North West Endoscopy Academy Administrator

Liverpool University Hospitals NHS Foundation Trust; United States; Remote; USD 28,000 - 35,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust in the North West Endoscopy Academy is seeking an organised Administrator on a 10-month fixed-term contract or secondment to support the Project Manager with coordinating endoscopy training courses and events.

You will liaise with stakeholders, manage meeting administration, maintain financial records, and prepare training rooms and resources to ensure high-quality education across the North West.

Qualifications

• A' Level/NVQ 3 or equivalent.
• Typing qualification/equivalent and secretarial/administration experience.
• Experience administering events and courses.
• Experience using MS Office applications.
• Minute taking to an intermediate level and drafting agendas/letters/templates.

Responsibilities

• Organise and coordinate endoscopy courses and training events.
• Provide secretarial and administrative support for Academy meetings.
• Maintain accurate financial information and records.
• Coordinate patient lists for training activities and arrange training facilities.
• Support virtual meetings and training sessions.

Skills

Typing qualification

Secretarial experience

Administration experience

Event administration

MS Office

Minute taking

Drafting agendas/letters

Education

A' Level/NVQ 3 or equivalent

Tools

MS Office

Job description

An exciting opportunity has arisen for an organised and motivated Administrator to join the North West Endoscopy Academy on a 10-month fixed-term contract or secondment, with the possibility of an extension. The successful candidate will provide comprehensive administrative support to the Academy's Project Manager, helping to coordinate and deliver a wide range of endoscopy training courses and educational events. This is a varied and rewarding role requiring excellent organisational skills, attention to detail, and the ability to manage competing priorities. You will work closely with Academy colleagues, endoscopy department and external stakeholders, to support the successful planning and delivery of the Academy's training programme. Key responsibilities include organising courses and events, liaising with stakeholders, supporting meeting administration, maintaining financial records, coordinating patient lists for training activities, and ensuring training facilities are prepared for course delivery. This role offers an excellent opportunity to contribute to the delivery of high-quality endoscopy education and training across the North West. You will join a supportive and collaborative team and play a key role in ensuring that courses and events are delivered efficiently and effectively.

Key Responsibilities

• Support and report to the Project Manager.
• Organise and coordinate a range of endoscopy courses and training events.
• Support the preparation and set-up of training rooms for course delivery.
• Liaise with external stakeholders involved in supporting Academy courses.
• Work with the endoscopy department to ensure that appropriate patient lists are booked for relevant courses.
• Provide secretarial and administrative support for Academy meetings.
• Maintain accurate and up-to-date financial information and administrative records.
• Support the delivery of virtual meetings and training sessions.
• To assist in the coordination and evaluation of training programmes.
• To maintain relationships with internal and external staff, as appropriate in dealing with queries, issues and problems that relate to education.
• To have an awareness and support education quality.
• To deal with queries via telephone calls, emails and face to face meetings in a timely, efficient and effective manner.
• To attend appropriately delegated meetings and undertake administrative duties as required within the department.
• To support the manager in undertaking project work to enhance the quality of the provision of education.
• Ensure all urgent and/or confidential communications are received and distributed to relevant parties in a timely manner.
• Publicise and distribute details of programmes, short courses and events through newsletters, marketing materials using a variety of resources including IT.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working. The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £25.70 (standard disclosure) or £46.70 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years. Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures. Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation. All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action. As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

Our statement on modern slavery We have zero tolerance of slavery and human trafficking and are committed to maintaining and improving systems, processes and policies to avoid complicity in human rights violation and to prevent slavery and human trafficking in our supply chain. The Trust policies, procedures, governance and legal arrangements are robust, ensuring that proper checks and due diligence are applied in employment procedures to ensure compliance with this legislation. We also conform to the NHS employment check standards within our workforce recruitment and selection practices. This strategic approach incorporates analysis of the Trust's supply chains and its partners to assess risk exposure and management on modern slavery. Please note: new entrants to the NHS will commence on the first pay point of the relevant band.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Requirements

• A' Level/NVQ 3 or equivalent
• Typing qualification/equivalent, Demonstrable secretarial and administration experience
• Experience of administering events and courses.
• Experience in using MS office applications.
• Minute taking to an intermediate level.
• Experience of drafting agendas, letters and templates.

Desirable Criteria

• Demonstrable experience within education administration
• Experience of setting up AV equipment., Excellent communication skills
• Experience of negotiating with staff at all levels with local and external organisations
• Discretion in communication of sensitive and confidential information.
• Provide and receive complex, sensitive or contentious information
• Motivational, empathetic, persuasive and reassurance skills where required., Willingness to share knowledge and experience with colleagues.
• Exercise initiative and sensitivity when dealing with clients, junior doctors, senior clinicians and managers.

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital. We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West. Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.