DRS Qualifications Administrative Assistant, Band 2

Transformationunitgm; Gloucester; On-site; GBP 24,000 - 28,000; Part time

Job summary

Join a leading healthcare organization as an Administrative Assistant Band 2, providing vital support to the Gloucestershire Retinal Education Group. This part-time position focuses on administrative tasks including managing student registration for online exams and supporting education partners, all within a dynamic NHS environment.

Qualifications

• Experience working in team administration required.
• Good communication skills (written and verbal) necessary.
• Experience in educational administration preferred.

Responsibilities

• Provide administrative support to the qualifications team.
• Register students for online examinations and manage invigilator processes.
• Communicate learner progress to managers.

Skills

Communication skills

Team administration

Computer skills

Ability to work under pressure

Education

Good standard of general education with strengths in English Language at GCSE Grade C or above

Tools

Microsoft Office

Job description

Main area Ophthalmology Grade Band 2 Contract Fixed term: 12 months (0.6 WTE days worked will be negotiated with applicant) Hours Part time - 22.5 hours per week (Days worked will be negotiated with applicant) Job ref 318-25-T0464

Employer Gloucestershire Hospitals NHS Foundation Trust Employer type NHS Site Gloucestershire Royal Hospital- The Orchard Centre Town Gloucester Salary £24,169 (pro rata if part time) Salary period Yearly Closing 06/07/2025 23:59 Interview date 16/07/2025

DRS Qualifications Administrative Assistant, Band 2

Band 2

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.

As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.

As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.

By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.

Job overview

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

Working for our organisation

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

Detailed job description and main 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 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

- 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

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

If you require sponsorshipfor a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under theUKVI points based system

Employer certification / accreditation badges

Name Prof Peter Scanlon Job title Professor of Ophthalmology Email address [e-mail] Telephone number 0300 422 2851 Additional information

My PA Liyan on 03004 222851 can make contact with Professor Scanlon