Job summary
- Main area
- Corporate
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 435-C104-24
- Employer
- East Lancashire Hospitals NHS Trust
- Employer type
- NHS
- Site
- The Learning Centre, Park View Offices Royal Blackburn Teaching Hospital
- Town
- Blackburn
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 26/07/2024 16:00
Employer heading
Undergraduate Education Officer
NHS AfC: Band 3
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
Job overview
East Lancashire Hospitals NHS Trust (ELHT) is the local education provider for several UK universities. We are responsible for clinical placements and education for Undergraduate Medical Students & Physician Associate Students. Our current partners are University of Central Lancashire (UCLan) and Lancaster Medical School. Over the summer months we welcome Medical Students from across the globe for elective placements.
This post has been created to provide the coordination of placements and education for learners at ELHT from all education partners. The office is based in the Learning Centre, Royal Blackburn Teaching Hospital, travel to other sites and home working may be required as part of the role. Hours are Monday to Friday, 08:00-16:00. Flexible working can be discussed. The role requires excellent organisational skills to manage departmental demands & pressures.
The role includes but is not limited to providing pastoral support to learners, attendance monitoring, facilitating student assessments, liaison with stakeholders of all seniority and professional levels within and external to the Trust, problem solving at short notice with the advice of colleagues, using own initiative, assisting with planning work and progression of the Undergraduate Education Administrators, admin tasks on behalf of the Department, maintain, manage and audit systems and processes to ensure the provision of efficient and effective Undergraduate Education services on behalf of the Trust.
Main duties of the job
Responsible for creating, maintaining, managing and evaluating education programs and timetables for learners, along with supporting departmental policy, systems and processes.
Work closely with the Undergraduate Education Coordinators, assisting Undergraduate Education Administrators, providing support and guidance to colleagues.
Arranging and supporting the delivery of high-quality placement, education, and training for all learners by scheduling appropriate rooms, facilities, staff & resources.
Promote an environment conducive to learning and to be responsive to the needs of learners, employing critical thinking to problem solve, whilst maintaining confidentiality.
Support departmental growth process and acquisition of placements.
To undertake other appropriate duties as required.
Working for our organisation
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 8,000 staff, many of whom have won awards for their work.
Detailed job description and main responsibilities
Work with internal and external stakeholders of all levels and professional backgrounds to develop and co-ordinate programmes of undergraduate education.
Arrange appointments, meetings and hospitalities as required.
Liaise with Undergraduate Teams regarding student allocation to ELHT including individual area capacity. Schedule catch-up and remedial placements where required under the guidance of the Undergraduate Education Coordinators.
Liaise with internal Undergraduate Education Team and placement providers regarding elective placement students.
Liaise with stakeholders regarding learners’ placements. This includes advising of when to expect learners, which location to report to and any necessary induction, reasonable adjustments, and timetable whilst they are at the Trust.
Liaise with educators and partners in the planning and co-ordination of teaching programmes for all the learners whilst they are at the Trust.
Liaise and negotiate with internal teams to ensure successful delivery of inductions, accommodation, car parking permits, ID badges, Occupational Health requirements, risk assessments, library and IT facilities etc.
Organisational Responsibilities
Maintain records of all undergraduate education activities.
Work with the Undergraduate Education Coordinators to maintain accurate student number records for invoicing purposes.
Provide administrative and secretarial support as directed by the Undergraduate Manager or above.
Daily use of a wide range of administrative and secretarial procedures.
Organise, forward plan, and prioritise own workload.
Problem solve under the guidance of Undergraduate Education Coordinators.
Develop a broad understanding of the wider work and roles of the Undergraduate Education Department and actively contribute your ideas for the improvement of the department.
Plan and co-ordinate activities in the Undergraduate Education programme.
Create student information packs containing information relevant to their experience at the Trust.
Maintain secure systems and individual accesses to these systems, upholding the intellectual integrity of the information held in these locations.
Arrange transport for learners as required including assisting in the procurement of car parking permits.
Facilitate the planning and co-ordination of teaching programmes. This includes booking rooms, providing staffing and equipment for teaching sessions, suitable to the size and type of the group and teaching method employed.
Provide assistance in the preparation of teaching materials.
Provide onsite advice for the use of teaching equipment and maintenance. This may include setting up and closing facilities.
Maintain accurate records for equipment loans.
Collate and analyse evaluative feedback to ensure that quality is being maintained in line with the requirements of the curriculum.
Critically analyse statistical reports such as attendance reports, education provider feedback and league tables.
Organise and forward plan inductions, occupational health checks, ID badges, IT passwords, education facilities, Library access and accommodation, as required.
Arrange risk assessments for learners where appropriate under supervision of Undergraduate Education Coordinators and wider team.
Facilitate student examinations as requested by educational partners.
Contribute to the planning and promotion of Undergraduate Education within the local Health Economy. This includes Work Placement Programme and inclusivity projects.
Arrange reimbursements from the finance department for expenses and fees incurred within the Undergraduate Education Department.
Stock ordering including clinical equipment and uniforms.
Professional Responsibilities
Assist in the development of Undergraduate Education policy.
Ensure Standard Operating Procedures are up to date. Assist in the creation of new procedures as the work of the department evolves.
Provide a pivotal role and first point of contact in the pastoral care and educational matters of learners, operating an “open door” policy.
Maintain an accurate record of all incidents, escalate as appropriate and follow up outcomes, implementing any lessons learned.
Create and advise on attendance reports for learners including where catch-up time may be required and how this can be delivered.
Maintain a safe, orderly and welcoming environment within the Department.
Provide cover for absent team members as appropriate.
Support the Undergraduate Education Administrators as necessary and assist with the day to day running of the department.
Provide support within the Directorate and assess priorities based on peaks and troughs of the department.
Ensure own actions contribute to the maintenance of high-quality service, develop and maintain effective working relationships, share areas of good practice and lessons learned.
Ensure adherence to financial procedures and timetables in line with Standing Financial Instructions.
Person specification
Qualifications
Essential criteria
- GCSE Grade 4 or above English and Mathematics plus at least 3 other subjects or equivalent qualification
- Computer literacy qualification
Desirable criteria
- Level 3 or above qualification.
- Audio typing
- Certificate in communication skills
Experience
Essential criteria
- Customer service experience, usually around 2 years
- Administration experience, usually around 2 years
Desirable criteria
- Use of audio visual equipment for presentations
- Use of developing technologies e.g. Virtual Reality, Augmented Reality and Mixed Reality.
- Experience of working with NHS and university staff of all levels and professions.
Knowledge and Skills
Essential criteria
- Fully conversant with Microsoft Office specifically Excel, Word and Outlook.
- Demonstrate the ability to understand, absorb and comply with detailed procedures and multiple sources of information.
- Clear and accurate written and verbal communication with an extensive range of stakeholders.
- Proven ability to innovate and take on new ideas, skills and knowledge.
- Ability to work with and interpret precise and complex data.
Desirable criteria
- Knowledge of website configuration and maintenance
- Minute taking
- Continued professional development
Personal
Essential criteria
- Organised
- Ability to establish and maintain professional relationships.
- Adaptable based on service needs
- Team player
- Self-motivated
- Able to work autonomously
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Rebecca Greenhalgh
- Job title
- Undergraduate Placement Manager
- Email address
- [email protected]
- Telephone number
- 01254 735959
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