RTC Business Manager Administrative Support

4 weeks ago


Dewsbury, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

An exciting opportunity has arisen within the Division of Medicine.

The successful candidate will play a pivotal role in supporting the Business Manager for the West Yorkshire Regional Training Centre for Endoscopy with a full range of administrative duties.

Main duties of the job

Setting up meetings with an Agenda and recording the minutes of meetings, managing the Diary of the Business Manager and the Training Academy Room Diary.

Updating Action Logs and chasing outcomes from meetings, including invoices.

Helping with the set up of Training courses, liaising with trainees, sponsors, faculty members and chasing invoices.

Assisting with Immersion training planning.

Liaising with a variety of stakeholders and Multiple Disciplinary Team members.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Main Duties and Responsibilities

Thepost holder will support the delivery of the curriculum as defined by the YETA (YorkshireEndoscopy Training Academy) training committee. Thisrole will work closely with the RTC Business Manager in providingadministration and coordination of services and training delivery based at MidYorkshire Hospitals. Thepost holder will be responsible for communicating and organising the logisticsof endoscopy training amongst the various stakeholders and stakeholderorganisations that contribute to the YETA. This will include arranging coursefaculty and examiners, booking delegates and managing the waiting list forfully subscribed courses and make judgements on which candidates willbe offered available positions. Thepost holder will plan, record and maintain training schedules. This will alsoinvolve inputting information to the JETS website and helping to plan BasicSkills Courses. Thepost holder will link with the Joint Advisory Group on GastrointestinalEndoscopy (JAG), Specialtytraining committees (STC), Health Education England (HEE) and the IntegratedCare System (ICS). Inthe initial phase of the role, the post holder will deliver the administrationto support the setting up of the process and structure of the YETA endoscopytraining curriculum that will be delivered at Mid Yorkshire Teaching Trust. Oncethe Academy structure has been established the post holder will be responsiblefor the ongoing administration and organisation to maintain the delivery of theendoscopy training curriculum across the RTC in West Yorkshire. Thepost holder will be responsible for collecting Data that will help the WestYorkshire position and will aid YETA objectives and outcomes. Thepost holder will be responsible for establishing communication links across RTAin West Yorkshire to ensure any changes are communicated effectively across theregion, this can involve complex process changes, sensitive material andvarious reports. You will need to ensure that this information is communicatedin a way that engages the recipients, ensures the message isreceived/understood and provides reassurance. Akey part of the role is informing stakeholder organisations which trainees willbe undertaking immersion training and when. You will need to ensure that we aremaximising the number of trainees taking part in the training programme,looking for creative solutions if the plan has to deviate. Youwill be a point of contact for colleagues preparing and currently undertakingimmersion training. You will also be responsible for managing absences thatwill impact the training curriculum and mitigating the impact on the traineesand trainers and escalating this accordingly. This will involve looking for analternative candidate or faculty member to fill a short notice absence socourse can continue and run at maximum capacity. Asthis is a new role you will also be responsible for producing and maintainingSOPs in relation to the administration of West Yorkshire Endoscopy Training. Organiseand attend internal and external meetings as required ensuring accurate actionlogs and/or minutes are taken. Youwill act as a Deputy in the absence of the Business Manager and may be thefirst point of contact to stakeholders or other NHS colleagues. Inthis new position you will have an opportunity to shape your role and developthe service with the Business Manager. Preparation/circulationof documentation for meetings/within prescribed timescales. Preparationof other documents, policies, procedures, presentations. Preparationof orders and receiving of goods/services in order to maintain efficientrunning of the service. Maintain aGeneric Inbox for the West Yorkshire RTC as well as assisting with generaladministrative tasks. Use aVariety of PAS systems that Mid Yorkshire Hospitals Teaching Trust utilise. May bebased within the Endoscopy Unit working with the Endoscopy Performance Managerupon the absence of the Business Manager. Person Specification

Qualifications

Essential

NVQ 3 or equivalent in Business and Admin/ or equivalent experience Sound educational background (4 GCSEs, grade C or above)

Experience

Essential

Experience of working with confidential material Experience of working with filing systems Experience of good customer or patient care Experience of working with computer software programmes such as Microsoft Office, e-mail and internet Experience of scheduling/co-ordination activities and/or resources

Desirable

Experience of working with patients requiring health care Experience with NHS software systems Experience of Microsoft excel

Knowledge and Awareness

Essential

Sensitive to confidential environment Understanding and knowledge of work policies and procedures (Data Protection Act) Awareness of own limitations.

Desirable

Understanding of NHS Confidentiality issues Awareness of Health & Safety issues Awareness of Moving & Handling issues. Understanding and knowledge of work policies and procedures (Caldicott) Knowledge of medical terminology Knowledge of Trust/Patient Access Policy/Medical Records Policies

Skills and Abilities

Essential

Decision making ability Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Ability to deal with distressing/sensitive information Demonstrate knowledge of dealing with public/conflict Demonstrate a caring manner with an understanding disposition Ability to organise self, working to deadlines and ensuring quality standards Ability to engage and motivate others Flexibility and able to adapt to change Proven ability of working on own initiative Ability to organise self, working to deadlines and ensuring quality standards Able to work as part of a team Able to prioritise workload Ability to establish effective working relationships Planning ability Organisational skills

Desirable

Analytical skills Ability to deal with irate and worried people accessing the service Time management skills or experience of working with a busy/demanding environment Supervisory or office management skills
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