Lower Limb Education and Courses Administrator

Job description

Job responsibilities

Duties and Responsibilities

Responsible for the researching external venues for large scale events.

Manage external and internal lower limb medical education courses, meetings, and large-scale events.

Manage all pre-course marketing, course development, sponsorship and commercial liaison.

Set up online registration for each course.

Obtain Continuing Professional Development accreditation (CPD) for all courses from the Royal College of Surgeons.

Arrange and organise necessary audio-visual requirements.

Coordinate catering and hiring of equipment.

To proactively manage the running of the courses efficiently ensuring all runs smoothly. Maintaining accurate records of all activities related to the programme including recording attendance, managing feedback and overseeing the evaluation of the programme to ensure its effectiveness.

Provide online evaluation and certificates to all delegates and faculty

Develop, analyse, and review post-event evaluation and distribute to conveners and faculty. Ensure payment of travelling expenses as appropriate.

To maintain accurate and up to date financial reports from each lower limb education course and event that the lower limb education unit hold. To ensure that each course or event is financially viable and profitable.

Comply with GDPR regulations.

To proactively manage the lower limb education department on behalf of The John Charnley Trust.

To maintain accurate records relating to the submission of applications for John Charnley Trust Travelling Scholarships.

To liaise with the John Charnley Trust trustees regarding all matters relating to for grants, Patient Information Centre, Future Leadership Programme, distribution of agendas and taking minutes and completing the actions arising from the meetings.

To maintain the John Charnley Trust website.

To liaise with the John Charnley Trust accountants regarding all financial matters relating to the payment of grants at the appropriate time and other invoices.

To proactively manage the Low Friction Society. To maintain a register of all members of the Low Friction Society including present and previous registrars/Fellows who have worked at Wrightington. To arrange annual meetings for the Low Friction Society.

To proactively manage the Medical School Elective Placements, Clinical Attachments and visitations for medical staff from the UK and overseas liaising with the Recruitment Team, Clinical Attachment team regarding documentation. Setting up timetables for each visitation

Responsible for covering NW Regional Revision multidisciplinary team (MDT) coordinator in the event of leave or sickness.

Analyse learning outcomes, feedback and metrics and present summaries to consultants and external parties.

Monitoring and assessing the effectiveness and success of education programmes.

Managing enrolment for education programmes and organising the resources to facilitate these programmes.

To provide efficient and accurate administrative support to the Lower Limb Education Department Consultants at Wrightington Hospital. Also, to provide administrative support for lower limb fellows and junior trainee doctors.

Responsible for covering of the role of NW Regional Revision MDT Coordinator in the event of leave or sickness.

Able to cope with frequent interruptions and on the spot problem solving.

Advertising of courses & events in relevant journals, websites, and social media, up to 18 months in advance.

Daily course information updates on social media Linked In, Instagram and X

Diary management of consultants leave for courses.

Researching each year other relevant courses and large lower limb meeting dates, to ensure dates do not clash with Wrightington lower limb courses.

Coordination of multiple tasks/courses/meetings/conferences at the same time.

Organising & booking of faculty accommodation, meetings rooms, catering, AV technicians, lab equipment at least 18 months in advance of course date, to ensure availability.

Strong organisation, planning and time management skills.

Attention to detail and critical thinking skills.

To review course and training plans for accuracy and audit quality.

Working with external companies to enable good quality education and training programmes and developing close working relationships with these companies.

To positively represent Wrightington lower limb education department at meetings and conferences, supporting and promoting the training and education of surgeons.

Communicating and understanding the cultural or language differences of everyone.

Ability to collate, process and analyse data with accuracy and diligence.

Responsible for accepting and processing enquiries received by post, email, telephone, distributing and prioritising using judgement and experience to prioritise the work.

Contribute effectively to the whole team being flexible in working practice and being able to re-prioritise workload when other team members require support.

To be able to communicate with consultants, outside agencies and all disciplines of work colleagues within the Trust, maintaining good working relationships.

Produce and distribute course programmes/timetables and all course related information.

Contact for any course problems arising - negotiating and responding sensitively with all calls. Responsible for patients, delegates, external companies and faculty on the days of the courses.

Working collaboratively with external medical industries and other external agencies by telephone, email and face to face.

Dissemination of information between all levels of personnel by means of formal meetings, Zoom, Microsoft teams meetings, email, written and verbal communication

Develop and maintain relationships with industry partners.

Ability to set up project plans and produce monitoring reports

Ability to manage contracts, including intellectual property rights, with partners and sub-contractors

Ability to prioritise competing workstreams and demands, working under pressure to achieve deadlines whilst maintaining a high quality of work.

Excellent communication skills, including high standard of written English

Ability to use Microsoft Office, including Teams and Dynamics 365

Good communication skills with consultants, staff and external companies.

Personal integrity with the ability to deal with sensitive and confidential information.

Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.

Receive and process course transaction fees via online booking system.

Maintaining of excel spreadsheets for each course, to provide an effective financial monitoring.

Ensuring invoices are paid in a timely manner.

Ensuring each course is financially viable before progressing. Setting the fees for each course, to ensure a profit figure for each course/event.

Identification of cost improvements within the department.

Ensure correct waste streams are used to support the Trust waste policies

Monitor that recruitment and selection takes place in accordance with Trust Policy

Manage sickness absence to within agreed limits and ensure that accurate records are kept.

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Person Specification

Essential

Essential

• Good general level of education (to GCSE level or equivalent to include Mathematics and English grade C or above)
• Experience and knowledge of Microsoft packages (Word, Excel, PowerPoint).
• RSA III typing or equivalent
• Knowledge of medical terminology, AMSPAR or equivalent experience
• Computer literate
• Experience of hospital IT systems (HIS, Patient Centre, ORMIS, SECTRA, ORACLE)

Desirable

• Knowledge of finance reporting or similar financial experience
• Knowledge of HR policies and procedures including sickness and annual leave.

Experience

Essential

• Experience of co-ordinating large-scale meetings and events.
• Experience of working in an office environment with minimal supervision.
• Previous experience of working in an NHS organisation or other meetings and events organisation.
• Confident using IT software (Zoom, Teams, Microsoft 365 and ORACLE)
• Experience coaching and training new staff
• Experience of working with a multi-disciplinary team of professionals.
• Working to deadlines within tight time frames and competing demands.
• Previous experience of finance/ budget software.
• Experience using digital dictation systems

Desirable

• Comfortable training new staff within area of expertise
• Experience of Appraisals and development reviews.

Skills

Essential

• Ability to communicate in a clear and concise manner both written and verbal.
• Ability to use a range of computer software and systems including Microsoft 365.
• To work both independently and as part of a multi-disciplinary team.
• Ability to work independently under pressure and to clear timelines.
• Ability to prioritise work and organise work for department team.

Desirable

• Ability to type letters and documents in a specific format and style.
• Attention to detail, high quality of work.

Knowledge

Essential

• Knowledge of policies and procedures
• Knowledge of medical terminology with more than one speciality.
• Knowledge of IT systems and programmes.

Additional

Essential

• Working unsociable hours when required.
• Motivated and pro-active.
• Demonstrate willingness to change as role evolves.
• Willingness to meet the performance criteria and undertake professional development as role develops.
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

Desirable

• Professional appearance.
• Ability to converse with Surgeons and senior members of staff

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.

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Wrightington Hospital

Hall Lane

Wrightington

WN6 9EP

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)