Postgraduate Administration Assistant

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

Benefits offered by this job

Flexible working

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking a Senior Postgraduate Administration Assistant to provide senior administrative and operational support to the Postgraduate Medical Education service. The role coordinates induction, rotations, teaching programmes and education events, and supports the Education Manager with data management, QA and service improvement.

You will work with internal teams and external partners to ensure doctors in training receive a well-coordinated

Qualifications

• A Level/NVQ or equivalent required.

Responsibilities

• Provide day-to-day support and mentorship to Administration Assistants.

Skills

Typing qualification/equivalent

MS Office applications

Minute taking

Administration experience

Medical education administration

Education

A Level/NVQ or equivalent

Typing qualification/equivalent

Demonstrable secretarial and administration experience

Demonstrable experience within medical education administration

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

Tools

MS Office

Job description

The Senior Postgraduate Administration Assistant provides senior administrative and operational support to the Postgraduate Medical Education service across LUHFT. The role supports the coordination of key activities including doctor induction and rotations, teaching programmes, educational supervision, training records, reporting and Medical Education events. The post also supports the Postgraduate Education Manager with data management, monitoring, quality assurance and service improvement, working with internal teams and external partners to ensure doctors in training receive an effective and well-coordinated education service. The role provides day-to-day support, training and guidance to other administrative staff and helps coordinate workload and maintain quality across the administration function. In short: a senior administrative role providing coordination, oversight and support for the day-to-day delivery of Postgraduate Medical Education, The Senior Postgraduate Administration Assistant will provide senior administrative and operational support to the Postgraduate Medical Education service, helping to ensure the effective delivery of education and training for doctors in training., Coordinating postgraduate medical education activities, including induction, rotations, teaching programmes and education events. Supporting the administration of educational supervision and training requirements. Maintaining accurate education and training records, databases and documentation. Supporting the collection, monitoring and reporting of education and training data. Providing a key point of contact for doctors in training, educators and other stakeholders, responding to queries and supporting the resolution of issues. Supporting the Postgraduate Education Manager with quality assurance, reporting and service improvement. Working closely with colleagues across Medical Education, clinical teams and external education partners to support effective delivery of postgraduate medical education. Providing day-to-day guidance and support to administrative colleagues, helping to coordinate workload and maintain consistent administrative standards.,

• Support the Education Senior Management Team with cyclical planning across the education calendar, enabling proactive planning for key activities and events.
• Maintain and develop Postgraduate Medical Education databases, including trainee records, rotation lists and mandatory training records.
• Support the Compliance Manager with monitoring, data collection and preparation of information for education reports.
• Work with Foundation Programme Leads to evaluate teaching programmes and produce quarterly reports.
• Support the planning, organisation and delivery of junior doctor induction programmes, including maintaining mandatory training records and updating induction information.
• Coordinate and evaluate teaching programmes for doctors in training.
• Maintain effective working relationships with internal and external stakeholders and respond to queries and issues relating to Postgraduate Medical Education.
• Escalate appropriate concerns and issues to the Postgraduate Education Manager.
• Support delivery of the education quality strategy and associated quality improvement activity.
• Respond to telephone, email and face‑to‑face enquiries in a timely and professional manner.
• Attend delegated meetings and provide appropriate administrative support.
• Support the Postgraduate Education Manager with projects and service improvements to enhance the quality of education provision.
• Maintain effective electronic and paper filing and archive systems in line with information governance requirements.
• Ensure urgent and confidential communications are appropriately managed and distributed.
• Publicise teaching programmes, courses and events through appropriate communication and marketing channels.

Supervision and team support

• Provide day-to-day support and mentorship to Administration Assistants.
• Provide training to junior administrative staff to ensure a clear understanding of Medical Education processes.
• Delegate work appropriately to Administration Assistants and provide quality assurance and oversight of completed work.
• Escalate workload, performance or operational issues to the Postgraduate Education Manager as appropriate., Assist with room management, room layouts, catering and audiovisual requirements for education activities and events.
• Assist with room management, room layouts, catering and audiovisual requirements for education activities and events.
• Work with the wider team to provide a high-quality front‑of‑house service for visitors and users of the centre.
• Respond to queries and assist in resolving operational issues within the centre.

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. If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post. 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.

Qualifications

• A Level/NVQ or equivalent
• Typing qualification/equivalent, Demonstrable secretarial and administration experience
• Demonstrable experience within medical education administration
• 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

• Experience of setting up AV equipment, Excellent communication skills and command of written and spoken English
• 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

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are 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 that extend to more than two million people in the North West. We operate from five hospital sites: 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 several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. 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 en‑suite bedrooms and mainly 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.