Senior Medical Education Administrator

Job summary As part of the Medical Education Team, the post holder will support the Department in ensuring the effective route of both Undergraduates and Postgraduates through their attachment to the UHB.The post will require the provision of a high quality Medical Education Administrative service and will have responsibility for the promotion, organisation, and evaluation of Medical Education.The post holder will be required to work independently, managing own workload to effectively deliver a wide range of duties including some pastoral care duties, and will also be required to work flexibly within a busy office environment.
The post holder will also act as a support for the ongoing teaching and training requirements for all Medical Students, Training Grade Doctors and Senior Medical Staff.The post-holder will hold NVQ/OCR Level 3 or equivalent skills, knowledge and experience and will be required to demonstrate excellence organisational skills, while maintaining a professional and sensitive manner at all times.
They will have recent experience of supervision responsibility of staff and task delegation.The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job Medical Education is an integral part of Cwm Taf Morgannwg University Health Board (UHB) who work to ensure that Students and Trainees and Medical Staff are supported in delivering safe and efficient patient care through quality placements.The post holder will ensure the effective route of both Undergraduates and Postgraduates through their attachment to UHB, and will act as a focal point for the ongoing teaching and training requirements for all Medical Students, Training Grade Doctors and Senior Medical Staff.The post will require the provision of a high quality Medical Education Administrative service and will have responsibility for the promotion, organisation, and evaluation of Medical Education.The post holder will be required to work independently, managing own workload to effectively deliver a wide range of duties including some pastoral care duties, and will also be required to work flexibly within a busy office environment.
About us Cwm Taf Morgannwg University Health Board is part of the NHS Wales family.
Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.We live by our core values: We listen, learn and improveWe treat everyone with respectWe all work together as one team We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description Job responsibilities You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac Promote positive relationships and demonstrate high levels of communication skills to support the Medical Education Multi-Disciplinary Team and external partners.
Show empathy and sensitivity whilst continuing to be dynamic and persuasive, with the ability to negotiate with a wide variety of disciplines effectively.
Establish and maintain effective communication, whether verbal, written or electronic, with: Medical Students.
Training Grade Doctors.
Senior Medical Staff.
Faculty members.
Clinical Teachers.
College Tutors.
Medical Education Department team members.
All Directorates, Corporate Departments and General Managers.
Medical Staffing and Human Resources.
Medical Education Institutions including Cardiff and Swansea Universities, Postgraduate Deanery.
Maintain strictest confidentiality at all times.
Plan and implement the various Medical Student timetables with Honorary Senior Lecturers, Honorary Lecturers and other Clinical Professionals, ensuring that the learning objectives for Medical Students as set by the curriculum are met by the UHB.
Be required to integrate regular changes as a result of feedback from Medical Students and the Medical School into current teaching programmes and/or learning opportunities.
Deal with day to day Student and Clinical Teacher issues, enquiries and changes for all aspects of the C21 Curriculum, exercising own judgement and discretion when responding to queries.
Maintain and enter information/data onto numerous software packages/computer programmes to support the Medical Education Agenda eg.
Intrepid.
Provide pastoral care, support and guidance to Undergraduate Medical Students including assisting students when they are having personal or professional difficulties.
This may be issues relating to medical, personal or academic concerns and challenges.
As part of the quality assurance and governance approach, collate, monitor and analyse the qualitative and quantitative evaluation feedback relating to curriculum delivery.
Recruit and promote the use of Volunteer Instructor Patients (VIP) to support the delivery of the C21 curriculum, which underpins the hands on approach for Medical Students from the start of their training.
Respond to and act upon feedback in liaison with the Honorary Senior and Honorary Lecturers, using a sensitive approach to provide verbal and written feedback to Directorates, Clinical Teachers and Consultants.
Represent and reflect the views of Clinical Teachers, Medical Students and the UHB at appropriate specified management committee meetings eg.
Community Clinical Learning (CCL) meetings, contributing to and undertaking work on behalf of the UHB as appropriate.
Work with Honorary Senior/Honorary Lecturers and other clinical staff to prepare course handbooks and teaching/learning opportunity timetables.
The compilation of rotas, room bookings, tutorials and induction will also be requirement.
Distribute accurate placement details and information in good time to agreed deadlines.
Be aware of all aspects of the Undergraduate curriculum and how it is implemented locally and nationally in order to share best practice and developments to facilitate teaching and learning.
Contribute to the design of communications and materials in regards to Medical Students, Training Grade Doctors and Senior Medical Staff.
Promote a consistent approach to the delivery of Medical Education across Cwm Taf Morgannwg UHB through the use of written materials and presentation templates.
