Choose Well - Choose WWL
Job overview
This role is a 12 month secondment with a view to make permanent. Please have a discussion with your line manager or Directorate Manager / DDOP to advise you are applying for the position.
The job overview includes:
1. To provide efficient and accurate administrative support to the upper limb education course administrator manager.
2. To organise internal upper limb medical education courses and co-ordination of the upper limb & elbow regional network MDT meetings.
3. Provide clerical support to the education course manager to ensure that the financial status of the upper limb education budget is maintained. Production of timely and accurate financial reports to the education courses administrator manager.
4. Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
5. Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
6. Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
7. Maintaining and effectively monitor upper limb course finances.
8. Raising of invoices and requisitions via the Oracle system.
Main duties of the job
9. Administrative support for National Joint Registry
10. Responsible for coordinating the Elbow Network in the Northwest and providing reports
11. To organise internal upper limb medical education courses and meetings.
12. To organise the upper limb MDT meetings twice weekly, yearly morbidity and mortality and three-monthly upper limb audit meetings. Ensuring all disciplines attend the meetings
13. Organising the Northwest Regional MDT meetings, organising and distributing agendas and taking minutes and sharing outcomes.
14. Collating and distributing sensitive and confidential agendas. Informing the MDT of frequent changes to the agendas taking and distribution of minutes and distribution of the outcome/recommendations arising from all meetings.
15. Responsible for the Bone and Joint Infection Registry (BAJIR) reporting.
16. Daily course information updates on LinkedIn, Facebook & X
17. To be responsible for accepting and processing enquiries received by post, email, telephone and passing onto relevant department.
18. Act on information passed on by education courses administrator/manager
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Detailed job description and main responsibilities
19. Plan and organise the upper limb North West Regional MDT network meetings.
20. Advertising courses and events via social media and emails, daily course information updates on LinkedIn, Facebook & X
21. Researching internal and external courses and large upper limb meeting dates, to ensure dates do not clash with Wrightington upper limb courses.
22. Organising and booking of faculty accommodation, meetings rooms, catering, AV technicians, lab equipment in advance of course dates, to ensure availability.
23. To be able to communicate with consultants, outside agencies and all disciplines of work colleagues within the Trust, maintaining good working relationships.
24. Responsible for accepting and processing enquiries received by post, email, telephone, distributing and prioritising using judgement and experience to prioritise work.
25. Produce and distribute course programmes/timetables and all course related information
26. Contribute effectively to the “whole team” being flexible in working practice and being able to re-prioritise workload when other team members require support.
27. Dissemination of information between all levels of personnel by means of formal meetings, Microsoft teams meetings, email, written and verbal communication.
28. Communicating and understanding the cultural or language differences of everyone.
29. Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
30. Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
31. Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
32. Maintaining and effectively monitor upper limb course finances.
33. Raising of invoices and requisitions via the Oracle system.
34. Identification of cost improvements within the department.
Person specification
Qualifications
Essential criteria
35. Good standard of education including GCSE’s or equivalent
36. ECDL or equivalent knowledge and experience
Desirable criteria
37. RSA 2/3
38. AMSPAR qualification
39. NVQ 2/3
Experience
Essential criteria
40. Previous admin experience within NHS
41. Previous experience of working within a multi-disciplinary team
42. Experience of diary management, bookings, courses, meetings and events.
43. ECDL or equivalent NVQ 2/3 administration or equivalent in experience
Desirable criteria
44. Experience of working in a fast-paced environment.
45. Knowledge of finance reporting or similar financial experience
46. AMSPAR or equivalent. Knowledge of medical terminology.
Skills
Essential criteria
47. Well developed organisational skills with ability to prioritise workload
48. Excellent verbal communication
49. Ability to work using own initiative and take direction
50. Minute taking, report writing, spreadsheet management and presentations
51. Effective time management, be able to work independently and work on own initiative
52. Attaining good working relationships with colleagues’ and external sources.
Desirable criteria
53. IT and keyboard skills, knowledge of social media.
Knowledge
Essential criteria
54. Trust systems
55. High level of understanding of office skills
56. Data Protection Act, GDPR
57. Knowledge of and implementing policies and procedures
Desirable criteria
58. Medical Terminology
Additional
Essential criteria
59. Willing to adopt a flexible approach to working hours including evenings
60. Calm under pressure
61. Willingness to meet the performance criteria set out in the job description and professional development
62. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structure and vocabulary and without hesitation
Desirable criteria
63. Professional appearance and approach
64. Exposure to unpleasant working conditions in the bio-skills training lab where required. For example, exposure to very strong smells