Job summary
Are you interested in gaining experience within a busy Postgraduate and Undergraduate Education team, assisting to support, coordinate and deliver Postgraduate and Undergraduate Education for the Medical and Non-medical workforce? Do you have strong administration skills and attention to detail? Are you a good communicator? If so we would like to hear from you.
The post is full time 37.5hrs per week and is fixed term for approx. 9 months
The post will be based with the existing knowledgeable and supportive PG/UG Education Team led by the Postgraduate and Undergraduate Education Manager.
We are looking for an organised individual with an interest in education to support our experienced and busy team.
Main duties of the job
- Your primary responsibility will be for the day-to-day administrative and operational support for the PG/UG education team in the delivery of teaching programmes for Resident Doctors, Students, Nursing Learners, Allied Health Professionals and preceptorships.
- Developing and maintaining accurate records and monitoring attendances at all teaching and educational events.
- To provide front of house support on medical induction days and be a point of contact for all Trainees and Students.
- Undertake all general administrative duties as required. Manage telephone and face to face enquiries on a daily basis.
About us
The Education Administrator will provide a high quality of administrative support as a member of The Christie Institute for Cancer Education Multi-Professional Education team. Working closely with the Senior Education Coordinator, Education Coordinators, Postgraduate Education Manager and Undergraduate Education Manager, Preceptorship Lead and the Practice Education Co-ordinators, the post holder will be required to develop effective communication approaches with staff across the organisation including medical consultants, resident doctors, students, nursing and allied health professionals, preceptees/preceptors, department managers, practice education leads, and learners.
Flexible and home working arrangements are supported and can be discussed at interview.
Job description
Job responsibilities
Administration & Coordination
- To be the first point of contact (telephone, direct and written) within the team. Responding to enquiries from learners, trainees, colleagues and external organisations, in a professional, timely and customer-focused manner
- Provide support for the day-to-day administration to include preparation of ID badges and IT accounts, allocations, room bookings and training sessions
- Support the Senior Education Co-ordinator, Education Coordinators and PG/UG Education Manager in contacting speakers to confirm agenda times as instructed. Collate speaker presentations, arrange inductions for students and the input of placement information onto Medlea, the university portal for students.
- Support the Education Coordinator in arranging inductions for trainees and in the input and tracking of trainee and induction information.
- Input and track the recording of all educational contributions.
- Preparation of facilitator and delegate materials.
- Secure and book suitable facilities for meetings and training sessions
- Collate and input evaluation data for training
- Provide practical support for training and induction sessions
- Identify process improvements and plan for implementation ensuring a structured plan
- Maintain contact lists for internal and external stakeholders
- To file emails and documents on the shared collaborative drive and maintain efficient file structures adhering to records management policies
- To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday ensure we meet our duty to uphold and promote equality.
- To contribute to the culture of continuous improvement by working within procedures and to put forward suggestions for improvement via your manager as and when required.
- Provide administrative support across medical, non-medical and preceptorships areas of work.
Develop and Maintain Accurate Records
- Input various data into electronic systems, eLearning systems and maintain accurate records
- Responsible for requesting and recording learner activity across all UG professions and preceptorship
Communication
- Provide front of house support for learner inductions
- Escalate issues or concerns as appropriate
- Attend and contribute to team meetings
- Frequent phone, face to face and email communication is required to liaise with various stakeholders
- Contribute to, and maintain, a positive working team environment
- Be a representative for The Christie Institute maintaining high quality administrative standards and customer service
- Involve keys stakeholders in process improvement decisions and ensure meetings are held with an agenda and are minuted and/or actions noted.
Marketing and Social Media
- Editing of information materials using set templates
- Monitor and update social media
- Monitor of the relevant Christie Institute webpages to ensure all information is current and correct
Finance
- Be an authorised signatory for supplies
- Collect and record cash deposits for lockers from students and Trainees
General
- Undertake general office duties including photocopying, faxing, and filing.
- Communicate with colleagues in a clear concise manner
- Meet and greet learners and speakers at relevant education and training events
- Take telephone queries relating to any team events or programmes and inform appropriate personnel as required
- Take a proactive attitude to your personal development and attend relevant mandatory training updates
- Work flexibly around the needs of the service, to include early mornings, evenings and weekends on an ad hoc basis
- To include other identified administrative duties commensurate with level of post.
Person Specification
Qualifications
Essential
- 5 GCSEs Grade A*-C (including: English and, Mathematics and ICT) or equivalent qualification
Desirable
- Business Administration Level 3
Experience
Essential
- Experience of working within an administrative environment
- Prioritising and managing busy workload
- Use of social media and apps
Desirable
- Experience of learning management databases
- Previous involvement in the field of education administration and/or event administration
Skills
Essential
- Effective written and verbal communication skills with staff at all levels
- Excellent customer focus
- Excellent organisational skills
- Ability to work independently and as part of a team
- Effective time management skills
- Database and spreadsheet skills
Desirable
- Minute taking skills
- Ability to deal with difficult situations
- Ability to investigate simple problems and offer solutions
Knowledge
Essential
- Working knowledge of Microsoft office packages
- Able to take own initiative and identify methods to improve administrative processes
Desirable
- Knowledge of Learning Management Systems and Databases and PARE
- Basic understanding of medical education
- Knowledge of online eLearning systems
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Enthusiastic, calm and confident
- Willingness to develop role
- Acts in a professional manner at all times
- Working hours can be regular, but may involve unsocial hours
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
