Job summary
The Medical Education Department have created a new position within the team for a Study Leave Administrator. The post holder will take responsibility for processing the doctor's study leave requests, analysing data and producing reports relating to study leave applications when required. They will also provide a professional and friendly reception service, welcoming and guiding visitors, ensuring enquiries are dealt with efficiently and disseminating messages as appropriate.
Main duties of the job
Duties included in the role are:
Screening telephone calls, walk-in enquiries and requests, redirecting where appropriate.
Act as first point of contact for postgraduate doctors, specialty doctors and consultants with regards to study leave.
Manage study leave applications, including the processing of requests; seeking approval, informing applicant of outcome and calculating funds.
Process the financial study leave claims on the online claims system, ensuring the correct budget allowances are paid and relevant claims are reported back to the Deanery for reimbursement to the Trust.
Make, amend and co-ordinate room bookings; through the intranet, verbally and face to face.
Assist in the security of the Education Centre including ensuring training rooms are unlocked at the start of each working day and ensure they are tidy and locked at the close of each working day.
Assist with setting up and using AV equipment.
Provide cover for the Medical Education Administrator role, when needed; providing secretarial support and monitoring the department's outlook email inbox and calendar efficiently.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
Working as part of the Medical Education Department, the Study Leave Administrator will be the point of contact within the Department for visitors. Providing a courteous and efficient service to all internal and external colleagues and visitors.
Please see attached job description for more information.
Job description
Job responsibilities
Working as part of the Medical Education Department, the Study Leave Administrator will be the point of contact within the Department for visitors. Providing a courteous and efficient service to all internal and external colleagues and visitors.
Please see attached job description for more information.
Person Specification
Education and Training
Essential
- GCSEs at Grade C or above in English and Mathematics
- NVQ Level 3 and/or RSA Level 3 typing or equivalent
Desirable
- Administration or secretarial qualification
- IT qualification such as ECDL
Knowledge and Skills
Essential
- Excellent communication skills
- Ability to plan work and multi-task.
- Proven knowledge and understanding of advanced IT skills with a working knowledge of Microsoft Word, Excel and Outlook.
- Accurate spelling and grammar.
- Strong organisational skills including multi-tasking
- Ability to deal with sensitive information appropriately
- Ability to take minutes
- Ability to plan and prioritise own workload
- Able to use initiative and take responsibility when necessary
- Able to cope with assisting in the provision of pastoral care
Desirable
- Proven ability to interpret data/information and produce briefing papers relating to the outcomes.
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions
Experience
Essential
- Proven experience in providing an efficient and comprehensive secretarial and administrative service, ideally to Senior manager level.
Desirable
- Experience of the recording or management of financial spending
- Proven experience on the production of reports from data gathered on projects
Personal/Physical Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Able to use initiative and take responsibility when necessary.
- Remain calm and professional in a busy and often stressful working environment.
- Able to cope with assisting in the provision of pastoral care.
- Provide feedback in a professional manner to ensure positive communication within the department
- Ability and desire to work as part of a team, providing assistance to and cover for colleagues when requested
- Able to work flexible hours within 08:00and 18:00hrs on occasions
- Moving of tables and chairs to accommodate educational meetings.
Personal Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Calm and professional
- Team player
- Flexible
Person Specification
Education and Training
Essential
- GCSEs at Grade C or above in English and Mathematics
- NVQ Level 3 and/or RSA Level 3 typing or equivalent
Desirable
- Administration or secretarial qualification
- IT qualification such as ECDL
Knowledge and Skills
Essential
- Excellent communication skills
- Ability to plan work and multi-task.
- Proven knowledge and understanding of advanced IT skills with a working knowledge of Microsoft Word, Excel and Outlook.
- Accurate spelling and grammar.
- Strong organisational skills including multi-tasking
- Ability to deal with sensitive information appropriately
- Ability to take minutes
- Ability to plan and prioritise own workload
- Able to use initiative and take responsibility when necessary
- Able to cope with assisting in the provision of pastoral care
Desirable
- Proven ability to interpret data/information and produce briefing papers relating to the outcomes.
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions
Experience
Essential
- Proven experience in providing an efficient and comprehensive secretarial and administrative service, ideally to Senior manager level.
Desirable
- Experience of the recording or management of financial spending
- Proven experience on the production of reports from data gathered on projects
Personal/Physical Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Able to use initiative and take responsibility when necessary.
- Remain calm and professional in a busy and often stressful working environment.
- Able to cope with assisting in the provision of pastoral care.
- Provide feedback in a professional manner to ensure positive communication within the department
- Ability and desire to work as part of a team, providing assistance to and cover for colleagues when requested
- Able to work flexible hours within 08:00and 18:00hrs on occasions
- Moving of tables and chairs to accommodate educational meetings.
Personal Attributes
Essential
- Self-motivated, positive 'can-do' attitude.
- Calm and professional
- Team player
- Flexible
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.
