Undergraduate Education Administrator

East Lancashire Hospitals NHS Trust; Lancashire; On-site; GBP 18,000 - 24,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is seeking an administrative professional to support the Department of Undergraduate Education. You will provide a broad range of admin services, act as the first point of contact for learners, and help coordinate teaching activities and learner records.

Based at the Learning Centre (Royal Blackburn Teaching Hospital) with travel to other sites, you will manage diaries, appointments, inductions, and access to Trust systems while ensuring confidentiality and

Qualifications

• GCSE Grade 4 or above in English and Maths plus at least 3 other subjects, or equivalent.
• Significant customer service experience.
• Fully conversant with Microsoft Office (Excel, Word, Outlook).
• Ability to follow detailed procedures and manage multiple information sources.
• Clear written and verbal communication with a wide range of stakeholders.

Responsibilities

• Provide administration services for the Division and UL Undergraduate Education to ensure smooth operation.
• Act as first point of contact for student queries via email, phone and in person.
• Coordinate teaching sessions, bookings, rooms and equipment.
• Maintain accurate learner records and monitor attendance.
• Assist with assessments, inductions, and feedback.
• Liaise with internal and external stakeholders to deliver programmes of undergraduate education.

Skills

Customer service

Communication

Administration

Attention to detail

Education

Level 3 or above qualification

Tools

Microsoft Office (Excel, Word, Outlook)

Job description

The role includes but is not limited to undertaking a wide variety of tasks providing administration services within the Division ensuring the smooth running of the Department of Undergraduate Education (DUE). Being the key point of contact for DUE projecting a positive and friendly image using a variety of communication methods. Provide pastoral support to learners and following escalation procedures. Learner attendance monitoring. Facilitation of learner assessments. Problem solving at short notice seeking advice of colleagues and using own initiative. Maintaining departmental systems and processes to ensure the provision of efficient and effective Undergraduate Education services on behalf of the Trust., Provide appropriate facilities and resources to support the delivery of high-quality placement, education and training for all learners. First point of contact for student queries via email, telephone and in-person. Work closely with colleagues to ensure own administration tasks are completed. Providing administrative support to the wider team. Duties include but are not limited to diary maintenance, arranging appointments and organising hospitalities. Providing learners with access to Trust systems, ID badges, car parking, accommodation, uniforms and inductions. Providing coordination for assessments, feedback and teaching. Maintaining current and accurate records, for example, learner absences. To undertake other duties appropriate and as required., Work with internal and external stakeholders of all levels and professional backgrounds to co-ordinate and deliver programmes of undergraduate education. Arrange appointments, meetings and hospitalities as required. Minute taking where appropriate. Liaise with internal Undergraduate Education Team and placement providers regarding elective and work experience placement learners. Liaise with internal and external teams to ensure successful delivery of inductions and all elements associated with induction. This includes but is not limited to provision of accommodation, procurement of car parking permits, uniforms ID badges, Occupational Health requirements, risk assessments, library and IT facilities. Communicate sensitive information, uphold confidentiality and the principals of GDPR with relevant stakeholders.Organisational Responsibilities Maintain accurate records of undergraduate activities including attendance. Distributing information packs containing information relevant to learners' experience at the Trust. Maintain secure systems and individual accesses to these systems upholding the intellectual integrity of the information held in these locations. Facilitate the planning and co-ordination of teaching programmes. This includes booking rooms, staffing and equipment for teaching sessions. Provide assistance in the preparation of teaching resources. Distribute evaluative feedback from placements and teaching sessions. Working under guidance of wider team to co-ordinate examinations as requested by educational partners. Organise, forward plan and prioritise own workload and communicating with colleagues when peaks and troughs occur.

• GCSE Grade 4 or above. English and Mathematics plus at least 3 other subjects. Or equivalent
• Significant customer service experience.
• Fully conversant with Microsoft Office specifically Excel, Word and Outlook.
• Demonstrate the ability to understand, absorb and comply with detailed procedures and multiple sources of information.
• Clear and accurate written and verbal communication with an extensive range of stakeholders.
• Effective listening skills
• Proven ability to take on new ideas, skills and knowledge.
• Punctual. Consistent reliable attendance at work. Organised.
• Ability to establish and maintain professional relationships.
• Ability to prove calmness, reliability and composure when working under pressure
• Team player. Self-motivated.
• Able to work both with supervision and autonomously.
• Demonstrable Administration Experience

Desirable criteria

• Level 3 or above qualification.
• Use of audio-visual equipment for presentations.
• Experience of working with NHS and university staff of all levels and professions.
• Minute taking.

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., East Lancashire Hospitals NHS Trust (ELHT) is the local education provider for several UK universities. We are responsible for clinical placements and education for Undergraduate Medical Students, Physician Associate Students and Dental Students. Over the summer months we welcome Medical Students from across the globe for elective placements.

This post has been created to provide central administration services for learners at ELHT from all education partners. The office and teaching rooms are based in the Learning Centre at Royal Blackburn Teaching Hospital, although travel to Burnley General Hospital and our other sites will be required as part of the role. Typical hours for this position are 08:00-16:00 Monday to Friday, a flexible working pattern can be discussed.

Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen. Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.

The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.