Job summary
Devon Partnership NHS Trust is looking to recruit a Band 4 Medical Education Administrator to join our small but busy Medical Education Team based in Wonford House, Exeter.
This is a permanent full time post of 37.5 hours per week, however less than full time, part time/ job share will be considered. Please state in your application.
Main duties of the job
The ideal candidate will have the ability to work as part of a team to deliver high quality administrative support to the medical education team, senior managers and clinicians. They need to be able to multi-task effectively, working on multiple work streams simultaneously.
This role will require the person to have excellent organisational skills and problem-solving skills, and the ability to work independently with initiative to manage their own workload, and to have working knowledge of MS office packages such as Word, Excel, Teams and Outlook, alongside excellent communication skills both written, face-to-face and over the telephone.
The Medical Education departments scope covers undergraduate medical students and postgraduate resident doctors. You will liaise with a variety of stakeholders including Devon Partnership Trust colleagues, NHSE, University of Exeter, Peninsula Medical School and local acute trusts.
For more information or an informal discussion about the role prior to applying, please contact:
Louise Downes Medical Education Manager
E-mail: louise.downes3@nhs.net
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
To
be responsible for providing a comprehensive administrative support service to
the medical education team, senior managers and clinicians. The post holder will be expected to exercise
personal initiative and independent judgement in an efficient manner within the
scope of broad procedural guidelines and processes.
Duties and Responsibilities
Communication and
Working Relationship Skills
- Communicate complex, sensitive and confidential
information to individuals or groups within the organisation and individuals
or groups external to the organisation.
- To be an integral link and point of contact for
staff at all levels internal and external, NHS and outside organisations
across the whole health economy locally and nationally.
- To work as part of a team, liaising and supporting
the Directors of Medical Education (DME), Medical Education Co-ordinator, the
wider Medical Education team and Medical School colleagues.
Analytical and
Judgemental Skills
- To manage and prioritise incoming communications
relating to multiple workstreams via generic and own outlook inboxes and
teams channels/ messages using own judgement and actioning or distributing
accordingly.
- To manage own workload and meet deadlines,
collating data and maintaining standards relating to administrative
processes.
Planning and
Organisational Skills
- Administrative
duties involved in placing medical students into services across Devon from 2
medical schools and related to education of postgraduate resident doctors.
- To
arrange both internal and external meetings and appointments e.g. budget
meetings, medical education meetings, undergraduate junior doctor sessions,
medical school and trust meetings producing minutes, agendas and other
associated documentation and distribution.
- Organise
contributors for taught sessions such as medical student special study units,
one off lectures, as well as liaising with teaching providers and producing
associated documentation e.g. letters and certificates.
- Organise
conferences and events as and when necessary, such as supervisors training
days, Medical Advisory Committee, MRCPsych modules.
- Administration
related to experiences of working in mental health services such as work
experience or medical electives.
- To
contribute to the study leave coordination including accurate record keeping
and liaison between NHSE and DPT finance.
- To help
facilitate the induction days for doctors in training.
- Maintain
and co-ordinate diary and room booking schedules.
- Plans
and organises, including updating and storage of electronic and hard copy
files.
- Plans
own workload to ensure that weekly, monthly, quarterly and annual tasks are
met.
- To
develop agendas and take formal minutes, distributing within a set
timeframes.
Responsibility
for Patient/Client Care, Treatment and Therapy
- May have incidental contact with patients in the
course of normal day to day duties.
Responsibility for
Policy and Service Development Implementation
- The post holder may be asked to contribute to
audit or research projects within the service.
- Implements administrative policies.
- Adheres to all Trust and departmental policies
and procedures relating to their role.
Responsibility for
Finance, Equipment and Other Resources
- The post holder will hold responsibility for
authorising stationery and other necessary items via Agresso.
- Maintain and monitor accurate records in relation
to expenditure from the Medical Education budget, recording on
spreadsheets.
- Maintain a record of expenditure for the purchase
card, recording on a spreadsheet and returning records monthly to the finance
department.
Responsibility
for Human Resources, e.g. Supervision, Training, HR Advice and Management
- May be involved with the
recruitment of new staff within the team.
- No direct supervisory
responsibilities.
Responsibility for Information
Resources and Administrative Duties
- Utilise information
technology to create graphs, charts, presentations and posters.
- Type confidential
letters, correspondence and reports as required.
- Maintain efficient
and effective filing systems primarily on shared drives.
- Take and distribute
formal minutes and produce agendas.
- To be responsible
for creating, maintaining, logging and updating both electronic and paper
records.
- Adherence to
information governance standards.
Responsibility for
Research and Development
- Contribute to
audit and research projects within the remit of the job role.
Freedom to Act
- The post holder will be expected to work without direct supervision and
manage their own workload. Accountable
for own actions, a manager is available for reference.
