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Education Co-ordinator
4 months ago
Job summary
The Clinical Education Team are looking for an Education Co-ordinator.
This Trust Wide administrative post works across all three UHL sites and will support the Medical Education Administration Manager in the management of the Education Centres across the Trust and to deputise in their absence.
The postholder will coordinate and take ownership of administering the Dental Training Programmes and supervising/administering of Study Leave for Postgraduate Doctors in Training and Trust Grade/LEDS across UHL.
This position will support the Medical Education Manager and Team by providing senior administrative support to a variety of educational programmes and activities such as Dental Training, Internal Medical Training (IMT), Grand Round and Foundation Training.
This role will actively support the development of the Clinical Education centres and support innovative ways to raise the standard of the Education Team within the Trust.
Please ensure your personal statement clearly relates to how you fit to the person specification for this role.
Main duties of the job
Supervise the administration of processing Postgraduate Doctors study leave.
Provide support to the Dental Workforce Development (DWD) programme and Foundation Dental (FD) programme.
Audit Bookwise to ensure all Centre bookings are accurate and up to date.
Manage the Clinical Education Centre Reception area, including the day to day Clinical Education Centre activities and maintenance.
This post may supervise/line manage two members of staff.
This role will require some out of hours working to meet the demands of the PG training sessions.
Please see the attached Job description for a full breakdown of the duties and responsibilities.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
high-quality care for all, being a great place to work, partnerships for impact, and research and education excellenceAnd we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
we are compassionate, we are proud, we are inclusive, and we are one teamThis is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
Job description
Job responsibilities
KEY WORKING RELATIONSHIPS
The main working relationships that the post holder will be required to develop include:
Department of Clinical Education senior team PGEC Staff Library Staff Trust Board and its Directors Service Users including non-medical PGEC users UHL Consultants, Junior Doctors and other facilitators Foundation Programme Directors NHS England, NHSE (Formally known as Health Education England, HEE) across the East Midlands General Medical Council (GMC) Estates Personnel, such as Portering Service, Domestic Service and Catering ServiceKEY RESULT AREAS
Dental Training Programmes Provide support to the Dental Workforce Development (DWD) programme and Foundation Dental (FD) programme. Actively aim to improve administrative processes. Liaise with other Postgraduate centres within the region to ensure the smooth running of the programmes. Support the TPD leads to ensure the smooth running of the dental programmes. Maintain attendance registers for teaching and ensure that certificates of attendance are provided in a relevant format. Maintain an up-to-date teaching schedules for both programmes. Ensure all course details are advertised and up to date on Accent Course Manager. Responsible for booking rooms/resources to support teaching activities. Collate and present evaluation of teaching activity to TPD and speakers. Maintaining accurate expenditure records and sharing this information with the Operations Manager and externally as required Study Leave for Postgraduate Doctors in Training Supervise the administration of processing Postgraduate Doctors study leave applications in accordance with NHSE study leave policy and Trust guidelines. Providing Information and guidance at Trust Inductions for new starters regarding the local and national study leave process. Act as the first point of contactfor study leave queries regarding Postgraduate Doctors in Training. Co-ordinate and streamline the study leave process, ensuring the applications are processed with the required approvals, according to the study leave policies and procedures. Undertake regular checks to ensure Tracker 2 study leave system remains updated, resolving any issues or highlighting to the Medical Education Administration Manager. Work closely with the Tracker 2 developers to report any discrepancies or suggest any alternative ways of working. Undertake regular checks to ensure Accent Study Leave Manager remains updated, resolving any issues or highlighting to the Medical Education Administration Manager. Work closely with NHSE and report any discrepancies or suggest any alternative ways of working on Accent Leave Manager. Ensure all applications are processed and information is collected in the required time frame as per the Trust policies and procedures. Work with payroll to raise any payment issues or delays. Use own initiative to raise any discrepancies with the Medical Education Administration Manager. To support the transition to the new study leave process as defined by NHSE. Financial This post would be responsible for ensuring that payments are made to suppliers in a timely manner. Support the financial management of events by ensuring accurate documentation of income and expenditure. General Administration and Education Governance