Clinical Education Administrator

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES:

Communication and General Administration

1. Ensure all communication, both written and verbal, promotes the work of the education & transfusion practitioners; providing effective interpersonal skills with a range of staff at all levels which is clear, concise, responsive, and personable
2. Ensure the effective support of coordination and administration across the educator team and transfusion practitioners.
3. Develop and maintain administration systems for the application, booking and monitoring of all internal workforce education and training activities, including the processing of application forms and issuing of booking confirmations for internal and external study days.
4. Gather, analyse and present data, information and reports on education and training activities from a range of electronic sources on behalf of the teams
5. Produce high quality documents, letters, presentations and reports, utilising Microsoft Office applications e.g. Outlook, Word, Excel, Power Point
6. Provide day to day administrative duties e.g. scanning, printing, copying etc
7. Produce and prepare education and training activity materials e.g. flyers, hand outs, evaluation systems ensuring corresponding systems are updated, such as HIVE and Christie Learning Zone
8. In collaboration with managing teams, be responsible for the administration of education and training days/programmes, liaising and securing internal and external event facilitators/trainers, venues, and other resources
9. Develop and maintain records in relation to staff training in line with departmental educational programme. Monitor, update and maintain transfusion training register.
10. Contact practitioners via email to inform them of upcoming updates.
11. Monitor, update and maintain the transfusion special requirements register
12. In collaboration with the lead nurse and senior educator review the internal educational requirements on an annual basis or as needed, using appropriate tools for design and dissemination, and liaising with all areas across the department to ensure information is up to date and accurate, and ensure this is promoted appropriately.
13. Provide administrative and secretarial support to members of the team, using appropriate software packages, working to strict timescales and to a very high standard of accuracy, following correct Trust presentation standards. Documents include meeting minutes, agendas and general correspondence
14. Independently action documents for the team, using skills to draft letters and reports, following up actions and assist in preparing draft reports to meet deadlines.
15. Attend meetings and take minutes, liaising with colleagues to ensure actions are completed on a timely basis
16. Assist with collecting medical notes and identifying traceability for transfusion

Financial Administration

1. Ensure all funding and audit processes, in relation to internal and external funding and audits, are managed effectively to Trust policy and standards
2. Ensure that all funding/study leave application processes are adhered to as per policy, liaising with staff to ensure efficient and effective systems are in place, including liaison with external education providers to facilitate efficient application processes
3. Coordinate all financial administration relating to all aspects of the professional and vocational study funding.

Quality and Service Improvement

1. Undertake project/programme coordination, which may include liaising with key project personnel across the department, reporting to the leads to update on progress in relation to targets and deadlines
2. Work with department quality team, plus key personnel in different departments e.g., school of oncology, workforce team and IT to ensure effective coordination, communication and collaboration on joint work streams
3. Create, update and maintain departmental training records
4. Organise and prioritise own workload, managing time effectively, highlighting problems as they arise and proposing possible solutions within available resources
5. Develop knowledge and understanding of School of Oncology workforce education and training opportunities providing administrative advice, guidance and support to the team.
6. Ensure that all internal education and training opportunities are effectively promoted across the Trust, liaising with internal departments as necessary.
7. Work alongside the department quality team on improvement action for the service.
8. Maintain knowledge and understanding of Trust policies, in order to effectively provide information and support to staff and stakeholders

Personal and People Development/Health and Safety

1. Be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning
2. Contribute positively to the effectiveness and efficiency of the teams in which he/she works
3. Contribute to a healthy and safe working environment and that of others by adhering to health and safety regulations and Trust policies
4. Follow risk management procedures at all times including assisting the identification, assessment and management of risk within the division

Equality and Diversity

1. Ensure that specified workforce education activity within own remit is consistent with and supports the Trust commitment to equality and diversity
2. Ensure that access to opportunities provided by the Trust or outside agencies is promoted in a manner sensitive to target groups needs and assist in ensuring that equality is taken account of in all communication within own remit

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are comparable with the grade of the post. This job description is subject to regular review and appropriate modification.

Person Specification

Qualifications

Essential

• oLevel 2 equivalent in English, Mathematics and Information Technology
• oLevel 3 qualification in Administration and/or Learning & Development or equivalent
• oEvidence of IT training

Desirable

• oProject management experience or qualification or a willingness to work towards Level 4/5 in project management related subject

Experience

Essential

• oPrioritising and managing busy workload
• oPrevious involvement in the field of training administration and support
• oExperience of coordinating multiple work streams

Desirable

• oExperience of working within a healthcare or education environment
• oExperience of Learning Management databases
• oPrevious PA experience/project management experience

Skills

Essential

• oEffective written and verbal communication skills with staff at all levels
• oExcellent customer focus
• oExcellent organisational skills
• oAbility to work independently and as part of a team
• oAbility to work to tight deadlines
• oAbility to prioritise workload effectively
• oEffective time management skills
• oAbility to delegate effectively
• oProven analytical skills

Desirable

• oMinute taking skills

Knowledge

Essential

• oWorking knowledge of Microsoft office packages
• oAble to take own initiative but recognise when advice needs to be sought

Desirable

• oKnowledge and understanding of learning and development processes
• oKnowledge of Learning Management Systems and Databases

OTHER

Essential

• oEnthusiastic, calm and confident
• oWillingness to develop role
• oActs in a professional manner at all times

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

The Christie NHS FT

Address

Palatine Treatment Centre - E00284

Wilmslow Road

Manchester

M20 4BX

Employer's website

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