Medical Education Assistant

Job description

Job summary

Anexciting opportunity has arisen to join the Medical Education Department as a Medical EducationAssistant.

We are seeking torecruit a Medical Education Assistant. Thisis a full-time Countywide post covering both the Worcester and AlexandraHospital, so the post holder must be able to travel between Sites occasionally.The main Site base will be Worcester Royal Hospital.

The successful applicant will be an experiencedadministrator and possess excellent organisational, IT and communicationskills. The post requires the ability to prioritize work effectively and toproduce accurate and timely work. The Medical Education team is a friendly andsupportive team working across the Worcestershire Acute Hospitals NHS Trust, onthe Worcestershire Royal and Alexandra sites.

Occasional flexibility around start/finishtimes will be required.

For more information, please contact AmyCallaghan, Medical Education Manager or Christine Green, Deputy MedicalEducation Manager:

[email protected] / [email protected]

Main duties of the job

Provisionof administrative support for Medical Education, in particular to thevarious Tutors and to the Director of Medical Education.

Provideadministration support to the Chief Registrar, Medical Education Manager andDeputy Medical Education Manager.

Assistin the administration of local training programmes for junior doctors, toinclude Induction of new Doctors in Training joining the Trust.

Assistin the administration of teaching sessions in particular for GPVTS trainees.

Assistwith keeping e-Portfolios up to date for trainees.

Raiseinvoices for Room Hire, Annual Fees and Rent for the Charles Hastings EducationBuilding.

Organiseand co-ordinate training programmes as required. Servicingmeetings as appropriate.

Actas the first point of contact for Trust appointed Physician Associates.

Providingan effective, efficient and courteous reception to users of both EducationCentres in person and over the telephone.

Maintenanceof up to date e mail contact lists.

Keep the Accredited Educational and Clinical Supervisorsdatabase up to date and send to the GMC quarterly.

Processstationery orders and non-stock requests on the Trust iProcurement system whenrequired for the Medical Education Office at Worcester.

The post holder will be expected to be an active team member, aware ofwhen other team members are pressured and need assistance.

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

WORCESTERSHIREACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Medical Education Administrator

Pay Band: 3

Hours: Fulltime 37.5 hours

Location: Countywide Post predominantly based atWorcester Royal Hospital within the Charles Hastings Education Centre

Accountableto: Director of Medical Education

Reportsto: Medical Education Manager

Key Working Relationships:

Internal: Consultants and junior medical staffworking at Worcestershire Acute Hospitals NHS Trust, nursing staff, midwives,clerical staff and all other users of the Centre and accessing the service onthe Worcester site.

External: Representatives from Pharmaceuticalcompanies, GPs and any other external users of the Centre

Risk Assessment:
Work with display screenequipment and electrical equipment when setting up courses and meetings.Occasional moving of furniture/room dividers to alter room settings in theCentre.

Job Purpose:

Thepost holder will:

Support the running of Postgraduate Medical Education predominantlyin Charles Hastings Education Centre at the Worcestershire Royal Hospital.There will be a requirement to provide countywide cover in addition to beingthere regularly to support North GPVTS Scheme which will mean travelling to theAlexandra site.

The post holder will be expected to work closely withcolleagues in the Education Centres, and also work on their own initiative.

Provide an efficient, professional and friendlyservice.

Key Duties:

Provision of full administrative support for Medical Education,and in particular to the various Tutors and to the Director of MedicalEducation.

Provide administration support to the Chief Registrar, MedicalEducation Manager and Deputy Medical Education Manager.

Assist in the administration of local training programmes forjunior doctors, to include Induction of new Doctors in Training joining theTrust.

Assist in the administration of teaching sessions in particularfor GPVTS trainees, providing registers, maintaining attendance records andsummarising evaluations.

Assist with keeping e-Portfolios up to date for trainees, enteringand editing information as required, with particular reference to Fourteen Fishused by GPVTS Trainees.

Raise invoices for Room Hire, Annual Fees and Rent for the CharlesHastings Education Building.

Organise and co-ordinate GP study days and other trainingprogrammes as required. Servicing meetings as appropriate including productionof course documentation, liaising, booking and invoicing external trusted DrugCompanies to provide stands, packs, badges and handouts as required, registers,certificates, etc. and acting as a reference point for queries.

