Job summary
We are looking to recruit an Upper Limb Education MDT Course Administrator to work 37.5 hours per week. This role is a 12 month secondment which could potentially be made permanent in the future. Please have a discussion with your line manager or Directorate Manager / DDOP to advise you are applying for the position as you will be required to obtain secondment approval.
NHS employees should secure their manager's agreement for a secondment arrangement prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis to provide temporary cover throughout a period of organisational change. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future.
Main duties of the job
- Administrative support for National Joint Registry
- Responsible for coordinating the Elbow Network in the Northwest and providing reports
- To organise internal upper limb medical education courses and meetings.
- To organise the upper limb MDT meetings twice weekly, yearly morbidity and mortality and three-monthly upper limb audit meetings. Ensuring all disciplines attend the meetings
- OrganisingtheNorthwest Regional MDT meetings, organising and distributing agendas and taking minutes and sharing outcomes.
- Collating and distributing sensitive and confidential agendas. Informing the MDT of frequent changes to the agendas taking and distribution of minutes and distribution of the outcome/recommendations arising from all meetings.
- Responsible for the Bone and Joint Infection Registry (BAJIR) reporting.
- Daily course information updates on LinkedIn, Facebook & X
- To be responsible for accepting and processing enquiries received by post, email, telephone and passing onto relevant department.
- Act on information passed on by education courses administrator/manager
About us
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Job description
Job responsibilities
The job overview includes:
-
- To provide efficient and accurate administrative support to the upper limb education course administrator manager.
- To organise internal upper limb medical education courses and co-ordination of the upper limb & elbow regional network MDT meetings.
- Provide clerical support to the education course manager to ensure that the financial status of the upper limb education budget is maintained. Production of timely and accurate financial reports to the education courses administrator manager.
- Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
- Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
- Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
- Maintaining and effectively monitor upper limb course finances.
- Raising of invoices and requisitions via the Oracle system.
Additional Duties:
- Plan and organise the upper limb North West Regional MDT network meetings.
- Advertising courses and events via social media and emails, dailycourse information updates on LinkedIn, Facebook & X
- Researching internal and external courses and large upper limb meeting dates, to ensure dates do not clash with Wrightington upper limb courses.
- Organising and booking of faculty accommodation, meetings rooms, catering, AV technicians, lab equipment in advance of course dates, to ensure availability.
- To be able to communicate with consultants, outside agencies and all disciplines of work colleagues within the Trust, maintaining good working relationships.
- Responsible for accepting and processing enquiries received by post, email, telephone, distributing and prioritising using judgement and experience to prioritise work.
- Produce and distribute course programmes/timetables and all course related information
- Contribute effectively to the whole team being flexible in working practice and being able to re-prioritise workload when other team members require support.
- Dissemination of information between all levels of personnel by means of formal meetings, Microsoft teams meetings, email, written and verbal communication.
- Communicating and understanding the cultural or language differences of everyone.
- Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
- Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
- Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
- Maintaining and effectively monitor upper limb course finances.
- Raising of invoices and requisitions via the Oracle system.
- Identification of cost improvements within the department.
Job description
Job responsibilities
The job overview includes:
-
- To provide efficient and accurate administrative support to the upper limb education course administrator manager.
- To organise internal upper limb medical education courses and co-ordination of the upper limb & elbow regional network MDT meetings.
- Provide clerical support to the education course manager to ensure that the financial status of the upper limb education budget is maintained. Production of timely and accurate financial reports to the education courses administrator manager.
- Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
- Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
- Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
- Maintaining and effectively monitor upper limb course finances.
- Raising of invoices and requisitions via the Oracle system.
Additional Duties:
- Plan and organise the upper limb North West Regional MDT network meetings.
- Advertising courses and events via social media and emails, dailycourse information updates on LinkedIn, Facebook & X
- Researching internal and external courses and large upper limb meeting dates, to ensure dates do not clash with Wrightington upper limb courses.
- Organising and booking of faculty accommodation, meetings rooms, catering, AV technicians, lab equipment in advance of course dates, to ensure availability.
