Job summary
Due to the successful roll-out of the adult psychiatry module and the new Healthcare of Later Module, the number of students we have on placement this year has increased, hence we are required to expand our administration team.
We are looking for an Undergraduate Administrator, to work alongside our Undergraduate Co-ordinator. We have already gained an excellent reputation for the teaching and clinical experience we provide and have a medical education team who are committed to enhancing students' experience.
The base will be at Welton House, Lincoln, with some flexibility for remote working, and working in other bases when the service allows
Main duties of the job
Contributing to positive medical student experiences through helpful support and administration.
Providing a full administration service for all aspects of undergraduate medical, supporting the Undergraduate Co-ordinator in organising the medical student timetables, scheduling teaching sessions etc.
Assist in the delivery of teaching events and training programmes.
Collating and presenting medical student feedback.
Designing relevant training materials and maintain computer databases.
If this sounds like a job for you we look forward to hearing from you.
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.
This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Job description
Job responsibilities
To support the Undergraduate Co-ordinator and Associate Clinical Sub-Dean in organising meetings, taking minutes, distributing relevant documents to participants and following up relevant action points from meetings.
To support the Undergraduate Co-ordinator in organising the medical student timetables and scheduling teaching sessions, providing timely and responsive support to events and meetings.
Assist in the delivery of teaching events and training programmes, providing support to the Undergraduate Co-ordinator. Taking an active role in the induction process to support the medical students integration into the Trust. Ensuring all clinical system requests and IT equipment is prepared.
Contribute to positive medical student experiences through helpful support and administration.
Provide support both verbal and in writing to undergraduate medical students on academic and personal matters associated with their placements.
To ensure both telephone, e-mail and personal enquiries are dealt with in a polite, confidential and efficient manner.
Collating and presenting medical student feedback.
To design relevant training materials and maintain computer databases.
To ensure confidentiality is maintained at all times, adhering to the Trusts and national policy regarding same.
To manage workload under supervision, seeking advice when required, performing routine office procedures, which may, at times during the Undergraduate Co-ordinators absence, include typing of documents. The routine office procedures to include the opening and distribution of correspondence, responding to e-mails, photocopying and filing in accordance with current Trust procedures.
To have a thorough working knowledge of office 365 and electronic systems including e-mail, and SHARON and to update these systems in a timely and accurate manner, in accordance with Trust policy. Training will be given for other systems used.
To be the point of contact for the team in ordering and receipting of goods and services in line with Standing Financial instructions, preparing and processing documentation in respect of the electronic ordering, receipting and payment of stationary and goods.
To participate in supervision and appraisal in line with Trust policy.
To ensure all work is undertaken in line with Trust and national policy.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post, including providing cover for other administrative staff, if needed.
To participate in the provision of an extended hours service.
To travel and work at other bases where necessary.
Job description
Job responsibilities
To support the Undergraduate Co-ordinator and Associate Clinical Sub-Dean in organising meetings, taking minutes, distributing relevant documents to participants and following up relevant action points from meetings.
To support the Undergraduate Co-ordinator in organising the medical student timetables and scheduling teaching sessions, providing timely and responsive support to events and meetings.
Assist in the delivery of teaching events and training programmes, providing support to the Undergraduate Co-ordinator. Taking an active role in the induction process to support the medical students integration into the Trust. Ensuring all clinical system requests and IT equipment is prepared.
Contribute to positive medical student experiences through helpful support and administration.
Provide support both verbal and in writing to undergraduate medical students on academic and personal matters associated with their placements.
To ensure both telephone, e-mail and personal enquiries are dealt with in a polite, confidential and efficient manner.
Collating and presenting medical student feedback.
To design relevant training materials and maintain computer databases.
To ensure confidentiality is maintained at all times, adhering to the Trusts and national policy regarding same.
To manage workload under supervision, seeking advice when required, performing routine office procedures, which may, at times during the Undergraduate Co-ordinators absence, include typing of documents. The routine office procedures to include the opening and distribution of correspondence, responding to e-mails, photocopying and filing in accordance with current Trust procedures.
To have a thorough working knowledge of office 365 and electronic systems including e-mail, and SHARON and to update these systems in a timely and accurate manner, in accordance with Trust policy. Training will be given for other systems used.
To be the point of contact for the team in ordering and receipting of goods and services in line with Standing Financial instructions, preparing and processing documentation in respect of the electronic ordering, receipting and payment of stationary and goods.
To participate in supervision and appraisal in line with Trust policy.
To ensure all work is undertaken in line with Trust and national policy.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post, including providing cover for other administrative staff, if needed.
To participate in the provision of an extended hours service.
To travel and work at other bases where necessary.
Person Specification
Skills
Essential
- Demonstrate good written and verbal communication skills
- Use own initiative and manage time effectively
- Calm telephone manner
- Able to demonstrate organisational skills
- Approachable manner
- To be able to travel to participate in meetings and training
Qualifications
Essential
- NVQ 2 or equivalent in Business and Administration
- GCSE English Grade C or above
- Word processing/IT skills.
- Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management
Desirable
- Knowledge of undergraduate medical education issues
Experience
Essential
- Previous administration experience
- Good level of Computer Literacy (MS Office)
- Word processing/IT skills.
- Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management
Desirable
- Knowledge of Trust database systems
- Experience of working within medical education
- Experience in hospital, university or other educational environment
Special Requirements
Essential
- Smart professional appearance
- Able to be flexible if required
- Must be a car driver and car owner, as travel to other bases will be required
Person Specification
Skills
Essential
- Demonstrate good written and verbal communication skills
- Use own initiative and manage time effectively
- Calm telephone manner
- Able to demonstrate organisational skills
- Approachable manner
- To be able to travel to participate in meetings and training
Qualifications
Essential
- NVQ 2 or equivalent in Business and Administration
- GCSE English Grade C or above
- Word processing/IT skills.
- Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management
Desirable
- Knowledge of undergraduate medical education issues
Experience
Essential
- Previous administration experience
- Good level of Computer Literacy (MS Office)
- Word processing/IT skills.
- Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management
Desirable
- Knowledge of Trust database systems
- Experience of working within medical education
- Experience in hospital, university or other educational environment
Special Requirements
Essential
- Smart professional appearance
- Able to be flexible if required
- Must be a car driver and car owner, as travel to other bases will be required
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.
