Medical Education Administrator

2 weeks ago


Halifax, United Kingdom Calderdale and Huddersfield NHS Foundation Trust Full time

The Administrator (Medical Education/Learning Centres) will be a key member of our Learning Centre reception team. They will work in our newly refurbished Learning Centre at Huddersfield Royal Infirmary (HRI) as well as the Learning Centre at Calderdale Royal Hospital (CRH) (a new build facility will be opened at CRH in 2023).

The Administrator will work alongside other team members to provide administrative support for medical student and doctor in training placements at the Trust, as well as for the ongoing programme of training courses for specialty and specialist grade doctors who work in our hospitals.

To provide reception duties in the Learning Centres, portraying a positive and friendly image to all customers.

To administer the bookings process for Learning Centre rooms and facilities.

To maintain and update databases and spreadsheets recording all aspects of educational activity.

To maintain and monitor activity on the medical education e-learning systems and other electronic systems.

To assist with all aspects of administrative work in relation to the organisation and follow up of educational events, courses, medical student placements and trainee doctor placements.

The post-holder will have the opportunity to work as part of a small, friendly and inclusive Medical Education/Learning Centre team who are committed to delivering a high quality placement experience for our medical students and doctors in training.

The Administrator will also work with a wide range of internal and external colleagues and partner agencies, including Health Education England and our regional medical schools.

To administer the bookings process ensuring all requests are dealt with appropriately whilst making optimum use of the facilities.

To receive and process all booking requests from both internal and external sources.

To make decisions to alter room allocations to accommodate as many users as possible, keeping users informed at all stages.

To ensure all bookings are confirmed, pursuing those that remain provisional ensuring maximum usage.

To prepare detailed room allocation reports in order to facilitate analysis of centre use.

To act on all requests for cancellations and amendments.

To provide reception duties in the Learning Centres, portraying a positive image to all users.

To act as the first point of contact for all users of the Learning Centres, making every effort to meet their needs.

To receive incoming telephone calls and direct as necessary.

To give directions to centre users.

To deal with requests for loan equipment, ensuring that equipment is maintained in working order.

Preparation of the rooms, ensuring they meet the operational needs of users.

To ensure that the Centre is opened and closed at the designated time, ensuring that the rooms are secure.

To check all rooms before use and, as required, replace supplies and move equipment and furniture as appropriate.

To have an understanding of how the equipment operates (e.g. PC’s) and to provide support to all users and reporting all faults with equipment as necessary.

To monitor the use of keys for all rooms, ensuring they are signed for at the start of meetings and returned at the end of meetings as required.

To maintain and monitor activity on the medical education and Trust e-learning systems and other electronic systems.

To maintain and update the medical education intranet pages adding information as requested.

To maintain and update databases and spreadsheets recording all aspects of educational activity in consultation with the Deputy Medical Education Manager/Medical Education Manager.

To provide administrative support to the Medical Education Coordinators, Foundation Training Programme Coordinator and Clinical Skills/Simulation Team.

To work in conjunction with colleagues to set up rooms appropriately for courses.

To respond to calls, take messages, etc, in the absence of members of the team.

To arrange meetings as requested.

To assist in the stock taking and management of clinical skills equipment and consumables.


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