Job summary
We are looking for a high quality, customer focused administrator to join our medical staffing department. Working within a fast paced medical Education department, you will have a keen eye for detail and the ability to juggle the demands of a busy workload. Working with all grades of doctors and medical students, you will be an excellent communicator and act as the first point of contact for all aspects of medical education. You will be present at a weekly teaching session for doctors, where you will provide support with a variety of tasks and so you will need to be able to work autonomously and think on your feet.
"please note
that this role may not be eligible for sponsorship under the Skilled Worker
route, please refer to the Direct Gov website for more information with regards
to eligibility"
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Job Share(s) Considered
Please note that Livewell may close
the job advertisement earlier than the specified deadline if a high number of
applications are submitted. Therefore, we recommend you submit your application
at the earliest opportunity
Main duties of the job
- Support the weekly teaching sessions, this can include IT support, minute taking and agendas, booking and setting up rooms
- Produce timetables for medical student placements and teaching
- Coordinate the study leave process for doctors by booking and arranging payment for pre approved courses
- Administrative support to the Medical Education Team
- Coordinate doctors Mandatory Training
- Assist with junior doctor induction
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
Generic:The postholder is
responsible for the administration of Medical Education, providing support to
the Medical Education & Staffing
Manager (MESM), the Director of Medical Education (DME) and Medical Staffing
Department to organise and facilitate a wide range of
activities to support the Medical Education agenda.To
co-ordinate routine correspondence in relation to educational matters,
ensuring the appropriate dissemination and circulation of such correspondence.
To
follow up on any actions from above correspondence as identified or requested
by the DME or Medical Education Manager
To
prepare agendas and papers for relevant educational meetings, attending
where necessary to minute take and ensure agreed action points are implemented.
Coordinate
and maintain a database of individual Doctors mandatory training needs to
ensure compliance and notify doctors of their individual training compliance
records requesting that they book onto relevant training courses in a timely
manner.
On
occasion, search for appropriate venues and catering facilities for in house
courses and conferences. Prepare such venues to ensure that they are fit for
purpose (correct technology available, suitable environment, catering and
facilities).
When
in house events are taking place, liaise with both visiting facilitators and
participants ensuring that they have the appropriate materials. Maintain
attendance logs, actively following up non-attenders, providing reports to
supervisors and medical education committee meetings as required.
General
duties to support the Medical Staffing Team as and when appropriate. Co-ordinate,
administrate, attend & minute-take Psychotherapy meetings with head of
Psychotherapy and various Senior Medical Staff ensuring that any action points
identified are followed up and completed.
To form a part of the cross cover arrangement
for the department during periods of annual leave.Medical
Education:
Biannually
produce the schedule for the Mental Health Continuing Professional Development (CPD) programme which
takes place weekly and is attended by all grades of Medical Staff. This will
involve arranging local and national speakers, arranging venues and on occasion
arranging travel expenses. Produce certificates of attendance for CPD
attendees. Produce Certificates for Presenters.
Request
feedback on the CPD and Junior Doctor programmes to ensure that future training
plans meet the needs of its audience.
To
produce, coordinate and maintain an up-to-date spreadsheet for assurance that
Educational and Clinical Supervisors are meeting the competencies to allow
accreditation to supervise Trainees on behalf of Livewell Southwest.
Be
the main point of contact for all Medical Grades enquiring about additional
courses or conferences to support their development, providing advice on how to
apply for Study Leave and ensure that their individual records are kept up to
date.
Maintain
a database that records conferences/external training undertaken by all Medical
Grades.
Where
appropriate, book Medical Staff onto the most appropriate training course
checking that any pre-requisites are met such as qualifications, compliance
with medical registration/PDP/organisational criteria and ensuring they receive
all associated paperwork.Finance:
To
maintain accurate records of study leave funding for monthly submission to HEE
for reimbursement. The post holder will also be able to advise on what requests
meet funding requirements and which category the study request complies with in
the absence of the MESM.
To
co-ordinate and implement the educational programme for Medical Student
placements.Medical
School Students:
To
be the first point of contact in dealing with all matters relating to Medical
Students placed or due to be placed with LSW.
To
co-ordinate and implement the educational programme for Medical Student
placements.
Assist
in the operational process and organisation of the Undergraduate teaching
programmes in line with the requirements of Faculty of Medicine and Dentistry -
University of Plymouth and related
Education / Service level agreement.
To
establish and maintain effective and efficient working relationships with the
Medical School regarding Undergraduate placements.Junior
Doctor Induction:
To
jointly co-ordinate the induction process and prepare the Induction Programme
for Junior Doctors on a quarterly basis to ensure overall smooth delivery of
the programme having regular liaison with MESM to ensure accurate information
pertaining to the new Junior Doctors is obtained and that applicable subjects
are covered within the Induction programme.
Job description
Job responsibilities
Generic:The postholder is
responsible for the administration of Medical Education, providing support to
the Medical Education & Staffing
Manager (MESM), the Director of Medical Education (DME) and Medical Staffing
Department to organise and facilitate a wide range of
activities to support the Medical Education agenda.To
co-ordinate routine correspondence in relation to educational matters,
ensuring the appropriate dissemination and circulation of such correspondence.
To
follow up on any actions from above correspondence as identified or requested
by the DME or Medical Education Manager
To
prepare agendas and papers for relevant educational meetings, attending
where necessary to minute take and ensure agreed action points are implemented.
