Job vacancy: Clinical Education Administrator, East Midlands Ambulance Service NHS Trust, Nottingham

Job summary

Main area

Administration

Grade

NHS AfC: Band 3

Contract

Permanent: 37.5 hours

Hours

Full time
Flexible working

37.5 hours per week (Shift pattern 8:00am - 4:00pm)

Job ref

335-A-1706

Employer: East Midlands Ambulance Service NHS Trust
Employer type: NHS
Site: Clifton Education and Development Centre
Town: Nottingham
Salary: £24,071 - £25,674 Per annum
Salary period: Yearly
Closing: Today at 23:59

Clinical Education Administrator

NHS AfC: Band 3

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Detailed job description and main responsibilities

To develop and maintain effective working relationships with external providers, including but not limited to universities, awarding organisations and suppliers.

To collaborate with internal stakeholders including Procurement, IM&T, Recruitment, Human Resources, Finance and all other organisational functions and staff.

To work as part of a team which includes sharing ideas, learning knowledge and solutions, and supporting colleagues, the wider team and internal/external stakeholders.

To request the creation of IT accounts, secure personal identification numbers (PINs) and obtain all relevant access credentials and equipment as part of the Induction process.

To schedule courses, including care certificates, on to the learning management system (LMS) for educational activity.

To register and schedule courses on the awarding organisations’ platforms, schedule driving examinations, including the claiming and distribution of certificates.

To ensure qualifications that are not utilised are re-assigned back to the awarding organisations’ platform.

To distribute and process the return of uniforms for new staff within education.

Respond to staff and managers’ queries relating to education where appropriate, making judgements on how and where to refer complex queries.

To organise their own day-to-day work, based on the agreed priorities/objectives of the service.

To ensure a number of educational inboxes are regularly maintained and replied to within a timely manner, providing a positive experience for the end-user whilst retaining the reputation of the directorate.

To organise meetings and associated tasks as well as taking actions and minutes as appropriate.

To raise and receipt requisitions utilising the Trust’s procurement process.

To order equipment/supplies for education centres.

To assist in planning and developing robust systems and processes to assure effective delivery, monitoring and evaluation of all education by maintaining educational trackers and various learning platforms.

To assist in maintaining learning/training records and electronic files to ensure accurate and comprehensive information is available/accessible, which is held in accordance with GDPR and the Data Protection Act.

There will be a requirement for the post holder to occasionally participate in the preparation/administration of audit, i.e. organise uncomplicated data as directed by the Head of Education into an electronic or paper-based format for analysis.

To source internal/external venues for educational activity, including booking of food and beverages.

To take an active part during the appraisal process, contributing to a personal development plan and committing to continual professional development, to improve and enhance personal and team performance.

To ensure all statutory and mandatory education is completed to meet Trust compliance.

To participate in the review and implementation of new systems and processes in line with Trust policies and procedures.

To ensure all equipment is used safely, responsibly and only for its intended purpose.

To work within the standards, policies, and procedures set by the service/trust, and to be expected to work within the scope of the job purpose.

The duties and responsibilities of the post holder will be undertaken in accordance with the Trust’s policies, procedures and working practices.

Patient safety is a key priority for the Trust. It is your responsibility to ensure that you are fully compliant with EMAS policies and procedures in respect of patient safety, for example, Risk Management, Infection Prevention and Control, and Safeguarding children and vulnerable adults.

This job description is not intended to be an exhaustive list of duties and responsibilities but to give an indication of the main areas of activity and involvement.

Person specification

Qualifications

Essential criteria

GCSE (Grades 4 to 9 or A to C in English and Maths or equivalent
Evidence of continuous professional development
Level 3 Business Administration qualification or equivalent experience

Desirable criteria

European computer driving licence (ECDL)

Experience

Essential criteria

Significant experience working within an administration role
Minute taking experience
Proficient in the use of Microsoft Office packages including Outlook and Teams
Ability to work under pressure
Meet tight deadlines whilst managing conflicting priorities
Work autonomously and as part of a team

Desirable criteria

Experience of working within training/education administration services
Experience in the use of a variety of learning management systems

Knowledge and Skills

Essential criteria

Excellent written and verbal communication skills
Effective listening skills
Knowledge of Data protection, confidentiality and freedom of information

Personal Attributes

Essential criteria

A proactive and flexible approach to work
Excellent organisational and time management skills
Ability to travel between education sites

Desirable criteria

Business car insurance

The East Midlands has a lot to offer:

Excellent Location

Making a Difference

Action Packed Roles

Support and Belonging

Note on Covid-19 Vaccination status:

It is a clear professional responsibility of all health care staff to be vaccinated. EMAS NHS Trust therefore encourages and supports all employees to be vaccinated as it remains the best line of defence against COVID 19.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer, committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision - Responding to patient needs in the right way, developing our organisation to become outstanding for patients and staff, and collaborating to improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (All spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £55.38.