Medical Education Administrator and Personal Assistant

Job description

Job responsibilities

Provision of a personal assistant service to the DME. This will include the management and production of all correspondence, diary management ensuring that all key meetings and events are diarised, appropriate time is available and paperwork is prepared.

Assist and coordinate the distribution of the Postgraduate Medical Education newsletter liaising with trainees, medical students, trainers, consultants with overall sign off by Head of Medical Education and Director of Medical Education and releasing it in a timely manner.

Managing and coordinating the Medical Education pages on Trustnet and external post graduate medical education team website to ensure information and contacts are up to date.

To monitor e-mail and correspondence and be able to bring essential items to the attention of the DME and Medical Education deputies/HoME/MEM for action.

Preparation and management of the PGME meetings, such as Postgraduate Medical Education Group, Medical Education Senior Management Group, trainee support meetings and other meeting as appropriate. This will include drafting of agendas, production of formal minutes, dealing with action points, liaising with projects, tracking progress and booking and management of venues.

Assisting with Corporate induction when required by the team if a huge intake.

Compile and submit study leave reimbursement requests to finance on a monthly basis

Co-ordinate the local induction for St Charles and South Kensington and Chelsea trainees.

Manage sickness absence and annual leave for the team via the health rostering system and closing off monthly manpower returns.

Assisting and coordinating conferences and training workshops as necessary.

Managing the Higher Trainee Executive Shadowing Programme

Provide administration support to the SRTT/LTFT/IMG Champion

Co-ordinate the PGME awards programme

Co-ordination of trainee mentoring programme

Co-ordination of the bi-monthly Trust Learning Round

Ad-hoc administration support for the Medical Education Manager

Collation of relevant information, drafting of responses and preparation of correspondence on a wide range of routine and non-routine issues both internally and externally.

Co-ordinate and support the work of the DME and key programmes within medical education.

Collation of raw data from internal and external sources on a regular basis and production into appropriate formats, e.g. spreadsheet, reports.

Provide and receive information electronically, verbally or in writing which may be of a confidential or sensitive nature and ensure this is communicated properly within and outside the organisation.

To be the initial point of contact by phone or in person for the DME and ensure that all enquiries are handled to the highest standard of customer care.

To ensure that financial procedures are followed in order to ensure the effective management of allocated budgets. Replace and order stationery and other stock items to ensure adequate provision for all work undertaken by the PGME department.

To undertake any other duties commensurate with the grade and experience

Person Specification

Educations/qualifications

Essential

• A level or equivalent standard
• Recognised computer literacy course (e.g. ECDL level 2 or advanced or RSA III) or equivalent experience

Desirable

• Postgraduate Degree
• Professional PA/secretarial qualification

Experience

Essential

• Significant experience of working in NHS administration/ personnel or postgraduate training or similar environment. Producing information including reports, spreadsheets etc.
• Experience of providing secretariat support to meetings (including formal minute writing, preparation of agenda etc.).
• Establishing and maintaining coherent and efficient office systems.
• Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner.
• Diary management and coordinating meetings and events.

Desirable

• Experience as a Personal Assistant.
• Placing purchase orders and or being responsible for the replacement or replenishment of stationery

Skills, Knowledge and Abilities

Essential

• Excellent IT skills, including use of Microsoft Office
• Excellent communication skills (oral and written).
• To plan own work load and work autonomously
• Able to accept new responsibilities as required and acquire new knowledge relating to medical education
• Ability to deal with queries accurately and empathetically
• Ability to prioritise a multi-task workload and meet deadlines whilst tolerating interruptions
• Able to compose correspondence
• Ability to work under pressure with minimum supervision and maintain attention to detail
• Ability to work as part of a small team and within the wider orbit of the training schemes
• Able to keep accurate records
• Numerate

Desirable

• Knowledge of NHS and/or Postgraduate Medical Education

OTHER REQUIREMENTS

Essential

• Flexible, methodical and hardworking
• Reliable work record
• Knows when to ask about a problem

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

St Charles Hospital

London

W10 6DZ

Employer's website

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