Medical Education Administrator

Bedfordshire-Hospitals-Nhs-Foundation-Trust; Bedford, Luton; On-site; GBP 23,000 - 27,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Medical Education Administrator to provide efficient administrative support for the Medical Education Team, coordinating SAS, Simulation and Study Leave while handling reception and general office duties. The role requires initiative, teamwork and attention to detail.

The post involves maintaining an electronic room booking system, liaising with staff across the Trust, and assisting with IT/AV equipment and meeting room movements.

Qualifications

• Educated to A Level standard or equivalent experience.
• Business Administration Level 3 qualification.
• Experience in staff and budget management.
• Ability to build strong working relationships at all levels.
• Experience with NHS and Medical Education environments.
• Confidentiality awareness is essential.
• Strong IT skills and MS Office suite.

Responsibilities

• Provide comprehensive admin support for SAS, Simulation and Study Leave.
• Maintain centralised room booking system and COMET admin tasks.
• Coordinate and facilitate Simulation and SAS programmes.
• Support IT/AV equipment setup and room changes.
• Prepare monthly expenditure reports and budgets.

Skills

Staff & budget management

Relationship building

Time management

NHS experience

Medical Education experience

Interpersonal skills

Confidentiality awareness

Education

A Level standard or equivalent

Business Administration Level 3

Tools

MS Word

Excel

PowerPoint

Job description

An opportunity has arisen for a Medical Education Administrator to support the Medical Education Team. You will play an important role in providing an efficient and comprehensive admin and clerical service and in particular will be responsible for coordinating and facilitating the Simulation programme, the SAS Doctors programme and Study Leave as well as a range of office duties such as reception, general office duties, and maintaining an electronic room booking system.

The post-holder must have an ability to work using their own initiative as well as part of a team and have a commitment to providing a quality administrative service.

The post-holder will be expected to have a strong eye for attention to detail and a flexible attitude. Effective communication is essential.

The post-holder should be proficient in the use of Microsoft Office, MS Teams (and other virtual learning platforms) and have the ability to prioritise and meet deadlines with good organisational and time management skills. They will also be expected to assist with the setting up and maintenance of IT/AV equipment and the moving of furniture in the meeting rooms.

If you are a motivated team player with the ability to manage multiple priorities and would like to be part of a busy and friendly team, we would love to hear from you.

Main duties of the job

To provide comprehensive and effective management, co-operation and administrative support for the training, education and development of the Luton SAS doctors, the Simulation programme and to support the management and delivery of Study Leave for postgraduate medical and dental faculty.

To support the Deputy Medical Education Manager – Operational to ensure that the standards and objectives of the educational agreement between the Trust and Health Education East of England Multi-Professional Deanery are met.

To be part of the Medical Education administrative team providing support and assistance with the activities of the department in particular the centralised room booking system. This role involves liaising and establishing strong communication links with various levels of staff across the Trust to ensure the smooth and efficient running of the Medical Education Department within the Centre of Multi-Professional Education and Training (COMET).

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Detailed job description and main responsibilities

SAS

To provide support and advice to the SAS Tutor involved in the management and delivery of postgraduate medical and dental education.

To provide full administrative and secretarial support to the SAS Tutor and committee, ensuring agenda is agreed in advance and notes of quarterly meetings are distributed as required.

To organise an education programme for SAS and non-training grade doctors and dentists, liaising with outside speakers and ensuring programme is advertised.

To attend NHSE SAS Tutor/Administrator meetings.

To administer SAS funds allocated by NHSE, ensuring accurate records re kept and reports provided.

Process all Medical and Dental staff study leave applications, ensuring study leave guidelines are followed.

Maintain an up to date database of individual requests along with course details, fees, travel and subsistence expenses.

Provide monthly expenditure reports for the Finance department and monitor overall study leave budgets.

Alert the Deputy Medical Education Manager – Operational of any cases which fall outside the study leave guidelines, offering options to enable resolution.

Check and process all claim forms for expenses relating to pre-approved study leave.

Scan all study leave applications and claim forms.

Simulation

To receive requests and book rooms for all SIM sessions

To populate and maintain spreadsheet of SIM sessions via google docs including Foundation, Undergraduate and Multi-Professional SIM teaching sessions and regional SIM teaching sessions on behalf of NHSE.

To arrange faculty for the Foundation SIM sessions

To work with SIM Leads and NHSE School Contact to facilitate regional SIM teaching sessions including; receiving names and contact details of delegates, to arrange catering and provide delegates with registration details, to produce a ‘programme for the day’ and a register.

To arrange faculty meetings

To maintain a record of expenditure relating to SIM.

COMET

Support the centralised room booking assistant and to help when required should disputes around booking conflicts arise.

Assist with the reporting and follow up of IT issues and maintenance of rooms

Assist with the opening and securing of the seminar rooms within COMET.

Provide support for meetings/events and be prepared to resolve faults on the audio-visual equipment.

Medical Education

Be an active member of the Medical Education team, providing support and cover within the team as and when required.

To train new staff as required

To assist the Deputy Medical Education Manager – Operational as and when required with adhoc requests and project work.

To maintain one’s own personal and professional development and to identify any needs relating to fulfilling this role.

Qualifications

• Educated to A Level standard or equivalent experience
• Business Administration Level 3

Experience

• Staff and budget management experience
• Ability to build strong working relationships at all levels of the organisation
• Experience in carrying out a wide range of tasks and delivering to competing deadlines
• Understanding of the need of confidentiality awareness at all times
• NHS Experience
• Medical Education Experience

Personal Skills

• Effective interpersonal skills
• Good IT skills and strong working knowledge of Microsoft Office, particularly Word, Excel and PowerPoint
• Minute taking skills
• High level administrative and secretarial skills
• Advanced planning and organisational skills with the ability to prioritise. manage workload and meet deadlines

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.