Medical Education Administrator

at  Devon Partnership NHS Trust

The post holder To be responsible for providing a comprehensive administrative support service to the medical education team, senior managers and clinicians. The post holder will be expected to exercise personal initiative and independent judgement in an efficient manner within the scope of broad procedural guidelines and processes. Duties and Responsibilities Communication and Working Relationship Skills Communicate complex, sensitive and confidential information to individuals or groups within the organisation and individuals or groups external to the organisation. To be an integral link and point of contact for staff at all levels internal and external, NHS and outside organisations across the whole health economy locally and nationally.
To work as part of a team, liaising and supporting the Directors of Medical Education (DME), Medical Education Co-ordinator, the wider Medical Education team and Medical School colleagues. Analytical and Judgemental Skills To receive and open mail (paper and electronic) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material. To manage own workload and meet deadlines, collating data and maintaining standards relating to administrative processes. Planning and Organisational Skills Administrative duties involved in placing medical students into services across Devon from 2 medical schools.
To arrange both internal and external meetings and appointments e.g. budget meetings, medical education meetings, undergraduate junior doctor sessions, medical school and trust meetings producing minutes, agendas and other associated documentation and distribution. Organise contributors for taught sessions such as medical student special study units, one off lectures, as well as liaising with teaching providers and producing associated documentation e.g. letters and certificates.
Organise conferences and events as and when necessary, such as supervisors training days, Medical Advisory Committee, MRCPsych modules. Administration related to experiences of working in mental health services such as work experience or medical electives. To contribute to the study leave coordination including accurate record keeping and liaison between HEE and DPT finance. To help facilitate the induction days for doctors in training.
Maintain and co-ordinate diary and room booking schedules. Plans and organises, including updating and storage of electronic and hard copy files. Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met. To develop agendas and take formal minutes, distributing within a set timeframes.
Responsibility for Patient/Client Care, Treatment and Therapy May have incidental contact with patients in the course of normal day to day duties. Responsibility for Policy and Service Development Implementation The post holder may be asked to contribute to audit or research projects within the service. Implements administrative policies. Adheres to all Trust and departmental policies and procedures relating to their role.
Responsibility for Finance, Equipment and Other Resources The post holder will hold responsibility for authorising stationery and other necessary items via Agresso. Maintain and monitor accurate records in relation to expenditure from the Medical Education budget, recording on spreadsheets. Maintain a record of expenditure for the purchase card, recording on a spreadsheet and returning records monthly to the finance department. Responsibility for Human Resources, e.g.
Supervision, Training, HR Advice and Management May be involved with the recruitment of new staff within the team. No direct supervisory responsibilities. Responsibility for Information Resources and Administrative Duties Utilise information technology to create graphs, charts, presentations and posters. Type confidential letters, correspondence and reports as required.
Maintain efficient and effective filing systems primarily on shared drives. Take and distribute formal minutes and produce agendas. To be responsible for creating, maintaining, logging and updating both electronic and paper records. Adherence to information governance standards.
Responsibility for Research and Development Contribute to audit and research projects within the remit of the job role. Freedom to Act The post holder will be expected to work without direct supervision and manage their own workload. Accountable for own actions, a manager is available for reference

Please refer the Job description for details