Administration Lead (XN04)

Leeds Teaching Hospitals; Leeds; On-site; GBP 25,000 - 33,000; Full time

Job summary

A leading medical education institution is seeking a dedicated individual to support the Undergraduate Medical Education Team. This role involves organizing clinical placements, managing student inquiries, and utilizing digital technologies. The ideal candidate will possess excellent communication and organizational skills and have a strong background in administration within a complex organization. A commitment to confidentiality and data protection is essential, as well as proficiency in Microsoft Office tools.

Qualifications

• Proven record of good personal organization and ability to meet varied targets.
• Experience in administration in a large and complex organization.
• Awareness of the Data Protection Act.

Responsibilities

• Plan and organize student clinical activities within the trust.
• Act as a first point of contact for students and stakeholders.
• Maintain and monitor the quality of placements.

Skills

Communication skills

Organizational skills

Problem-solving

Attention to detail

Interpersonal skills

Education

English and Maths GCSE Grade C or above, or equivalent

Recognized IT qualification and/or proven IT skills

Tools

Microsoft Office Suite

Digital systems knowledge

Job description

Thisis an exciting opportunity to join our dynamic Undergraduate MedicalEducation Team to cover a period of maternity leave. Together we organise, teach and supportover 1500 Medical and Physician Assistant students on their learning journeyto become our doctors and health care professionals of the future

Basedat the Undergraduate Hub at St Jamess Hospital your role will predominantlybe to organise student clinical placements in the trust and be a first pointof contact for student , colleague andstakeholder queries to ensure smooth facilitation of placement and studentjourney The role requires an interestin digital technologies to support student learning, and in line with this you will have the potential to be included in someinnovative digital opportunities within the medical education team.

Therole will involve some challenging, complex and sensitive matters, so youshould have an excellent understanding of confidentiality and dataprotection. You will also need excellent communication and organisationalskills together with proven problem-solving skills. The role requires you tobe reliable, flexible and a motivational team member. You must be a teamplayer with the ability to work autonomously within the scope of the role.Good time management skills are essential to meet often strict and conflictingdeadlines.

Main duties of the job

Toplan and organise Medical and Physician Assistant student clinical activitieswithin the trust. This involves a broad range of complex activities using avariety of Microsoft packages along with some Trust and University baseddigital systems. Proficiency, knowledge and understanding of Microsoft Officesoftware including Word, Access, Powerpoint, forms and Excel is essential anda good understanding/passion for developing new and established digitalsystems would be desirable.

Workingwith the wider medical education team to organise teaching spaces andsessions using internal digital platforms and booking systems is also key toensure the smooth running of clinical placements. Maintaining and monitoringthe quality of placements and our services through established databaseswhilst sharing good practice and quality improvements.

Youwill be the first point of contact for our students, colleagues, stakeholdersand service users providing and potentially receiving complex, sensitive orcontentious information. Good communication, and an ability to exercisejudgement are required to resolve problems within the constraints of therole.

Akeen eye for detail and analytical skills is also key for independentlyanalysing qualitative and quantitative student feedback data andcommunicating areas of development or support to our wider teams

About us

Youwill be working within the Medical Education team who are part of the widerMedical Directorate at LTHT supporting the education and training of ourfuture workforce. Based predominantlyat the Undergraduate Hub at St Jamess hospital you will be part of a dynamicteam of medical professionals, leaders, teaching fellows and establishedadministration staff to support medical and PA students through theirundergraduate learning journey. Ourteam are friendly and passionate and are always seeking new ways to innovateand evolve the student learning journey.We pride ourselves on the high-level quality experiences that weprovide and for making the Undergraduate Hub a safe, supportive and welcomingenvironment for all our team and service users to thrive in. Our teamencourages self and team development opportunities to enable all to grow andachieve their goals.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

UndergraduateMedical education in Leeds is a fully integrated service, supporting theeducation and training of our current and future medical workforce, largelyby supporting the University of Leeds in educating and training medicalstudents - enabling students to grow into tomorrows doctors. The post holder will lead a specificfunction within the Undergraduate Medical Education Team, supporting andproviding a comprehensive administrative service to the Trusts MedicalEducation portfolio. They will be expected to arrange and plan their own workon a day-to-day basis within the overall demands and priorities of thedepartment.

Proficiency,knowledge and understanding of Microsoft Office software including Word,Access, Powerpoint, forms and Excel is essential and a goodunderstanding/passion for developing new and established digital systemswould be desirable.

Highlydeveloped interpersonal skills with the ability to exchange confidential,sensitive, or contentious information clearly and effectively to colleaguesat all levels. Ability to act on own initiative under pressure to resolvecomplex problems, working without supervision whilst understanding when toescalate appropriately.

Highlydeveloped communication and organisational skills and show effectiveleadership involving appropriate delegation, involvement of team members inachieving goals, inclusion in decision making processes and motivation anddeveloping staff.

Haveattention to detail and analytical skills, making logical and informeddecisions. Commitment to continuallymaintaining and improving quality of service.

Bea flexible and adaptable team player to provide a high-quality of servicethat is efficient, and customer focussed.Be involved in recruitment processes within the team and beresponsible for the training and development of the departmentaladministration team.

Person Specification

Experience

• Previous experience in administration/secretarial/personal assistant capacity in a large and complex organisation
• Working in a customer focussed environment
• Proven record of good personal organisation and the ability to cope with short-term and varied targets.
• Experience in the manipulation of spread sheets, databases, and other information resources
• Experience of being responsible for a discreet area of work
• Aware of the Data Protection Act and Confidentiality in relation to the role
• Awareness of the wider NHS education agenda

Qualifications

• English and Maths GCSE Grade C or above, or equivalent
• A recognised IT qualification and/or proven IT Skills
• Evidence of continuous professional development
• ECDL Trained

Skills & behaviours

• Enthusiastic attitude to act in a polite and professional manner with a calm temperament when working under pressure.
• Effective communication skills, verbal and written
• Have the ability to assess and resolve problems within the remit of the role
• Analytical skills, making logical and informed decisions