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Medical Education Support Administrator

Job Description

We are excited to welcome applications for the role of Medical Education Support Assistant (Centre Support, Quality Assurance Support and Doctors in Training Study Leave) within the Medical Education Department at East Kent Hospitals University NHS Foundation Trust for a motivated, enthusiastic, vibrant individual to join our team.

The post holder will have the opportunity to work within a team, helping in shaping and embedding a strong educational framework within the Trust by providing consistent support to our trainee doctors and medical students.

Based at the Queen Elizabeth the Queen Mother Hospital Education Centre and the Medical Education Quality Team, the post holder will be first port of call and provide administrative, clerical and physical support within the Centre and the quality team, and will support both undergraduate and postgraduate education and training activities. You will be responsible for the current Doctors in Training Study Leave process and database. Accuracy, relevance and reliability are all key components of the role as is a level of technical ability (training provided where required) in relation to support all IT/AVT equipment in the centre(s).

Please see full job description

Working as an active member of the quality team across sites in support of colleagues on any projects that involve improving the quality of learner experience.

Providing support for quality assurance through specific clerical and administrative activity.

Conduct general office duties and be involved in some secretarial work, receiving visitors to the centre, answering queries by email, phone or in person. A key aspect of the role will also involve setting up teaching rooms and lecture theatres in preparation for meetings and study days. The postholder will assist colleagues in setting up and facilitating virtual as well as face to face teaching and meetings;

To be the main point of contact for managing room bookings for room hire in the centre via e-mail for the Bookwise System.

Ensure doctors’ in training study leave applications are fully compliant with funding allocations and entitlements prior to approval, this will require detailed monitoring of usage in order to filter and process applications that are compliant to policy requirements;

Exercise a high level of accuracy and attention to detail in approving doctors’ CPD associated expenses on the electronic expenses claims system and ensuring correct budget codes are assigned prior to processing CPD expense claims to Payroll Services. This will require ensuring all claims including receipts are relevant and correct prior to reimbursement is authorised to doctors according to their entitlement.

Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.

The postholder will:
Support our educational governance and drive quality improvement by:

• Working as an active member of the quality team across sites in support of colleagues on any projects that involve improving the quality of learner experience.
• Providing support for quality assurance through specific clerical and administrative activity, particularly in relation to data.

• Delivering administrative, clerical and physical support across a wide range of activities that support education and training e.g. study leave, expenses claims, room bookings etc.
• Adhering to those policies, practices and values, both external and internal, that ensure that all doctors are supported according to their specific needs e.g. Less Than Full Time (LTFT), returning to training, career change, requiring additional support etc.

• Supporting these colleagues with general queries as well as administrative and clerical tasks to support colleagues with specific educational roles in order to help them meet their educational and training responsibilities
• Engaging with clinical and college tutors and other educational leads to help promote educational resources and assist with bringing to the attention of senior colleagues, any issues raised

• Providing administrative support to on-going and new individual and collaborative work and projects that aim to improve safety, quality, learning and outcomes.
• Demonstrating and enacting those values and behaviours required by the Trust and the NHS.
• Providing administrative support to the Department to ensure all learners are fully inducted and informed and that they are able to make the most of any/all training/learning opportunities

• Developing the necessary skills and knowledge to be flexible and adaptable in support of the continuous improvement of the Department and wider organisation
• Achieving against agreed individual and team objectives
• Working in support of, Senior Quality Assurance Managers carrying out audits, local improvements and compliance with GMC, HEKSS and medical school regulations as well as other relevant regulation

• conduct general office duties and be involved in some secretarial work, receiving visitors to the Centre, answering queries by email, phone or in person. A key aspect of the role will also involve setting up teaching rooms and lecture theatres in preparation for meetings and study days. This will involve moving tables, chairs and setting up of all necessary AV/IT related equipment. The post holder will assist colleagues in setting up and facilitating virtual as well as face to face teaching and meetings;
• be the main point of contact for managing room bookings for room hire in the Centre via e-mail for the Bookwise System. Duties also include reporting all facilities and estates issues maintaining an accurate log of faults and issues;
• ensure Doctors in Training study leave applications are fully compliant with funding allocations and entitlements prior to approval, this will require detailed monitoring of usage in order to filter and process applications that are compliant to policy requirements;
• exercise a high level of accuracy and attention to detail in approving doctors’ Continuing Professional Development (CPD) associated expenses on the electronic expenses claims system and ensuring correct budget codes are assigned prior to processing CPD expense claims to Payroll Services. This will require ensuring all claims including receipts are relevant and correct prior to reimbursement is authorised to doctors according to their entitlement, in accordance with Trust CPD and financial policies.

• Effective use of key software packages and sound digital literacy skills [as defined by HEE’s Digital Capabilities Framework 2018]
• Ability to accurately record information; make effective use of databases; input and extract data, and information verbally, in written form and visually as slide decks or using other digital tools
• Best practice organisation of schedules, files and project work, in electronic and manual (if required) filing, storage and project management systems
• Assisting with organisation and administration of events and course arrangements, including room bookings, provision of appropriate equipment/resources, refreshments, travel and parking arrangements etc.
• Ensuring high level of own accuracy and being detail-orientated in all tasks
• Carrying out careful planning, preparation and delivery of everyday administrative duties
• Full compliance with GDPR and the ability to deal sensitively and appropriately with confidential data and information

• Excellent literacy
• Wide range of effective communication skills including active listening, clarity and concision, strong writing skills, friendliness, honesty, empathy, respect and confidence
• Appropriate and effective use of a wide variety of communications media depending on objective and audience e.g. email, reports, digital applications, phone etc.

• Ability to operate and troubleshoot electronic office equipment, audio-visual equipment, computers, and other equipment
• Inquiring mind, willing to learn and utilise development opportunities

• Working as an active member of the team across sites, to provide an effective and consistent service, working with colleagues to improve and standardise practices; cross-covering where appropriate
• Proactively work as part of the team, anticipating needs where necessary and problem-solving when needed
• Ability to switch between tasks quickly and be flexible in terms of activity according to the needs to the service
• Ability to complete and prioritise own tasks with some supervision
• Ability to act on own initiative as required
• Acting with tact, diplomacy and discretion at all times
• Commitment to ongoing personal and professional development

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