Medical Education Assistant

Allscreens Nationwide Ltd; Worcester; On-site; GBP 21,000 - 23,000; Full time

Job summary

Worcestershire Acute Hospitals NHS Trust is seeking a Medical Education Administrator to support the Charles Hastings Education Centre at Worcestershire Royal Hospital, with countywide cover as needed. You will provide full administrative support to tutors and the Director of Medical Education, manage attendance, e-Portfolios, and invoices for room hire and fees.

The role requires initiative, a courteous reception to users, travel to Alexandra site, and close collaboration with Education Centres

Responsibilities

• Provision of full administrative support for Medical Education, particularly to Tutors and the Director of Medical Education.
• Provide administration support to the Chief Registrar, Medical Education Manager and Deputy Medical Education Manager.
• Assist in the administration of local training programmes for junior doctors, including Induction of new Doctors in Training.
• Assist in the administration of teaching sessions for GPVTS trainees, providing registers, attendance and evaluations.
• Assist with keeping e-Portfolios up to date for trainees, entering/editing information, with reference to GPVTS tools.
• Raise invoices for Room Hire, Annual Fees and Rent for the Charles Hastings Education Building.
• Organise and co-ordinate GP study days and other training programmes as required.
• Servicing meetings: course documentation, liaising, booking and invoicing external Drug Companies for stands, packs and badges.
• Act as the first point of contact for Trust-appointed Physician Associates, arranging parking permits and ID badges, HORUS e-Portfolio access and rotations.
• Providing an effective reception to Education Centre users in person and over the phone.

Job description

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST JOB DESCRIPTION

Post Title: Medical Education Administrator Pay Band: 3 Hours: Full time 37.5 hours Location: Countywide

Key Working Relationships

Internal: Consultants and junior medical staff working at Worcestershire Acute Hospitals NHS Trust, nursing staff, midwives, clerical staff and all other users of the Centre and accessing the service on the Worcester site. External: Representatives from Pharmaceutical companies, GPs and any other external users of the Centre

Risk Assessment

Work with display screen equipment and electrical equipment when setting up courses and meetings.

Occasional moving of furniture/room dividers to alter room settings in the Centre.

Job Purpose

The post holder will: Support the running of Postgraduate Medical Education predominantly in Charles Hastings Education Centre at the Worcestershire Royal Hospital. There will be a requirement to provide countywide cover in addition to being there regularly to support North GPVTS Scheme which will mean travelling to the Alexandra site. The post holder will be expected to work closely with colleagues in the Education Centres, and also work on their own initiative. Provide an efficient, professional and friendly service.

Key Duties

• Provision of full administrative support for Medical Education, and in particular to the various Tutors and to the Director of Medical Education.
• Provide administration support to the Chief Registrar, Medical Education Manager and Deputy Medical Education Manager.
• Assist in the administration of local training programmes for junior doctors, to include Induction of new Doctors in Training joining the Trust.
• Assist in the administration of teaching sessions in particular for GPVTS trainees, providing registers, maintaining attendance records and summarising evaluations.
• Assist with keeping e-Portfolios up to date for trainees, entering and editing information as required, with particular reference to Fourteen Fish used by GPVTS Trainees.
• Raise invoices for Room Hire, Annual Fees and Rent for the Charles Hastings Education Building.
• Organise and co-ordinate GP study days and other training programmes as required.
• Servicing meetings as appropriate including production of course documentation, liaising, booking and invoicing external trusted Drug Companies 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 Physician Associates, to include arranging car parking permits and ID badges for new starters, arranging access to the HORUS e-Portfolio and updating rotations and Supervisors when required.
• Providing an effective, efficient and courteous reception to users of both Education Centres in person and over the telephone.
• Meet speakers on arrival, welcome and sort out audio-visual requirements etc.
• Assisting in the practical administration of meetings, and functions held in the Centre, including altering the layout of rooms by movement of furniture, visual aid equipment and materials and in liaison with caterers.
• Maintenance of up to date e mail contact lists.
• Dealing with telephone enquiries to Medical Education and exercising own judgement in deciding the importance and prioritising these enquiries.
• Keep the Accredited Educational and Clinical Supervisors database up to date and send to the GMC quarterly.
• Process stationery orders and non-stock requests on the Trust iProcurement system when required for the Medical Education Office at Worcester.
• The appointed post holder will be expected to be an active team member, aware of when other team members are pressured and need assistance.
• There will be an expectation that the post holder will assist others at busy times when the workload in the department requires this.

General duties

The postholder may be required to undertake such other duties and training and/or hours of work as may be reasonably required to be consistent with the general level of responsibility of the post.

Confidentiality

It is a condition of employment that confidential information which may be obtained in the course of duty must not be disclosed.

The Trust reserves the right to vary the content of the job description, after consultation, to reflect changes to the role and/or service developments. The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.