Develop Internet/Intranet/Apps and Social Media content and information to promote Medical Education initiatives, ensuring the content is maintained and current.
Co-ordinate and be involved in the delivery of Objective Structured Clinical Examination (OSCE) and/or Integrated Structured Clinical Examination (ISCE).
This will complete the end of the year examinations for Year 2/4 Medical Students and will include booking venues, organising equipment, catering and liaising with staff at all levels to ensure the event runs efficiently.
Work autonomously to promote Medical Education positively both within Cwm Taf Morgannwg UHB and externally.
Possess advanced keyboard skills as the post requires extensive VDU use, utilising Microsoft Office Software packages.
Have the ability to manually lift, carry or push media equipment/furniture as required to set up training venues.
Be able to travel throughout the UHB in a timely manner to undertake the role across various sites.
Sensitively deal with some pastoral care issues in relation to Medical Education.
Sensitively, assertively and proactively deal with contentious/emotive issues in relation to Medical Education, overcoming any barriers to understanding.
Schedule Annual Teaching Review and Annual Local Education Provider (LEP) Visits by liaising with Cardiff University School of Medicine.
Write reports and present feedback data for Senior Honorary Lecturer/Honorary Lecturers to contribute to meetings eg.
Cwm Taf Morgannwg UHB Annual Teaching Review and Annual LEP Visits as required by Cardiff University.
Update and ensure sufficient copies of handbooks, timetables and learning opportunities are available.
Manage meetings, room bookings and set up Audio Visual Equipment as required.
Maintain, support and report the accurate recording and monitoring of the Professionalism agenda for Medical Students.
Produce agendas, take, transcribe and distribute minutes of relevant meetings.
Support in the delivery of Medical Education programmes eg.
Organising and presenting at Induction.
Adhere to Cwm Taf Morgannwg UHB policies relevant to the role and be responsible for own personal development.
Implements policies and procedures within own work area, and proposes changes to working practices to improve efficiencies.
Following quarterly feedback from Students, Trainees and Medical Staff, plan and implement various changes to timetables which contribute to annual achievements recorded in the Local Education Provider meetings which are held in conjunction with Cardiff University and the Wales Deanery.
On a quarterly basis, represent and reflect the views of Clinical Teachers, Medical Students and the UHB at appropriate specified management committee meetings.
Maintain the Internet/Intranet/Apps and Social Media content to ensure information is accurate and up-to-date for internal and external UHB use.
Schedule meetings to fit with other standing diary commitments.
Support the delivery of Induction Programmes which occur on a monthly/quarterly basis.
Provide day to day supervision and co-ordination to the Support Officer members of the team.
Ensure that there is sufficient office stationary and supplies for the Department, using Oracle to place orders for replacement items and equipment as requested.
Undertake audits to own work periodically as required.
In order to comply with the Data Protection Act it is essential that all Medical Education activity remains confidential, this includes: Maintaining and updating the personal data of various software packages/computer programmes used within Medical Education.
Duties which include the provision of pastoral care, support and guidance to Undergraduate Medical Students including, assisting students when they are having personal or professional difficulties.
Utilise the database of Volunteer Instructor Patients (VIP) to support the delivery of the C21 curriculum which underpins the hands on approach for Medical Students from the start of their training.
Person Specification Qualifications Essential Educated to NVQ/OCR Level 3 or equivalent skills, knowledge and experience, plus additional knowledge of the specialist function of Medical Education, and its policies and procedures.
Knowledge of administrative and clerical procedures and systems.
Curriculum planning ECDL or similar computer qualification.
Evidence of Continuous Professional Development.
Desirable Working knowledge of the Cardiff University C21 Curriculum or Medical Education agenda.
Minute taking qualification.
Experie Essential Previous experience of working on projects or planning training events.
Experience in the use of software packages/computer programmes (Word, Excel, PowerPoint, Outlook).
Experience in producing high quality reports within a set timescale.
Experience of working in the NHS or of working in an Educational/Training environment.
Experience in supervising staff.
Developing high quality promotional documentation.
Desirable Experience of taking and transcribing minutes of meetings.
Experience of working with Medical Education software packages/ computer programmes eg.
Intrepid.
Using Social Media/Apps etc.
appropriately to support communication within the working environment.
Aptitude and Abilities/Skills Essential Advanced keyboard skills and the ability to use Microsoft Office Software packages Possess excellent verbal, written and presentation skills.
Excellent organisational and time management skills.
Convey messages and ideas clearly.
Ability to communicate with all levels of staff and be confident dealing with senior medical staff.
Understanding of budget and financial systems Ability to work effectively on own initiative and as part of a wider team.
Evidence of undertaking presentation to groups Desirable Ability to communicate in Welsh.