commissioning
* Provide co‑ordination and promotion of training and education programmes and research activity
* Support delivery, monitoring and evaluation of the internal and external Clinical Education programmes
* Be responsible for communicating training, project and organisation information to key stakeholders
* Work collaboratively with internal stakeholders including marketing and communications
* Provide full diary support to the Head of Education and Research
You will bring:
* Expert experience of administrative management duties, including designing new processes and writing policies
* Experience of project and event management
* Exemplary customer service skills with the ability to build relationships with internal and external partners
* Ability to work to tight deadlines and work well under pressure with advanced organisational skills
Job responsibilities
JOB DESCRIPTION
Job Title:
Lead Clinical Education Administrator
Department:
Education
Hospice Band:
G
Hours:
30
Reports to:
Head of Education and Research
Responsible for:
Administration, coordination and support of Clinical Education Programmes.
Clinical Education Administration Assistant
Job Purpose
To provide expert administrative, marketing and project support to the Clinical Education department and Head of Education and Research, to include coordination and promotion of training delivered both on and off the Hospice site.
The post holder will develop and implement the processes and procedures required for effective and efficient administration of the internal and external clinical education programmes including their management, monitoring, reviewing and amending as necessary.
To provide, programme and project support to the Head of Education and Research. To ensure that the marketing, coordination and promotion of clinical education events are supported and administered.
The Post Holder will act a key contact and will liaise with both internal and external stakeholders. You will be responsible for communicating both verbally / written sensitive training, project and organisation information to key stakeholders.
Main Duties and Responsibilities
Key Tasks:
To be key point of contact for Education and Research Programmes and to manage external partner relationships.
To support and lead existing projects and new initiatives, providing administration and coordination using project management tools to ensure projects are implemented on time, producing reports and updates when necessary.
To provide full administration management support for the Hospices education programme.
To deliver training and event management, supporting educational activity both on and off site, to include arranging venues and equipment and ensuring relevant literature is available to candidates and guest speakers.
To plan, organise complex activities, programmes requiring formulation, adjustment
To convene educational workshops, including selection of venue, provision of learning materials and coordinating multi‑disciplinary meetings.
To support the Head of Education and Research in identifying opportunities for new education activities.
To represent the Head of Education and Research, internally and externally, to host, meet and greet as required.
To work collaboratively with marketing and communications team to support the internal and external promotion and marketing of Birmingham Hospice educational programmes and other educational activities through mail‑shots, Birmingham Hospices own website and email bulletins.
Provide administrative support and coordination for the European Certificate in Essential Palliative Care Course.
To co‑coordinate the programme for medical students for their Palliative & End of Life care modules, liaising with all clinical teams at the hospices and with the Medical School. Provide administration support including joining instructions to students. To manage meeting and greeting of students when Medical Students come to the hospice for training days as required.
To manage room bookings and coordinate refreshments and catering as and when required.
To support Committee meetings, working with the Head of Education and Research to plan the agenda and review the minutes, ensuring all meetings are booked in advance and papers circulated in a timely fashion.
Ensure full diary support for Head of Education and Research and to deputise non clinical meetings in the absence of Head of Education and Research as appropriate and as required.
To maintain and coordinate accurate training records of staff and external attendees, using Birmingham Hospice internal IT system up‑to‑date.
Responsibility for co‑ordinating and providing administration management of the mandatory training programme and individual sessions for staff.
Ongoing development and maintenance of a system for management and monitoring of placement activity hospice‑wide.
Ensure allocation of placements is fully utilised and provide mediums of monitoring placements internal and external.
To provide line management, supervision and coaching to clinical education administration support staff including education administration assistant.
Key Tasks General Administrative Support
To ensure the internal meeting rooms are optimised and booking system is kept up‑to‑date
Coordinate and arrange education‑based service redesign meetings as directed by the Head of Education and Research
To provide administration to any new initiatives
Responsible for maintaining Clinical Education operation systems. Managing, maintaining and developing paper based and/or computer filing systems
Undertaking audits as and when required
Managerial and Leadership
Day to day supervision; providing training in own discipline/ day‑to‑day management including allocation of work to staff; training new members of staff on the training database and filing system.
To be responsible for objective setting, carrying out appraisals and 1:1s
To manage and lead recruitment of clinical education administration support staff
Governance
Ensure that incidents are reported using Vantage
Ensure that Standard Operating Procedure is kept up to date with any new procedures processes
Provide and manage the administration support for the clinical governance training programme across the organisation.
Be aware of educational budget meetings and attend to support Head of Education and Research as required.
To monitor and maintain service level agreements.
Raising purchase orders and ensuring invoices are checked before passing for approval, utilising financial processing systems as required.
Communication
Ensure timely processing and despatch of all internal and external correspondence and communications relating to education
Liaison with external stakeholders
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it.
* All employees are bound by the requirements of the Data Protection Act 1998 when, in the course of their employment, they deal with information records relating to individuals
Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation. The Hospice expects all staff to behave in a way which recognises and respects diversity in line with the appropriate standards.
Health and Safety
* All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace
* All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
* All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and that they understand how this affects them in their role.
Professional Development
* All employees must participate in an annual appraisal and develop personal development plan with line manager
Safeguarding Children, Young People and Vulnerable Adults
* The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Person Specification
Personal Skills and Attributes
* Excellent written and verbal communication skills
* Ability to use initiative
* Flexibility as a team member
* Creative and innovative approach
* Advanced organisational skills
* Excellent interpersonal skills
* Advanced experience of delivering excellent customer service skills and building relationships with internal and external partners
* Advanced experience of working to and meeting deadlines
* Advanced Customer service experience
* Client facing experience, meeting and greeting, hosting events.
Qualifications
* Good standard of education
* Advanced level of computer literacy including the use of Microsoft 365 (or equivalent) and other web‑based apps
* Degree Level or equivalent
Experience
* Advanced office management experience
* Experience of Minute taking and transcribing
* Advanced Experience in establishing and maintaining office systems
* Expert experience of administrative management duties including designing new processes and writing policies/ standard operational procedures
* Advanced experience of project and/or event management
* Experience of Line management duties
* Previous experience or working in a health care setting
* Knowledge of marketing and communication activity
* Expert Knowledge of Learning & Development / Education administration management processes
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.
£21,641 to £25,243 a year£27,052-31554 (Full Time Equivalent)
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