Coordinate
and maintain a database of individual Doctors mandatory training needs to
ensure compliance and notify doctors of their individual training compliance
records requesting that they book onto relevant training courses in a timely
manner.
On
occasion, search for appropriate venues and catering facilities for in house
courses and conferences. Prepare such venues to ensure that they are fit for
purpose (correct technology available, suitable environment, catering and
facilities).
When
in house events are taking place, liaise with both visiting facilitators and
participants ensuring that they have the appropriate materials. Maintain
attendance logs, actively following up non-attenders, providing reports to
supervisors and medical education committee meetings as required.
General
duties to support the Medical Staffing Team as and when appropriate. Co-ordinate,
administrate, attend & minute-take Psychotherapy meetings with head of
Psychotherapy and various Senior Medical Staff ensuring that any action points
identified are followed up and completed.
To form a part of the cross cover arrangement
for the department during periods of annual leave.Medical
Education:
Biannually
produce the schedule for the Mental Health Continuing Professional Development (CPD) programme which
takes place weekly and is attended by all grades of Medical Staff. This will
involve arranging local and national speakers, arranging venues and on occasion
arranging travel expenses. Produce certificates of attendance for CPD
attendees. Produce Certificates for Presenters.
Request
feedback on the CPD and Junior Doctor programmes to ensure that future training
plans meet the needs of its audience.
To
produce, coordinate and maintain an up-to-date spreadsheet for assurance that
Educational and Clinical Supervisors are meeting the competencies to allow
accreditation to supervise Trainees on behalf of Livewell Southwest.
Be
the main point of contact for all Medical Grades enquiring about additional
courses or conferences to support their development, providing advice on how to
apply for Study Leave and ensure that their individual records are kept up to
date.
Maintain
a database that records conferences/external training undertaken by all Medical
Grades.
Where
appropriate, book Medical Staff onto the most appropriate training course
checking that any pre-requisites are met such as qualifications, compliance
with medical registration/PDP/organisational criteria and ensuring they receive
all associated paperwork.Finance:
To
maintain accurate records of study leave funding for monthly submission to HEE
for reimbursement. The post holder will also be able to advise on what requests
meet funding requirements and which category the study request complies with in
the absence of the MESM.
To
co-ordinate and implement the educational programme for Medical Student
placements.Medical
School Students:
To
be the first point of contact in dealing with all matters relating to Medical
Students placed or due to be placed with LSW.
To
co-ordinate and implement the educational programme for Medical Student
placements.
Assist
in the operational process and organisation of the Undergraduate teaching
programmes in line with the requirements of Faculty of Medicine and Dentistry -
University of Plymouth and related
Education / Service level agreement.
To
establish and maintain effective and efficient working relationships with the
Medical School regarding Undergraduate placements.Junior
Doctor Induction:
To
jointly co-ordinate the induction process and prepare the Induction Programme
for Junior Doctors on a quarterly basis to ensure overall smooth delivery of
the programme having regular liaison with MESM to ensure accurate information
pertaining to the new Junior Doctors is obtained and that applicable subjects
are covered within the Induction programme.
Person Specification
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3 ) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience
- Good general education to GCSE level or equivalent
- Intermediate word processing, MS Office word and excel
Desirable
Experience
Essential
- Substantial secretarial/ administrative experience
- Proven track record of use of technology to produce reports / database administration
- Knowledge of manipulating data to produce reports to the pre-set specifications required
- Demonstrable experience of using the internet to source information in a valid way
Desirable
- Demonstrable experience of training and education administration in a Healthcare setting.
- Previous experience of using Accent Leave Manager / Allocate Systems
Skills & Attributes
Essential
- Excellent organisational and prioritising skills
- Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access
- Ability to deal with a wide range of tasks and meet deadlines simultaneously
- Ability to prioritise own workload and escalate issues as necessary
- Excellent communication / interpersonal skills in order to build good working relationships with senior clinical and non-clinical staff
- Ability to liaise with professionals from all disciplines and at all levels of the organisation
- Ability to maintain confidentiality at all times and use discretion
- Ability to remain calm and focused under pressure
Other requirements
Essential
- Willingness to undertake training as necessary to the role
Person Specification
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3 ) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience
- Good general education to GCSE level or equivalent
- Intermediate word processing, MS Office word and excel
Desirable
Experience
Essential
- Substantial secretarial/ administrative experience
- Proven track record of use of technology to produce reports / database administration
- Knowledge of manipulating data to produce reports to the pre-set specifications required
- Demonstrable experience of using the internet to source information in a valid way
Desirable
- Demonstrable experience of training and education administration in a Healthcare setting.
- Previous experience of using Accent Leave Manager / Allocate Systems
Skills & Attributes
Essential
- Excellent organisational and prioritising skills
- Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access
- Ability to deal with a wide range of tasks and meet deadlines simultaneously
- Ability to prioritise own workload and escalate issues as necessary
- Excellent communication / interpersonal skills in order to build good working relationships with senior clinical and non-clinical staff
- Ability to liaise with professionals from all disciplines and at all levels of the organisation
- Ability to maintain confidentiality at all times and use discretion
- Ability to remain calm and focused under pressure
Other requirements
Essential
- Willingness to undertake training as necessary to the role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
