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Course Coordinator - Welsh Institute for Minimal Access Therapy (WIMAT)
Centre for Medical Education
School of Medicine
College of Biomedical and Life Sciences

An exciting position has arisen for a Course Coordinator in Welsh Institute of Minimal Access Therapy (WIMAT) in the Centre for Medical Education, School of Medicine.

You will be responsible for managing the coordination of training events, working proactively to support faculty and attendees as they visit the Unit to ensure training provision is to standard. Working closely with regulatory bodies, University professional services teams and staff within the Unit, you will be required to ensure information is up to date and accurate, following University policies and procedures.

The successful applicant will have substantial experience of working in an administrative role, an understanding of the NHS is desirable but not essential. You will have effective communication skills and an attention to detail. The proven ability to advise and influence key stakeholders and evidence of the ability to use initiative to solve problems. You will be able to respond to queries efficiently escalating to other members of the team as appropriate. You will also be able to work unsupervised to deadlines.

WIMAT is an internationally recognised postgraduate simulation training centre. The Institute is at the forefront of providing a wide range of postgraduate education and training for specialty trainees, consultants, nurses and other allied health professionals and covers a range of medical and surgical specialties. The team provide courses in a state-of-the-art training facility in Cardiff and work with other postgraduate centres and clinical skills centres across Wales, the UK and internationally. WIMAT works actively with Health Education & Improvement Wales (HEIW) and Welsh Assembly Government (WAG) to ensure that trainees in Wales have access to the highest standard of simulation provision.

In addition to training, WIMAT innovate and market training models which are set as a gold standard for training across the UK. The Unit is also research active and puts a strong emphasis on innovation.

The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. Discussions around these arrangements can take place after the successful candidate has been appointed.

Cardiff University offers many excellent benefits, including 32 days annual leave (plus bank holidays), local pension scheme, blended working (meaning you will be able to work from home for some of your time), a cycle to work scheme and other travel initiatives, annual increments up the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

This post is part time (25 hours per week, work pattern to be agreed), open ended and available immediately.

For an informal discussion about the role please contact Ms Kelly Westlake, Operations Manager ([email protected])

Salary: £23,715 - £27,929 per annum, pro rata (Grade 4). Appointments to roles at Cardiff University are usually made at bottom of scale unless in exceptional circumstances.

Date advert posted: Wednesday, 8 February 2023

Closing date: Wednesday, 22 March 2023

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Job Purpose

Provide a comprehensive professional administrative support to Welsh Institute of Minimal Access Therapy (WIMAT), providing support and guidance on coordinating WIMAT courses. Liaising with clinicians and Professional bodies to ensure the provision of a first class training service for trainees in Wales and further afield.

Duties and Responsibilities

Key Duties

• Provide detailed advice and guidance on WIMAT processes and procedures to internal staff and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate
• Provide advice and guidance to external customers about new course provision and provide administrative support as appropriate
• Collaborate with others in order to make recommendations for developments of established processes and procedures
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the outside bodies (e.g. Royal Colleges, Sponsors and industry), Health Education & Improvement Wales (HEIW), other University Schools/Directorates and as required
• Undertake a variety of administrative duties to support the team and institute
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Instruct and guide other employees within WIMAT, across the School of Medicine/University as required
• Ensure the provision of WIMAT courses are delivered proactively changing the delivery according to customer requirements
• Representing WIMAT outside of the normal working environment. Attending conferences or running courses in off-site locations as required.
• Help support an appropriate and effective communications strategy for WIMAT and to play a key role in the professionalisation of communications across multimedia.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Data protection, Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Essential Criteria

Qualifications and Education

1. NVQ 3/A-Levels or equivalent

Knowledge, Skills and Experience

2. Substantial experience of working in an administrative role
3. Specialist knowledge of appropriate administrative systems and processes and ability to set up standard office systems and procedures and make improvements as appropriate

Customer Service, Communication and Team Working

4. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding
5. Proven ability to advise and influence key stakeholders
6. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered

Planning, Analysis and Problem solving

7. Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available
8. Evidence of ability to analyse processes and procedures and advise on improvements
9. Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work

Other

10. Self-motivated with a positive and flexible attitude to work and a commitment to achieving high standards

Desirable Criteria

1. Degree or an equivalent qualification or equivalent work related experience
2. An understanding of the NHS
3. Experience of working in a Higher Education environment
4. Fluency in Welsh, written and oral
5. Experience in desktop publishing and social media

This role is to provide administrative support to a busy simulation unit, Day to day will involve managing bookings, liaising with stakeholders, and welcoming visitors to the unit. Providing a high level of customer support. The role is varied and rewarding and does require flexibility from the post holder.

IMPORTANT- Evidencing Criteria

It is the School of Medicine's policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.

Please ensure when submitting this document / attaching it to your application profile you name it with the vacancy reference number, in this instance for this post, 15876BR

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed. The School of Medicine welcome the submission of CVs to accompany evidence of the job-based criteria.

23,715

27,929

Admin / Clerical, Education, Health, Medical & Dental

Grade 4