Medical Education Administrator

Job Summary
37.5 hours per week - Fixed Term
This is a fixed term opportunity to join our Medical Education team as a Band 3 Medical Education Administrator to cover maternity leave.

This is an interesting and diverse role that requires a highly motivated, friendly, enthusiastic and organised person who works well under pressure and has excellent attention to detail.

This is a great opportunity to develop your skills in a supportive and flexible environment. If you feel you have the qualities and skills to fulfil this post to the best of your abilities, including having a flexible approach to ensuring the needs of the service are met, we would like you to apply for this role.

Base location: Folly Hall, Huddersfield. There are opportunities to work from home with the expectation that you would be required to travel to other sites on occasions across the Trust as required

Please see contact details below for further information about this role

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.
Main duties of the job

You will act as first point of contact for Medical Education queries in Calderdale and Kirklees, and this will include regular contact with neighbouring NHS trusts.

Plan and organise psychiatry placements for Resident Doctors

Organise and prepare the induction programme for every rotation.

You will ensure each student has a placement supervisor for their placement and organise IT network access, email accounts and SystmOne training.

Act as admin support for our College Tutor for Calderdale & Kirklees

Liaise with rota co-ordinators in the trust regarding Resident Doctor rotas

Organise and take minutes for committee and Junior Doctor Forum meetings

Ensure all medics study leave is booked

Facilitate MS Teams meetings

Facilitate medics academic meetings

Order items with our Procurement department

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
About Us
We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.
Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Details

Date posted

27 November 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Fixed term

Duration

9 months

Working pattern

Full-time, Flexible working

Reference number

C9378-QA01426

Job locations

Folly Hall Mills

St Thomas Road

Huddersfield

HD1 3LT

Job Description
Job responsibilities

*JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The Post-holder Will:*
under the supervison/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.

provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

may work within clinical environments where conflict resolution may be required.

act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

work flexibly to meet the needs of the service.

develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.

work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

For full details of the role please see the supporting documents attached.
The Post-holder Will:
under the supervison/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.

provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

may work within clinical environments where conflict resolution may be required.

act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

work flexibly to meet the needs of the service.

develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.

work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

For full details of the role please see the supporting documents attached.
Person Specification

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Qualifications
Essential

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Experience
Essential

• Recent Secretarial/administrative experience.
• Copy /audio typing if applicable to role.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

• In working in a caring environment.
• In dealing with the public.
• Of NHS software programme.
• Leadership skills.
• Customer Care skills.
• Excellent IT skills.

Special Knowledge/Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In, decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.

Desirable

• Knowledge of information governance.
• Problem solving skills.

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Person Specification

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Essential

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Essential

• Recent Secretarial/administrative experience.
• Copy /audio typing if applicable to role.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

• In working in a caring environment.
• In dealing with the public.
• Of NHS software programme.
• Leadership skills.
• Customer Care skills.
• Excellent IT skills.

Special Knowledge/Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In, decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.

Desirable

• Knowledge of information governance.
• Problem solving skills.

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Folly Hall Mills

St Thomas Road

Huddersfield

HD1 3LT

Employer's website

(Opens in a new tab)

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Folly Hall Mills

St Thomas Road

Huddersfield

HD1 3LT

Employer's website

(Opens in a new tab)