Undergraduate Education Administrator

East Lancs Hospitals NHS Trust (ELHT) is the education provider for several UK universities. We are responsible for clinical placement/education for Undergraduate Medical Students, Physician Associate Students and Dental Students. Our current partners are University of Central Lancashire (UCLan) and Lancaster Medical School. Over the summer we welcome Students from across the globe for elective placements.

This post has been created to provide administration services for learners at ELHT from all education partners. The office and teaching rooms are based in the Learning Centre at Royal Blackburn Teaching Hospital and Burnley General Hospital. Travel to our other sites will be required as part of the role. Typical hours for this position are 08:00-16:00 Monday to Friday, flexible working pattern can be discussed.

The role includes but is not limited to undertaking a wide variety of tasks providing admin services within the Division ensuring the smooth running of the Department of Undergraduate Education (DUE). Key point of contact for DUE projecting a positive and friendly image using a variety of communication methods. Pastoral support to learners and following escalation procedures. Attendance monitoring. Facilitation of assessments. Problem solving at short notice seeking advice of colleagues and using own initiative. Maintain systems and processes to ensure the provision of efficient and effective Undergraduate Education services on behalf of ELHT.

Provide appropriate facilities and resources to support the delivery of high-quality placement, education and training for all learners.

Promote an environment conducive to learning and to support the educational outcomes of learners employing critical thinking to problem solve whilst maintaining confidentiality.

Work closely with colleagues to ensure own administration tasks are completed. Providing administrative and secretarial support to the wider team. Duties include but are not limited to diary maintenance, arranging appointments and organising hospitalities.

Daily use of the full suite of Microsoft Office packages and Trust systems.

Providing learners with access to Trust systems, ID badges, car parking, accommodation, uniforms and inductions.

Providing coordination for assessments, feedback and teaching. Maintaining current and accurate records, for example, learner absences. To undertake other duties appropriate and as required.

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 8,000 staff, many of whom have won awards for their work.

Communication

Work with internal and external stakeholders of all levels and professional backgrounds to co-ordinate and deliver programmes of undergraduate education.

Arrange appointments, meetings and hospitalities as required. Minute taking where appropriate.

Liaise with internal Undergraduate Education Team and placement providers regarding elective and work experience placement learners.

Liaise with educators and partners in the planning and co-ordination of teaching programmes, assessments and feedback for all the learners.

Liaise and negotiate with internal and external teams to ensure successful delivery of inductions and all elements associated with induction. This includes but is not limited to provision of accommodation, procurement of car parking permits, uniforms ID badges, Occupational Health requirements, risk assessments, library and IT facilities.

Communicate sensitive information, uphold confidentiality and the principals of GDPR with relevant stakeholders.
Organisational Responsibilities

Maintain accurate records of undergraduate activities.

Reporting changes, incidents, near misses and complaints in line with Trust policy to relevant stakeholders.

Work with the wider team to maintain accurate learner number and location records.

Maintain accurate learner attendance records and communicating patterns, trends and low attendance with the wider team.

Create information packs containing information relevant to learners’ experience at the Trust.

Record receipt of documentation relevant to new starters on internal systems and following up any missing information.

Conduct initial Occupational Health screening for new learners as appropriate, escalating any queries immediately to the Occupational Health Department.

Maintain secure systems and individual accesses to these systems upholding the intellectual integrity of the information held in these locations.

Arrange accommodation and transport for learners as required including assisting in the procurement of car parking permits.

Facilitate the planning and co-ordination of teaching programmes. This includes booking and negotiating for rooms, staffing and equipment for teaching sessions, suitable to the size and type of th