Any Other Specific
Tasks Required
- To provide
cover for colleagues, as when and from a different base as required.
Job description
Job responsibilities
To
be responsible for providing a comprehensive administrative support service to
the medical education team, senior managers and clinicians. The post holder will be expected to exercise
personal initiative and independent judgement in an efficient manner within the
scope of broad procedural guidelines and processes.
Duties and Responsibilities
Communication and
Working Relationship Skills
- Communicate complex, sensitive and confidential
information to individuals or groups within the organisation and individuals
or groups external to the organisation.
- To be an integral link and point of contact for
staff at all levels internal and external, NHS and outside organisations
across the whole health economy locally and nationally.
- To work as part of a team, liaising and supporting
the Directors of Medical Education (DME), Medical Education Co-ordinator, the
wider Medical Education team and Medical School colleagues.
Analytical and
Judgemental Skills
- To manage and prioritise incoming communications
relating to multiple workstreams via generic and own outlook inboxes and
teams channels/ messages using own judgement and actioning or distributing
accordingly.
- To manage own workload and meet deadlines,
collating data and maintaining standards relating to administrative
processes.
Planning and
Organisational Skills
- Administrative
duties involved in placing medical students into services across Devon from 2
medical schools and related to education of postgraduate resident doctors.
- To
arrange both internal and external meetings and appointments e.g. budget
meetings, medical education meetings, undergraduate junior doctor sessions,
medical school and trust meetings producing minutes, agendas and other
associated documentation and distribution.
- Organise
contributors for taught sessions such as medical student special study units,
one off lectures, as well as liaising with teaching providers and producing
associated documentation e.g. letters and certificates.
- Organise
conferences and events as and when necessary, such as supervisors training
days, Medical Advisory Committee, MRCPsych modules.
- Administration
related to experiences of working in mental health services such as work
experience or medical electives.
- To
contribute to the study leave coordination including accurate record keeping
and liaison between NHSE and DPT finance.
- To help
facilitate the induction days for doctors in training.
- Maintain
and co-ordinate diary and room booking schedules.
- Plans
and organises, including updating and storage of electronic and hard copy
files.
- Plans
own workload to ensure that weekly, monthly, quarterly and annual tasks are
met.
- To
develop agendas and take formal minutes, distributing within a set
timeframes.
Responsibility
for Patient/Client Care, Treatment and Therapy
- May have incidental contact with patients in the
course of normal day to day duties.
Responsibility for
Policy and Service Development Implementation
- The post holder may be asked to contribute to
audit or research projects within the service.
- Implements administrative policies.
- Adheres to all Trust and departmental policies
and procedures relating to their role.
Responsibility for
Finance, Equipment and Other Resources
- The post holder will hold responsibility for
authorising stationery and other necessary items via Agresso.
- Maintain and monitor accurate records in relation
to expenditure from the Medical Education budget, recording on
spreadsheets.
- Maintain a record of expenditure for the purchase
card, recording on a spreadsheet and returning records monthly to the finance
department.
Responsibility
for Human Resources, e.g. Supervision, Training, HR Advice and Management
- May be involved with the
recruitment of new staff within the team.
- No direct supervisory
responsibilities.
Responsibility for Information
Resources and Administrative Duties
- Utilise information
technology to create graphs, charts, presentations and posters.
- Type confidential
letters, correspondence and reports as required.
- Maintain efficient
and effective filing systems primarily on shared drives.
- Take and distribute
formal minutes and produce agendas.
- To be responsible
for creating, maintaining, logging and updating both electronic and paper
records.
- Adherence to
information governance standards.
Responsibility for
Research and Development
- Contribute to
audit and research projects within the remit of the job role.
Freedom to Act
- The post holder will be expected to work without direct supervision and
manage their own workload. Accountable
for own actions, a manager is available for reference.
Any Other Specific
Tasks Required
- To provide
cover for colleagues, as when and from a different base as required.
Person Specification
Qualifications
Essential
- Level 4 Diploma in Business Administration or equivalent qualification or experience.
- GCSE Grade C or above (or equivalent) in English Language & Mathematics
Desirable
- ICDL (International Computer Driving License), or equivalent experience.
Experience
Essential
- Administrative experience in a social/health care setting or educational setting
- Experience of general office routine and filing systems
Desirable
- Experience of working as part of a team
- Experience of supervising staff
Person Specification
Qualifications
Essential
- Level 4 Diploma in Business Administration or equivalent qualification or experience.
- GCSE Grade C or above (or equivalent) in English Language & Mathematics
Desirable
- ICDL (International Computer Driving License), or equivalent experience.
Experience
Essential
- Administrative experience in a social/health care setting or educational setting
- Experience of general office routine and filing systems
Desirable
- Experience of working as part of a team
- Experience of supervising staff
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