Education Administrator - Part Time

Moorfields Eye Hospital NHS Foundation Trust

This job is now closed

Job summary

Moorfields and its partner the UCL Institute of Ophthalmology have launched an exciting education strategy which includes the offering of cutting-edge events and short courses. Moorfields Education has a broad remit for delivering high quality, professional education and development both within and beyond the Trust.

Fundamentally, our mission is to improve patients' experience of care at Moorfields and across the NHS through enhanced leadership, team working and communication. We achieve this through two broad objectives, first the delivery of a range of innovative, behaviour-based education short courses aimed at developing clinical and professional knowledge and skills which will ultimately improve patient safety and second, in partnership with UCL Institute of Ophthalmology offer a portfolio of postgraduate degrees to cement our position as number one internationally in vision and eye health education.

The successful candidate for the role of Education Administrator will support the Education Manager to successfully deliver an ever-expanding portfolio of short courses, contributing to the development and promotion of the Moorfields Education brand. This is a new position created to support future growth.

Main duties of the job

The Education Administrator will work closely with the Education Manager to ensure the smooth running of each event, taking particular responsibility for delegate administration and venue operation. The post holder will deputise for the education manager when necessary and will need to develop an understanding of most aspects of the Education Manager role in order to do so.

This role will involve building relationships with Moorfields staff such as course organisers, professional services such as marketing and finance and wider education teams. Additionally, the post holder will liaise with UCL staff, external suppliers and course sponsors.

Much of our activity takes place on the first floor of the Moorfields Education Hub on Ebenezer Street across from our City Road hospital site. Opened in 2020, this leading-edge facility offers a range of adaptable, high-tech teaching rooms. The successful candidate will be based at the Education Hub.

About us

At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:

Salary including High-Cost Area Supplement
Opportunity to join the NHS Pension Scheme
Free 24/7 independent counselling service
Learning and development opportunities
Easy and quick transport links
A range of attractive benefits and discounts
Access to Blue Light Card and other NHS Discount Schemes
Free Pilates classes
Full support and training to develop your skills
Flexible working friendly organisation

And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.

Date posted

10 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£17,691 to £18,652.80 a year Per Annum, Including HCAS, Pro Rata'd as Part Time

Contract

Permanent

Working pattern

Part-time

Reference number

273-DC-6855360

Job locations

Ebenezer Street

15 Ebenezer Street

London

N1 7NH

Job description

Job responsibilities

Assist Education Manager in the efficient organisation and management of short courses, conferences and other events to include (but not limited to).

Proactively liaise with organisers on matters relating to their courses and events.

Negotiate and liaise with sponsors on matters relating to events they are supporting.

Liaise with external suppliers to events as required.

Assist in maintaining the Moorfields Education website.

Assist in setting up courses on Insight, the Moorfields Learning Management System, and on UCLeXtend UCLs learning platform for short courses and professional development.

Organise catering and refreshments where necessary

Set up the training rooms as required, including ensuring that all the necessary training materials are provided and checking the audio visual (AV) equipment

Support face to face and hybrid courses in-person on the day both at Ebenezer Street and at external venues, including taking registrations and assisting the course organiser in the smooth running of the day. This may include the occasional course held on a Saturday

Support online courses on the day, including occasional evening webinars

Prepare course feedback questionnaires, both online and paper, and assist in producing feedback reports for the course organiser

Handle routine issues arising during the event planning process as well as proposing effective solutions to resolve non-routine problems.

Responsible for delegate administration to include (but not limited to)

Respond to general education enquiries

Support delegates to book courses as necessary

Assist with requests for invoices and refunds

Provide course numbers and booking reports to the Education Manager

Provide course joining information to booked delegates

Respond to delegate queries as required, for example about travel, hotels, etc.

Collate dietary requirements and other information as required by course organiser

Prepare printed items for face-to-face courses, such as name badges and handouts

Provide receipts and certificates of attendance

Respond to post-course queries

Assist in the operation of the first-floor Education Hub to include (but not limited to)

Administer all room bookings

Provide in-person support at the venue to events originated by education staff and others within Moorfields for education purposes

Act as deputy site manager to ensure the facilities are always maintained in a good condition, for example to make regular room checks to ensure rooms are kept tidy and equipment is turned off and to report problems and faults as necessary

Assist the Education Manager as required to:

Ensure appropriate publicity of short courses and events as well as the on-going promotion of Moorfields Education, working with the Marketing Manager

Grow the portfolio of short courses through relationship building with potential course organisers

Provide team support in the running and continued development of the department

The above list is not exhaustive, and duties may change or evolve as necessitated by changing needs of education at Moorfields.

Job description

Job responsibilities

Assist Education Manager in the efficient organisation and management of short courses, conferences and other events to include (but not limited to).

Proactively liaise with organisers on matters relating to their courses and events.

Negotiate and liaise with sponsors on matters relating to events they are supporting.

Liaise with external suppliers to events as required.

Assist in maintaining the Moorfields Education website.

Assist in setting up courses on Insight, the Moorfields Learning Management System, and on UCLeXtend UCLs learning platform for short courses and professional development.

Organise catering and refreshments where necessary

Set up the training rooms as required, including ensuring that all the necessary training materials are provided and checking the audio visual (AV) equipment

Support online courses on the day, including occasional evening webinars

Prepare course feedback questionnaires, both online and paper, and assist in producing feedback reports for the course organiser

Handle routine issues arising during the event planning process as well as proposing effective solutions to resolve non-routine problems.

Responsible for delegate administration to include (but not limited to)

Respond to general education enquiries

Support delegates to book courses as necessary

Assist with requests for invoices and refunds

Provide course numbers and booking reports to the Education Manager

Provide course joining information to booked delegates

Respond to delegate queries as required, for example about travel, hotels, etc.

Collate dietary requirements and other information as required by course organiser

Prepare printed items for face-to-face courses, such as name badges and handouts

Provide receipts and certificates of attendance

Respond to post-course queries

Assist in the operation of the first-floor Education Hub to include (but not limited to)

Administer all room bookings

Provide in-person support at the venue to events originated by education staff and others within Moorfields for education purposes

Assist the Education Manager as required to:

Ensure appropriate publicity of short courses and events as well as the on-going promotion of Moorfields Education, working with the Marketing Manager

Grow the portfolio of short courses through relationship building with potential course organisers

Provide team support in the running and continued development of the department

The above list is not exhaustive, and duties may change or evolve as necessitated by changing needs of education at Moorfields.

Person Specification

Education

Essential

Minimum of 5 GCSE's Grade A-C including Maths, English
NVQ Level 3/Vocational qualification/equivalent level of knowledge

Desirable

Educated to A-Level

Experience

Essential

Experience of administrative duties in a busy and fast-paced environment
Experience in communicating by email and phone with a variety of stakeholders at a range of levels

Desirable

Experience in working in a healthcare/academic setting
Experience in working in education/events/conferencing

Knowledge

Essential

Good working knowledge of MS Office applications and information technology

Desirable

Knowledge of audiovisual systems

Person Specification

Education

Essential

Minimum of 5 GCSE's Grade A-C including Maths, English
NVQ Level 3/Vocational qualification/equivalent level of knowledge

Desirable

Educated to A-Level

Experience

Essential

Experience of administrative duties in a busy and fast-paced environment
Experience in communicating by email and phone with a variety of stakeholders at a range of levels

Desirable

Experience in working in a healthcare/academic setting
Experience in working in education/events/conferencing

Knowledge

Essential

Good working knowledge of MS Office applications and information technology

Desirable

Knowledge of audiovisual systems

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.