Act as the first point of contact for Trust appointed PhysicianAssociates, to include arranging car parking permits and ID badges for newstarters, arranging access to the HORUS e-Portfolio and updating rotations andSupervisors when required.

Providing an effective, efficient and courteous reception to usersof both Education Centres in person and over the telephone. Meet speakers onarrival, welcome and sort out audio-visual requirements etc.

Assisting in the practical administration of meetings, andfunctions held in the Centre, including altering the layout of rooms by movement of furniture, visual aidequipment and materials and in liaison with caterers.

Maintenance of up to date e mail contact lists.

Dealing with telephone enquiries to Medical Education andexercising own judgement in deciding the importance and prioritising these enquiries.

Keep the Accredited Educational andClinical Supervisors database up to date and send to the GMC quarterly.

Process stationery orders and non-stock requests on the TrustiProcurement system when required for the Medical Education Office atWorcester.

The appointed post holder will be expected to be an active teammember, aware of when other team members are pressured and need assistance. Therewill be an expectation that the post holder will assist others at busy times whenthe workload in the department requires this.

General duties:

Thepostholder may be required to undertake such other duties and training and/orhours of work as may be reasonably required to be consistent with the generallevel of responsibility of the post.

Confidentiality. It is a condition of employment thatconfidential information which may be obtained in the course of duty must notbe disclosed.

TheTrust reserves the right to vary the content of the job description, afterconsultation, to reflect changes to the role and/or service developments.

Thepurpose of this post should remain constant, but the duties andresponsibilities may vary over time within the overall role and level of thepost. The post holder may from time to time be asked to undertake otherreasonable duties. Any such changes will be made in discussion with the postholder in the light of service needs.

Job description
Job responsibilities

WORCESTERSHIREACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Medical Education Administrator

Pay Band: 3

Hours: Fulltime 37.5 hours

Location: Countywide Post predominantly based atWorcester Royal Hospital within the Charles Hastings Education Centre

Accountableto: Director of Medical Education

Reportsto: Medical Education Manager

Key Working Relationships:

Internal: Consultants and junior medical staffworking at Worcestershire Acute Hospitals NHS Trust, nursing staff, midwives,clerical staff and all other users of the Centre and accessing the service onthe Worcester site.

External: Representatives from Pharmaceuticalcompanies, GPs and any other external users of the Centre

Risk Assessment:
Work with display screenequipment and electrical equipment when setting up courses and meetings.Occasional moving of furniture/room dividers to alter room settings in theCentre.

Job Purpose:

Thepost holder will:

Support the running of Postgraduate Medical Education predominantlyin Charles Hastings Education Centre at the Worcestershire Royal Hospital.There will be a requirement to provide countywide cover in addition to beingthere regularly to support North GPVTS Scheme which will mean travelling to theAlexandra site.

The post holder will be expected to work closely withcolleagues in the Education Centres, and also work on their own initiative.

Provide an efficient, professional and friendlyservice.

Key Duties:

Provision of full administrative support for Medical Education,and in particular to the various Tutors and to the Director of MedicalEducation.

Provide administration support to the Chief Registrar, MedicalEducation Manager and Deputy Medical Education Manager.

Assist in the administration of local training programmes forjunior doctors, to include Induction of new Doctors in Training joining theTrust.

Assist in the administration of teaching sessions in particularfor GPVTS trainees, providing registers, maintaining attendance records andsummarising evaluations.

Assist with keeping e-Portfolios up to date for trainees, enteringand editing information as required, with particular reference to Fourteen Fishused by GPVTS Trainees.

Raise invoices for Room Hire, Annual Fees and Rent for the CharlesHastings Education Building.

Organise and co-ordinate GP study days and other trainingprogrammes as required. Servicing meetings as appropriate including productionof course documentation, liaising, booking and invoicing external trusted DrugCompanies to provide stands, packs, badges and handouts as required, registers,certificates, etc. and acting as a reference point for queries.

Act as the first point of contact for Trust appointed PhysicianAssociates, to include arranging car parking permits and ID badges for newstarters, arranging access to the HORUS e-Portfolio and updating rotations andSupervisors when required.