Provide administrative support with Network logins for doctors joining UHL. Support the Medical Education Manager and Team to organise and deliver Corporate Inductions. Ensure continual compliance with GDPR regulations. Develop new ways of working to ensure that the administration processes are robust and efficient. Oversee the organising of Grand Round Programme/s and record attendance at the meetings. Manage and prioritise own workload. Implement and follow strategies and polices within own work area. Audit Bookwise to ensure the booking, hospitality and sponsorship information is accurate and up to date. Provide expert advice to the team regarding bookings and sponsorship. Administrative Education Centre Manage the Education Centre Reception area. Manage the process of room bookings, including bookings, confirmation, hospitality and charging in accordance with the Education Centres booking charging policies. To assist with telephone queries, confirming bookings as appropriate and in accordance with the Education Centres booking and charging policies. Provide cross site senior administrative support as and when required. To assist with audio visual support for meetings as and when required. Be responsible for the day to day running of the Clinical Education Centres in conjunction with the other Education Co-ordinators. Identify areas for development within the Education Centres, make suggestions and implement processes. Support the Education Administration Manager to implement new developments and initiatives. Reporting faults to estates/domestics/ the relevant UHL service. Staff Supervision Provides day-to-day supervision and coordination of PG Administrator/s. Provide training and support to PG Administrator/s. Demonstrate own activities to new or less experienced employees providing training to staff on departmental procedures and policies. Demonstrates administrative, secretarial duties to new starters, less experienced staff. Deputise for any Education Co-ordinator in their absence. Line management of the Education Administrators on a day-to-day basis. Monitoring attendance, appraisals, return to work meetings in accordance with the Trusts policies and procedures. Deputise for the Medical Education Administration Manager in their absence. Working Relationships Ensure good working relationship with Estates Personnel, such as Portering Service, Domestic Service and Catering Service to ensure smooth running of the Centre. Ensure good working relationship with Hospital Consultant staff and all junior medical staff to aid smooth running and organisation of postgraduate meetings. Ensure good working relationships with external stakeholders including the Leicester Medical School and the Alliance. This job description is not to be taken as a completely exhaustive list of duties and it may be reviewed in the light of changed service needs. Any changes will be fully discussed with the post holder.GENERAL
This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.
You will be required to maintain compliance with all statutory and mandatory training requirements.
The link to the Trusts policies and procedures is:
Should we receive high volumes of applications, this post may close earlier than the proposed advert closing date. Please submit your application in advance to avoid any disappointment.
Person Specification
Training & Qualifications
Essential
NVQ/BTEC Level 4 or equivalent experience GCSE Mathematics & English Grade C or above
Desirable
ECDL/Clait or other IT qualification. Administrative or management qualification ( ILM) RSA Typing Level 2 or equivalent.
Experience
Essential
3 years administrative experience co-ordinating and leading large scale administrative processes. 2 years experience of working autonomously. Experience of developing and managing complex IT databases - skills to train users.
Desirable
2 years experience of working within an NHS environment - preferably with medical staff. Knowledge of undergraduate/postgraduate medical education. Previous use of the Tracker 2 for study leave. Previous use of Accent Leave Manager.
Communication and relationship skills
Essential
Excellent inter-personal communication and negotiation skills on complex and/or sensitive information at all levels. Good typing presentation skills/accuracy in all aspects of job. Excellent telephone manner.
Analytical and Judgement skills
Essential
Proven knowledge and experience using spreadsheets ( Excel) to monitor, analyse and generate reports. Developed analytical and problem solving skills for assessment of facts/situations.
Planning and organisation skills
Essential
Meticulous organisational skills. Ability to prioritise and manage multiple strands of work.
Equality and Diversity
Essential
Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
Other requirements specific to the role
Essential
Reliable, shows initiative and has impeccable attention to detail. Importance of confidentiality. Flexibility of working hours. Ability to negotiate and influence others. Able to fulfil cross-site commitments. Able to work at a computer for long periods. Able to deal with frequent interruptions and unpredictable work pattern. Able to occasionally deal with and support upset doctors in potentially distressing circumstances and able to sign post.
Desirable
Experience of organising learning events.
Commitment to Trust Values and Behaviours
Essential
Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours.