Administration Team Leader

Job summary Weare seeking to appoint an enthusiastic, organised, and motivated individual tojoin Medical Education Leeds (Clinical Skills & Simulation).
The postholder will primarily be responsible for the administration of the regionalSchool of Emergency Medicine teaching programme, but there will be other areasof responsibility associated with this role.
Applicants must be able to workflexibly and be able to adapt to the changing demands within the team.
The postholder must show commitment to support the delivery of a high standard ofservice to relevant stakeholders.Youwill need to demonstrate that you have excellent organisational and timemanagement skills and have the ability to prioritise workload.
Working closelywith Training Programme Directors and College Tutors, you will need goodcommunication skills to be able to follow complex instructions and delegateworkload as required.
A professionalattitude with the ability to problem solve is essential.
Applicants must beable to work independently and within a team.
The role will be based in the Leeds Clinical PracticeCentre, St Jamess University Hospital but cross-site work may be required(Leeds General Infirmary) Expected Shortlisting Date 04/12/2024 Planned Interview Date 11/12/2024 Main duties of the job The post-holder will be responsible for the provision of a comprehensive administration service to the Medical Education department.
They will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department.
Elements of the role will include, but are not limited to, the following areas: Administration of a regional teaching programme, on behalf of a medical and/or surgical School.
Additional administrative support for other medical & surgical courses and programmes Budgetary responsibilities Supporting department-wide services such as Resident Doctor Induction A more detailed breakdown of duties and responsibilities is available in the associated job description (section 9) About us Medical Education in Leeds is a fully integrated service, supporting the education and training of our current and future medical workforce, largely by: Supporting NHS England, the GMC, and Royal Colleges/Schools in delivering state of the art postgraduate medical education for all levels of trainees.
Supporting consultants, SAS grades, resident doctors, and others in the medical workforce not on training contracts, with on-going professional development.
Maintaining all links with relevant trust Departments and external organisations.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles.
As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles.
As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed.
If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job description Job responsibilities Duties & Responsibilities The post-holder will be responsible for the provision of a comprehensive administration service to the Medical Education department as described in the associated Job Purpose/Summary.
General Duties: Providing a high level comprehensive administrative service to the department, including supporting recruitment administration, plus other administrative duties to ensure the timely and efficient running of the department.
Maintaining and monitoring established quality office systems and procedures, liaising with other team members as appropriate.
Organising and prioritising workload based on the needs of the service.
Management & Administration: Assist the Business Development Manager in ensuring that the wider administration team are supported through any period of change and that any interpersonal conflict is identified and minimised.
Supervision of the administrative and clerical activities of the teams supporting Medical Education Leeds when required.
Ensure using established systems that all records are in place for reporting purposes for the Medical Education Manager.
Maintain established databases ensuring accurate records required for monitoring Education and Training for Postgraduate trainees are kept.
Plan and organise a broad range of complex activity programmes which require the formulation of adjustment of plans Postgraduate & Undergraduate Teaching Programmes, Royal College Courses and Examinations, Conferences, and the Trusts Resident Doctor Induction.
Providing and receiving complex, sensitive or contentious information when dealing with trainees, students, team members, and management where communication, motivational, negotiating skills are required.
The postholder would be expected to be the first line of contact for the development of new courses/teachings and/or schools and schemes curricular changes.
The postholder will have responsibility for the financial costings of all planned activities, liaising with the Business Development Manager to ensure financial viability of all activity and the effective use of available resources and achievement of financial targets.
Responsible for procurement of goods and services where required.
The postholder will be expected to provide up to date reports on Educational and Training activity for each of the areas within the Department monthly.
Other duties at a comparable level or responsibility as required to meet the needs of the service.
Follows departmental policies and procedures.
May be responsible for the supervision of staff, first level grievances and discipline.
The post holder will be responsible for providing advice or demonstrating own activities or workplace routines to new or less experienced employees in own work area.
An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
Ability to work independently, referring to the Business Development Manager when appropriate.
Ability to use own initiative when dealing with cancellation/alterations to teaching/courses.
The post holder will be guided by departmental Standard Operating Practices and will seek advice where necessary.
Ability to work in a busy environment and to meet deadlines.
The post holder will demonstrate an awareness of and commitment to departmental policies and procedures and contribute to their development where appropriate.
The post holder will create statistical reports from established trainee e-portfolio, departmental data bases and any information/reports required for Quality monitoring purposes.
Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users.
This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.
Infection Control The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions.
Hand hygiene must be performed before and after contact with patients and their environment.
Equality and Diversity The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services.
All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.
Training and Personal Development Continuous Professional Development The jobholder must take responsibility in agreement with their line manager for their own personal development by ensuring that Continuous Professional Development remains a priority.
The jobholder will undertake all mandatory training required for the role.
Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.
Person Specification Skills & behaviours Essential Proficiency, knowledge and understanding of Microsoft Office software including Word, Access, Powerpoint and Excel Highly developed interpersonal skills with the ability to exchange confidential, sensitive, or contentious information clearly and effectively to colleagues at all levels Ability to work independently and to prioritise, organise and monitor personal and departmental workload Good time management skills and ability to meet tight deadlines Ability to use and act on own initiative Desirable Leadership qualities Detailed understanding of the requirements of the department for the service provision and knowledge of the environment, procedures, and protocols Flexible approach to working practices Experience Essential Previous experience in administration/secretarial/personal assistant capacity in a large and complex organisation Working in a customer focussed environment.
Proven record of good personal organisation and the ability to cope with short-term and varied targets.
Experience in the development, manipulation and analysis of spread sheets, databases, and other information resources.
Experience of being responsible for a discreet area of work Aware of the Data Protection Act and Confidentiality in relation to the role Desirable Previous working experience in a health care environment Supervisory and training experience, including recruitment, appraisals, absence monitoring Customer service skills Awareness of the wider NHS education agenda To be familiar with A/V equipment and basic trouble shooting Qualifications Essential English and Maths GCSE Grade C or above, or equivalent Evidence of continuous professional development Good general education Advanced keyboard skills