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Band 4 Medical Education Administrator

4 months ago

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

Job summary

An opportunity has arisen for a Medical Education Administrator to support the Medical Education Faculty. The successful applicant will play an important role in providing an efficient and comprehensive admin and clerical service to the Director and Associate Directors of Medical Education, the Medical Education Manager, Clinical Teaching Fellows and the wider education team. This role is key to the smooth running of the service and supporting the next generation of our medical workforce.

The role would suit a motivated and adaptable individual with good interpersonal and communication skills, a keen eye for detail, good working knowledge of Microsoft Office (Outlook, Word, Excel) with demonstrable experience of database and spreadsheet usage at a high level and other demonstrable levels of digital literacy including MS Teams.

If you are a motivated team player with the ability to manage multiple priorities and would like to be part of a busy and friendly team, we would love to hear from you.

Main duties of the job

To provide comprehensive administration and clerical support to the management and Medical Education faculty to ensure all educational projects deliver the Trust's plans and priorities. The role will also provide administration support to the wider Medical Education faculty, which will involve diary management, minute taking and meetings preparation and management of the team email account. The role requires significant flexibility to ensure educational projects are successfully delivered. To undertake the organisation and co-ordination of a range of training events, liaising with learning co-ordinators, trainers and associate trainers, managers, participants & venues as required, ensuring all arrangements are carried out efficiently and promptly and using initiative to resolve problems. To contribute to the efficient operation of the Education Management systems through the accurate maintenance of filing systems and inputting of data. To provide support to trainers at training venues; for example to assist in registration, room setup etc.

About us

We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust)a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset. Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.

At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.

Job description

Job responsibilities

To provide comprehensive administration and clerical support to the management and Medical Education faculty to ensure all educational projects deliver the Trusts plans and priorities. The role will also provide administration support to the wider Medical Education faculty, which will involve diary management, minute taking and meetings preparation and management of the team email account. The role requires significant flexibility to ensure educational projects are successfully delivered. To undertake the organisation and co-ordination of a range of training events, liaising with learning co-ordinators, trainers and associate trainers, managers, participants & venues as required, ensuring all arrangements are carried out efficiently and promptly and using initiative to resolve problems. To contribute to the efficient operation of the Education Management systems through the accurate maintenance of filing systems and inputting of data. To provide support to trainers at training venues; for example to assist in registration, room setup etc. To manage and co-ordinate the office, ensuring that educational work is organised. To organise meetings, conferences and seminars, booking venues, refreshments and speakers as necessary. To provide administrative support for meetings including preparing agendas, collating and distributing papers, accurately recording minutes / notes and following up actions. Develop and maintain electronic filing systems, setting up new files and working to ensure that systems are tidy and up to date with materials archived appropriately, and audit trails maintained. To ensure that systems are in place for the gathering of performance/evaluation monitoring information. To collate information in order to monitor achievement of targets, proactively chasing gaps in data provision and providing statistics and reports through identified reporting lines. To maintain a team email account, organising and prioritising information received and ensuring urgent matters are flagged appropriately. To answer the telephone, being the first point of contact for callers to the office and dealing sensitively with enquiries. Receiving callers and visitors to the service, both by telephone and in person, directing people as appropriate. To liaise with other departments and parts of the organisation, following up information and gathering data as needed. Take accurate messages, ensuring they are passed on to the appropriate person in the team. Produce high quality word processed letters, reports and other documents as required. To utilise skills in MS Office to set up spreadsheets and Power Point presentations. To manage designated diaries ensuring calendars are kept up to date. Respond to ad-hoc requests effectively and in good time. Manage multiple tasks, whilst allowing for inevitable distractions. Manage and maintain Medical Education intranet site. Ensure the team is adequately resourced in terms of equipment and stationery and orders are managed on the electronic ordering system.

Other responsibilities

To take part in regular performance appraisal. To undertake any training required in order to maintain competency including mandatory training, Fire, Manual Handling To contribute to and work within a safe working environment The post holder is expected to comply with Trust Policies

Communication and Relationships

Internally

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

Most challenging part of this role

Running a busy office the role involves operating effectively within a large, complex organisation with multiple deadlines and priorities. Inevitably, given the nature of the Trusts work, from time to time the post holder will work with some information that is of a sensitive nature.

Person Specification

Essential

Essential

Good grammar and no spelling mistakes Experience of using MS Office computer programmes including Excel, Word, Powerpoint and Outlook Excellent verbal and written English skills Highly organised with results orientation and strong attention to detail

Desirable

Examples/Experience of working for more than one person Medical Education experience