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Medical Education Coordinator

3 months ago

Bristol, Bristol, United Kingdom Avon & Wiltshire Mental Health Partnership NHS Trust Full time

Position Overview

An exciting opportunity has emerged for a Medical Education Coordinator to assist the Medical Education Faculty. The selected candidate will be instrumental in delivering a thorough and effective administrative and clerical service to the Director and Associate Directors of Medical Education, the Medical Education Manager, Clinical Teaching Fellows, and the broader educational team. This position is vital for the seamless operation of the service and for nurturing the future of our medical professionals.

The ideal candidate will be a proactive and flexible individual with strong interpersonal and communication abilities, a meticulous attention to detail, and a solid proficiency in Microsoft Office (Outlook, Word, Excel). Experience with databases and spreadsheets at an advanced level, along with other digital competencies including MS Teams, is essential.

If you are a collaborative team member capable of juggling multiple responsibilities and wish to contribute to a dynamic and supportive team, we encourage you to consider this role.

Key Responsibilities

  • Provide comprehensive administrative and clerical assistance to the management and Medical Education faculty to ensure all educational initiatives align with the Trust's objectives.
  • Support the broader Medical Education faculty with administrative tasks, including diary management, meeting preparation, and oversight of the team email account.
  • Exhibit significant adaptability to ensure the successful execution of educational projects.
  • Organize and coordinate various training events, collaborating with learning coordinators, trainers, managers, participants, and venues to ensure all arrangements are executed efficiently and proactively address any issues.
  • Contribute to the effective functioning of the Education Management systems through meticulous maintenance of filing systems and accurate data entry.
  • Assist trainers at training venues, including registration and room setup.
  • Oversee and coordinate office operations to ensure educational activities are well-organized.
  • Arrange meetings, conferences, and seminars, including venue bookings, catering, and speaker arrangements as necessary.
  • Provide administrative support for meetings, including agenda preparation, document distribution, minute-taking, and action follow-ups.
  • Develop and maintain electronic filing systems, ensuring they are organized and up-to-date, with appropriate archiving and audit trails.
  • Establish systems for gathering performance and evaluation monitoring information.
  • Compile information to track target achievements, actively pursuing any gaps in data provision and generating reports as required.
  • Manage a team email account, prioritizing incoming information and flagging urgent matters.
  • Serve as the first point of contact for telephone inquiries, handling them with sensitivity.
  • Welcome visitors to the service, directing them as necessary.
  • Collaborate with other departments to gather information and data as needed.
  • Take accurate messages and ensure they are communicated to the appropriate team member.
  • Produce high-quality documents, including letters, reports, and presentations as required.
  • Utilize MS Office skills to create spreadsheets and PowerPoint presentations.
  • Manage designated calendars, ensuring they are kept current.
  • Respond to ad-hoc requests promptly and manage multiple tasks while accommodating interruptions.
  • Maintain the Medical Education intranet site.
  • Ensure the team is adequately supplied with necessary equipment and stationery, managing orders through the electronic system.

Additional Responsibilities

  • Participate in regular performance evaluations.
  • Engage in necessary training to maintain competency, including mandatory training.
  • Contribute to a safe working environment.
  • Adhere to Trust Policies.

Communication and Relationships

Internally, the role will involve collaboration with:

  • Director of Medical Education
  • Associate Directors of Medical Education
  • Medical Education Manager
  • Undergraduate and Postgraduate Tutors
  • Educational Supervisors
  • Administrative staff
  • Executive Directors and Associate Directors
  • Other corporate staff
  • External stakeholders and Provider Partners

Challenges of the Role

Managing a busy office within a large, complex organization presents challenges, including navigating multiple deadlines and priorities. The nature of the Trust's work may involve handling sensitive information from time to time.

Essential Qualifications

  • Strong grammar and spelling proficiency.
  • Experience with MS Office applications, including Excel, Word, PowerPoint, and Outlook.
  • Excellent verbal and written communication skills.
  • Highly organized with a focus on results and strong attention to detail.

Desirable Qualifications

  • Experience supporting multiple individuals.
  • Background in Medical Education.