Providing an effective, efficient and courteous reception to usersof both Education Centres in person and over the telephone. Meet speakers onarrival, welcome and sort out audio-visual requirements etc.

Assisting in the practical administration of meetings, andfunctions held in the Centre, including altering the layout of rooms by movement of furniture, visual aidequipment and materials and in liaison with caterers.

Maintenance of up to date e mail contact lists.

Dealing with telephone enquiries to Medical Education andexercising own judgement in deciding the importance and prioritising these enquiries.

Keep the Accredited Educational andClinical Supervisors database up to date and send to the GMC quarterly.

Process stationery orders and non-stock requests on the TrustiProcurement system when required for the Medical Education Office atWorcester.

The appointed post holder will be expected to be an active teammember, aware of when other team members are pressured and need assistance. Therewill be an expectation that the post holder will assist others at busy times whenthe workload in the department requires this.

General duties:

Thepostholder may be required to undertake such other duties and training and/orhours of work as may be reasonably required to be consistent with the generallevel of responsibility of the post.

Confidentiality. It is a condition of employment thatconfidential information which may be obtained in the course of duty must notbe disclosed.

TheTrust reserves the right to vary the content of the job description, afterconsultation, to reflect changes to the role and/or service developments.

Thepurpose of this post should remain constant, but the duties andresponsibilities may vary over time within the overall role and level of thepost. The post holder may from time to time be asked to undertake otherreasonable duties. Any such changes will be made in discussion with the postholder in the light of service needs.

Person Specification

Experience

Essential

• Good organisational and administrative skills, evidenced by previous experience in an administrative role.

Desirable

• Experience in a health related or Education environment

Qualifications

Essential

• Educated to NVQ level 2 or GCSE level (including Maths and English) or equivalent level of qualification, or significant previous proven experience.

Desirable

• Willing to undertake further training.

Other Job Requirements

Essential

• Flexibility of hours worked.
• Able to move furniture and equipment to accommodate planned courses.
• Willingness to assist in covering short term absence of other colleagues in the Education centres.
• Able to travel between different hospital sites in the Trust.
• Able to travel to meetings off site.

Personal Qualities

Essential

• Helpful and willing to assist Education Centre users.
• Must be able to maintain confidentiality at all times.
• Able to demonstrate high levels of interpersonal, assertive and diplomatic skills.
• Able to respond to issues encountered.
• Able to work as part of a team.
• Reliable and punctual

Skills and Knowledge

Essential

• Excellent communication skills and ability to communicate with staff at all levels.
• Excellent IT Skills and knowledge of Microsoft Office package.
• Confident telephone manner.
• Able to produce accurate and timely work.
• Good attention to detail.
• Ability to prioritise work effectively.
• Ability to use own initiative and work independently.

Desirable

• Knowledge of structure of NHS and medical terminology
• Basic understanding of Medical Education.

Person Specification
Experience

Essential

• Good organisational and administrative skills, evidenced by previous experience in an administrative role.

Desirable

• Experience in a health related or Education environment

Qualifications

Essential

• Educated to NVQ level 2 or GCSE level (including Maths and English) or equivalent level of qualification, or significant previous proven experience.

Desirable

• Willing to undertake further training.

Other Job Requirements

Essential

• Flexibility of hours worked.
• Able to move furniture and equipment to accommodate planned courses.
• Willingness to assist in covering short term absence of other colleagues in the Education centres.
• Able to travel between different hospital sites in the Trust.
• Able to travel to meetings off site.

Personal Qualities

Essential

• Helpful and willing to assist Education Centre users.
• Must be able to maintain confidentiality at all times.
• Able to demonstrate high levels of interpersonal, assertive and diplomatic skills.
• Able to respond to issues encountered.
• Able to work as part of a team.
• Reliable and punctual

Skills and Knowledge

Essential

• Excellent communication skills and ability to communicate with staff at all levels.
• Excellent IT Skills and knowledge of Microsoft Office package.
• Confident telephone manner.
• Able to produce accurate and timely work.
• Good attention to detail.
• Ability to prioritise work effectively.
• Ability to use own initiative and work independently.

Desirable

• Knowledge of structure of NHS and medical terminology
• Basic understanding of Medical Education.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website