Administration Assistant - Medical Education

Job description

Job summary

Please note that this advertised vacancy does not meet the UKVI eligibility requirements for a Skilled Worker Visa and therefore HTFT would not be able to issue a Certificate of Sponsorship for this role.

Are you looking for a varied and interesting administration role, working mainly from home, where no two days are the same?

We are looking for a colleague who can demonstrate excellent administrative skills and work flexibly within a busy team.

You will work as part of the Medical Education Department, performing administrative duties in a friendly and efficient manner.

You will support the Undergraduate and Postgraduate Programme Leads and the wider Medical Education Department with day-to-day administration, including managing emails, updating systems and Excel spreadsheets, maintaining student timetables and resident doctor teaching programmes, and supporting educational events and conferences.

You will liaise with resident doctors, consultants, medical students, managers, and teams across the Trust, including Medical Staffing, Payroll, Finance, IT, and external partner agencies.

You must have a can-do attitude, be proactive, and be able to work as part of a small, creative, and forward-thinking team.

You will have some administration experience and be willing to learn while working from home to carry out a wide range of administrative duties.

You will be an excellent communicator with strong attention to detail and accuracy.

Main duties of the job

The post holder will be a proactive member of the Medical Education Team, supporting the Undergraduate and Postgraduate Programme Leads, the Head of Medical Education, Business and Staffing (HMEBS), and wider team members to deliver an effective, efficient, responsive, and high-quality service.

The post holder will support the day-to-day running of the department and will be responsible for a range of duties, including:

• Providing administrative support to the Medical Education Team.
• Managing team email inboxes and responding to enquiries from doctors, students, staff, and external stakeholders
• Supporting the planning and delivery of medical education programmes and inductions.
• Maintaining databases, registers, timetables, training materials, and study leave records.
• Updating the Health Toolbox App and other educational systems.
• Processing purchase orders and ordering supplies.
• Responding to Freedom of Information (FOI) requests and undertaking routine administrative duties.
• Liaising with internal and external stakeholders.
• Supporting teaching, training, and educational events using IT systems such as Microsoft Teams and PowerPoint.
• Collating information and providing cross-cover for the Medical Staffing Administrator.

About us

We are an award winning and CQC rated good health and social care Trust delivering integrated services across Hull, East and North Yorkshire. Find out more on our website

We are a forward thinking and dynamic Trust with a real commitment to staff development. We value our colleagues and invest in them to ensure they have the right skills to deliver outstanding care.

We are proud to score above or equal to the average for all NHS People Promise theme areas demonstrating our commitment to improve the experience of working in the NHS for everyone. Wherever you work we know you will receive a warm welcome and all the support you'll need to get you started.

We recognise the positive value of diversity and promotes equality whilst challenging discrimination. We welcome and encourage job applications from people of all backgrounds.

Work life balance is about having influence and flexibility over when, where and how you work. If the work pattern for this role does not meet your needs, we welcome an application and are happy to discuss working arrangements that differ from those advertised.

We offer a unique range of benefits that go above and beyond other NHS Trusts including an enhanced leave package and health and wellbeing support.

From city to countryside, market towns to moors you'll find a place to call home including some of the most affordable places to live in the UK.

Find out more and search live jobs.

Job description

Job responsibilities

For further information regarding this vacancy please see the attached Job Description and Person Specification.

Job description
Job responsibilities

For further information regarding this vacancy please see the attached Job Description and Person Specification.

Person Specification

Qualifications and Knowledge

Essential

• 2 GCSEs/O levels English and Maths
• Advanced keyboard skills e.g. RSE / OCR, ICDL or demonstrable experience.
• To have knowledge of office procedures, clerical / reception work

Experience

Essential

• Experience in the operation and use of Microsoft Office products

Desirable

• Understanding of a range of work procedures and practices, some of which are non-routine and are acquired through formal training or equivalent experience. Knowledge of Trust IT systems e.g. ESR as appropriate to work area

Skills and Competencies

Essential

• Able to demonstrate effective inter-personal communication skills, electronic, written and oral
• Good planning and organisational skills
• Ability to work effectively as part of a team
• Attention to detail and accuracy

Person Specification
Qualifications and Knowledge

Essential

• 2 GCSEs/O levels English and Maths
• Advanced keyboard skills e.g. RSE / OCR, ICDL or demonstrable experience.
• To have knowledge of office procedures, clerical / reception work

Experience

Essential

• Experience in the operation and use of Microsoft Office products

Desirable

• Understanding of a range of work procedures and practices, some of which are non-routine and are acquired through formal training or equivalent experience. Knowledge of Trust IT systems e.g. ESR as appropriate to work area

Skills and Competencies

Essential

• Able to demonstrate effective inter-personal communication skills, electronic, written and oral
• Good planning and organisational skills
• Ability to work effectively as part of a team
• Attention to detail and accuracy

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 .

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. .

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.
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 .

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. .

Employer details

Employer name

Humber Teaching NHS Foundation Trust
Address

Medical Education Department - Trust HQ

Willerby Hill, Beverley Road

Willerby

HU10 6ED

United Kingdom

Employer's website