Leeds Teaching Hospitals

Administrative Co-ordinator (XN03)

This job is now closed

Job summary

An exciting opportunity has arisen for a dynamic, highly motivated and proactive team player to join our undergraduate team within Medical Education. In this exciting role you will provide a comprehensive administrative support service to the Undergraduate team and the wider Medical Education Department. You should be confident, enthusiastic and eager to learn with experience of working in a busy environment and dealing with conflicting demands. With a strong ability to communicate sensitively and effectively with a wide range of diverse people including students, stakeholders, patients, families, colleagues and the wider multi-disciplinary team and understand the imperative need for confidentiality and discretion at all times.

The successful applicant will have a positive can-do attitude, work flexibly with strong organisational skills and a keen eye for detail. Your responsibilities will encompass wide and varied administrative support both independently and within a dynamic team to ensure we deliver a seamless operational service and a high quality of programme delivery. Training and support will be provided to help you develop your knowledge & skills within Medical Education

The role will be based in the Undergraduate Hub, Ashley Wing,St James University Hospital for the main but cross-site work will be required (LGI or University of Leeds Medical School)

We encourage applicants from all communities and promote the diversity of all backgrounds

Main duties of the job

To provide effective and efficient administrative support to the Medical Education team and our service users. Your core duties will include:-

- co-ordination and distribution of information for undergraduate medical and PA student placements using online systems and Microsoft packages

- organising inductions and teachings by booking rooms and organising resources to compliment these including student attendance management

- being part of the team as first point of contact for our service users, stakeholders and colleagues this will involve face-to-face, telephone and email communication

- maintain and monitor office and training equipment including reporting faults, stock control and loan processes

- support the wider team with general office administration including organising meetings, taking minutes, help design and distribute resources, supporting undergraduate and postgraduate training courses

- work flexibly to prioratise and organise own and team workloads dependant on the conflicting demands of the service.

Expected Shortlisting Date

24/09/2024

Planned Interview Date

04/10/2024

About us

Medical Education at LTHT delivers a wide range of high-quality education and training for healthcare professionals worldwide.

We have a strong reputation for excellence and innovation with our blended and technology enhanced approach to learning and host one of the largest medical education programmes in the country.

Our undergraduate team work collaboratively with the University of Leeds to consistently deliver high quality teaching and clinical placements to more than 1,500 medical students and physician associates, and our post-graduate team supports the education and training of over 950 junior doctors. Our teams are collectively passionate about education and embrace being a part of the journey of our future doctors and healthcare professionals

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

02 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-MDI-0127

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

You will be part of a small team of educators, doctors and administrators to provide a comprehensive administrative support service predominantly to the Undergraduate Medical education team and may also have some involvement with the wider Medical Education Department. The postholder will be able to work flexibly and be able to adapt to the changing demands within the team. The post holder must be a confident communicator and be able to communicate sensitively and effectively with a wide range of people including students, stakeholders, patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times.

Applicants will have excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines

Applicants will be required to demonstrate the ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems.

Ability to prioritise, plan and organise own workload and act on own initiative.

Proficiency in the use of Microsoft packages is key to this role

Continually maintaining and improving the quality of service and efficiency of working practices

Be a team player with a positive and professional attitude with a willingness to help colleagues and our service users

Embrace equality and diversity and our core Leeds Way Values - Patient-centred, collaborative, fair, empowered, accountable

Job description

Job responsibilities

Applicants will have excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines

Applicants will be required to demonstrate the ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems.

Ability to prioritise, plan and organise own workload and act on own initiative.

Proficiency in the use of Microsoft packages is key to this role

Continually maintaining and improving the quality of service and efficiency of working practices

Be a team player with a positive and professional attitude with a willingness to help colleagues and our service users

Embrace equality and diversity and our core Leeds Way Values - Patient-centred, collaborative, fair, empowered, accountable

Person Specification

Experience

Essential

Ability to use and act on own initiative
Flexible approach to the conflicting demands of the service
Ability to work as part of a team and adapt to the requirements of team members
Experience of working in a busy environment and dealing with the general public
Understanding of the need for confidentiality and discretion

Desirable

Understanding of the NHS and the organisation
Understanding of Medical Education

Qualifications

Essential

Educated to GCSE English and Maths grade C or equivalent

Desirable

Basic computer/typing qualifications

Skills & behaviours

Essential

Excellent communication skills - verbal, written and face-to-face
Proficiency in the use of Microsoft office or equivalent
Ability to prioritise, plan and organise own workload
Experience of using spread sheets and databases
exercise judgement when dealing with enquiries and solving problems

Person Specification

Experience

Essential

Ability to use and act on own initiative
Flexible approach to the conflicting demands of the service
Ability to work as part of a team and adapt to the requirements of team members
Experience of working in a busy environment and dealing with the general public
Understanding of the need for confidentiality and discretion

Desirable

Understanding of the NHS and the organisation
Understanding of Medical Education

Qualifications

Essential

Educated to GCSE English and Maths grade C or equivalent

Desirable

Basic computer/typing qualifications

Skills & behaviours

Essential

Excellent communication skills - verbal, written and face-to-face
Proficiency in the use of Microsoft office or equivalent
Ability to prioritise, plan and organise own workload
Experience of using spread sheets and databases
exercise judgement when dealing with enquiries and solving problems

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)