DRS Qualifications Administrative Assistant, Band 2

NHS; Gloucester; On-site; GBP 20,000 - 25,000; Full time

Job summary

An opportunity has arisen for a DRS Qualifications Administrative Assistant at Gloucestershire Hospitals NHS Foundation Trust. The role involves delivering administrative support for the GREG qualifications, ensuring effective communication and collaboration across education partners. You will manage student registrations, monitor examination processes, and support the team in maintaining high-quality educational standards. Ideal candidates will possess strong administrative experience, good educational qualifications, and the ability to thrive in a collaborative environment.

Qualifications

• Good standard of education with strengths in English.
• Experience in team administration and educational administration.
• Ability to handle pressure and work as a team.

Responsibilities

• Provide administrative support to the GREG qualifications team.
• Register students for online examinations and monitor issues during exams.
• Communicate learner progress to managers.

Skills

Communication Skills

Team Administration

IT Skills

Problem Solving

Education

GCSE English Language Grade C or above

Tools

Microsoft Office

Job description

Go back Gloucestershire Hospitals NHS Foundation Trust

DRS Qualifications Administrative Assistant, Band 2

The closing date is 06 July 2025

DRS Qualifications Administrative Assistant, Band 2 (22.5 hours a week)

- To provide effective and competent administrative support for all qualifications provided by the Gloucestershire Retinal Education Group (GREG)

- To consistently deliver excellent levels of communication; promoting strong working relationships across all Education partners

- The GREG qualifications use online learning systems, including Moodle, so the role will include use of these learning systems and guiding users of all levels to understand and use the systems

Additional working pattern details: Days worked will be negotiated with applicant

The proposed interview date is: 16th July

Main duties of the job

- To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager

- Ensure administrative deadlines are observed as directed by the Qualifications Manager

- Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators. Monitor student or invigilator problems during examination period and book re-sits as required

- Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved

- Process student's work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete

- Communicate learner progress to managers

About us

Gloucestershire Retinal Education Group (GREG) became established in 2006 with the development of the City and Guilds Level 3 Certificate in Diabetic Retinopathy Screening for the new workforce in the NHS Diabetic Eye Screening Programme. Since then we have implemented monthly test and training sets (TAT) to improve grading quality, and supported a large number of students through various courses, and were finalists in the Royal College of Physician's international 'Excellence in Patient Care Awards' in 2019.

The team currently have 279 students on the Diploma for Health Screeners, 102 students on degree courses that they run as a collaborative partner and 59 students on the Ophthalmic Imaging degree at Gloucestershire University

Job responsibilities

- To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager

- Ensure administrative deadlines are observed as directed by the Qualifications Manager

- Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators. Monitor student or invigilator problems during examination period and book re-sits as required

- Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved

- Process students work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete

- Communicate learner progress to managers

- Support the wider qualifications admin team with course invoicing arrangements

- Work collaboratively with colleagues in the Hospital Trust, University of Gloucestershire, sections of the NHS Diabetic Eye Screening Programme and other national screening programmes within the UK and overseas

- Support the organisation of student assessments at designated centres around the UK. Under the direction of the Qualifications Manager, liaise with students and assessors to ensure dates, facilities, equipment and personnel are available

- Circulate paperwork for meetings in a timely manner, making hard copies available if required as directed by the Qualifications Manager

- Prepare agendas, take minutes and distribute notes of meetings including typing up of relevant notes and filing correctly

- Photocopy and process documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes

- Administrate meeting room bookings as directed by the Qualifications Manager

- Order and maintain general office supplies

- Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales, problem solving where required.

- Have a flexible/adaptable approach to their work in order to meet various deadlines

- Carry out other appropriate delegated duties as required

Prof Peter Scanlon (Professor of Ophthalmology)

0300 422 2851

My PA Liyan on 0300 422 2851 can make contact with Professor Scanlon

Person Specification

Qualifictaions, Knowledge and Experience

• Good standard of general education with particular strengths in English Language at GCSE Grade C or above or equivalent
• Experience working in team administration
• Experience of working collaboratively with service users
• Good communication skills (written and verbal)
• Ability to work effectively as a team member
• Ability to work under pressure
• Computer/IT skills including good working knowledge of Microsoft Office
• Experience working in educational administration

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 name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Royal Hospital- The Orchard Centre

Gloucestershire Royal Hospital- The Orchard Centre