TEMPORARY BAND 4 POSTGRADUATE ADMINISTRATOR
Staffline Recruitment has been appointed as HSCNI's recruitment partner of choice for Admin, clerical and Support Services.
Band 4 Postgraduate Administrator
Rate of Pay: £11.20
Location: Royal Victoria Hospital
Hours: 37.5hrs per week
Duration: Dec 2021 with possibility of extension
The post holder will work alongside the Postgraduate Education Manager and Co-ordinator in Medical & Dental Education to provide ongoing development and organisation of all medical educational activities, including operational support within a range of training facilities. They will assist in the provision of effective administrative support to the Director of Medical Education, Education Appraisal and Revalidation Manager, Postgraduate Education Manager, Postgraduate Education co-ordinator, and other relevant Medical Staff in Medical & Dental Education.
The post-holder could be asked to provide support and cover for colleagues of a similar grade dependant on service need/priorities and on different Belfast Trust sites.
Assist in the day to running of administrative services
Provide PA assistance including diary management, email / mail management, word processing, file management , action planning follow up, preparation of papers/presentations, bring forward systems, organising and supporting events, setting up service meetings, minute taking and photocopying.
Assist in the development and improvement of services delivered by Medical Education.
Assist in the co-ordination of NIMDTA and GMC visits to review the training experience of trainee doctors
Assist in the organisation of trainee doctor induction including welcome evenings, information materials, e-learning, communication with trainee doctors and relevant Trust staff.
Assist the Postgraduate Education Manager and Co-ordinator in the establishment and maintenance of monitoring and quality assurance systems for the delivery of postgraduate medical and dental training across the Trust e.g. E-portfolio, Recognition of Trainers Database, Supervisors Database, etc.
Assist the Postgraduate Education Manager and Co-ordinator in the co-ordination of NIMDTA and GMC visits to review the training experience of trainee doctors.
Organise courses / workshops / teaching / simulation training events for doctors of varying grades, including advertising, booking, administration and co-ordination, support with developing teaching materials, distribution of materials to participants, keeping accurate attendance records, ensuring course information uploaded to HRPTS Learning and Development portal etc.
As part of quality assurance, evaluation and governance processes, undertake, monitor and analyse feedback for all courses/workshops/teaching events. Provide feedback outcomes to relevant staff.
Review, edit and maintain appropriate communication and information systems for trainee doctors and trainers including induction guides, intranet and web pages. Assist in the development and improvement of these systems. Collaborate with medical staff to improve communication and information resources.
Assist with the analysis and production of reports as required by the Director of Medical Education, Education Appraisal and Revalidation Manager and Postgraduate Education Manager.
Organise and maintain e-learning e.g. Training Tracker for Trainee Doctors. Ensuring modules are updated by relevant staff, compliance reports are compiled
Co-ordinate the Medical Work Experience programme for Year 13 school students. In conjunction with Medical Leads, organise teaching sessions, workshops and clinical placements for the young people to participate in.
Provision of administrative support to relevant education committees and working groups as assigned, to include scheduling, minute taking and support with action planning.
Maintain databases/email lists of trainees and staff involved in postgraduate education to ensure efficient and effective communication.
Provide support and cover in the day to day operational arrangements in a range of training and junior doctor facilities. This involves assisting users, providing reception cover, room bookings and room set up for events, as required.
Process invoices, and maintain financial records in line with Medical Education protocols and Trust processes.
Qualifications and Registration
HNC / HND or equivalent / higher qualification in an administrative related field AND 1 years administrative experience working with medical or dental staff, or within a medical / dental education or workforce role
4 GCSEs at Grades A-C including English Language or equivalent / higher qualification AND 2 years administrative experience working with medical or dental staff, or within a medical / dental education or workforce role
3 years administrative experience working with medical or dental staff, or within a medical / dental education or workforce role.
Experience in Microsoft Office products to include Word, PowerPoint, Excel, and Outlook
Excellent communication, planning, organisational, prioritising, time management, initiative, and team working skills
Ability to work under pressure in a busy working environment, including meeting a range of priorities.
Ability to identify opportunities to improve working practices.
Have ability to handle confidential and difficult situations with discretion and diplomacy.
Demonstrate an understanding of arrangements and processes in relation to medical and dental education.
Experience working with a range of information systems.
Experience in co-ordinating arrangements for events, including courses and workshops.
Willingness to undertake additional training appropriate to role.
Please apply with a current CV that demonstrates your experience in the above criteria.