- To be able to communicate with consultants, outside agencies and all disciplines of work colleagues within the Trust, maintaining good working relationships.
- Responsible for accepting and processing enquiries received by post, email, telephone, distributing and prioritising using judgement and experience to prioritise work.
- Produce and distribute course programmes/timetables and all course related information
- Contribute effectively to the whole team being flexible in working practice and being able to re-prioritise workload when other team members require support.
- Dissemination of information between all levels of personnel by means of formal meetings, Microsoft teams meetings, email, written and verbal communication.
- Communicating and understanding the cultural or language differences of everyone.
- Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.
- Receive and process course transaction fees via WorldPay. Responsible for the reconciliation and reporting of transactions from the WorldPay Card system.
- Daily reconciliation of all financial records according to the Trust receipting and remittance policy.
- Maintaining and effectively monitor upper limb course finances.
- Raising of invoices and requisitions via the Oracle system.
- Identification of cost improvements within the department.
Person Specification
Qualifications
Essential
- Good standard of education including GCSE's or equivalent
- ECDL or equivalent knowledge and experience
Desirable
- RSA 2/3
- AMSPAR qualification
- NVQ 2/3
Experience
Essential
- Previous admin experience within NHS
- Previous experience of working within a multi-disciplinary team
- Experience of diary management, bookings, courses, meetings and events.
- ECDL or equivalent NVQ 2/3 administration or equivalent in experience
Desirable
- Experience of working in a fast-paced environment.
- Knowledge of finance reporting or similar financial experience
- AMSPAR or equivalent. Knowledge of medical terminology.
Skills
Essential
- Well developed organisational skills with ability to prioritise workload
- Excellent verbal communication
- Ability to work using own initiative and take direction
- Minute taking, report writing, spreadsheet management and presentations
- Effective time management, be able to work independently and work on own initiative
- Attaining good working relationships with colleagues' and external sources.
Desirable
- IT and keyboard skills, knowledge of social media.
Knowledge
Essential
- Trust systems
- High level of understanding of office skills
- Data Protection Act, GDPR
- Knowledge of and implementing policies and procedures
Desirable
Additional
Essential
- Willing to adopt a flexible approach to working hours including evenings
- Calm under pressure
- Willingness to meet the performance criteria set out in the job description and professional development
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structure and vocabulary and without hesitation
Desirable
- Professional appearance and approach
- Exposure to unpleasant working conditions in the bio-skills training lab where required. For example, exposure to very strong smells
Person Specification
Qualifications
Essential
- Good standard of education including GCSE's or equivalent
- ECDL or equivalent knowledge and experience
Desirable
- RSA 2/3
- AMSPAR qualification
- NVQ 2/3
Experience
Essential
- Previous admin experience within NHS
- Previous experience of working within a multi-disciplinary team
- Experience of diary management, bookings, courses, meetings and events.
- ECDL or equivalent NVQ 2/3 administration or equivalent in experience
Desirable
- Experience of working in a fast-paced environment.
- Knowledge of finance reporting or similar financial experience
- AMSPAR or equivalent. Knowledge of medical terminology.
Skills
Essential
- Well developed organisational skills with ability to prioritise workload
- Excellent verbal communication
- Ability to work using own initiative and take direction
- Minute taking, report writing, spreadsheet management and presentations
- Effective time management, be able to work independently and work on own initiative
- Attaining good working relationships with colleagues' and external sources.
Desirable
- IT and keyboard skills, knowledge of social media.
Knowledge
Essential
- Trust systems
- High level of understanding of office skills
- Data Protection Act, GDPR
- Knowledge of and implementing policies and procedures
Desirable
Additional
Essential
- Willing to adopt a flexible approach to working hours including evenings
- Calm under pressure
- Willingness to meet the performance criteria set out in the job description and professional development
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structure and vocabulary and without hesitation
Desirable
- Professional appearance and approach
- Exposure to unpleasant working conditions in the bio-skills training lab where required. For example, exposure to very strong smells
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
