Clinical Education Administrator

Job summary

We are pleased to announce a stimulating opportunity for an administrator. This particular opportunity is open to candidates who are experienced administrators and familiar with the Microsoft suite of programmes including, Word, Excel, PowerPoint and Outlook.

The post holder will provide an efficient administrative support service within the education team. Responsibilities will include the co-ordination and administration to support in the planning and development to ensure effective delivery, monitoring and evaluation of all clinical educational activity.

This is a particularly exciting time in education and EMAS have a range of students/learners accessing the Paramedic Apprenticeship, First Response Emergency Care (FREC) pathway (Technician), Ambulance Support Crew Programmes as well as statutory/mandatory learning and HEI students.

You will need to be confident to support administratively across the range of educational provision. The successful applicant will be supported by the clinical, driving and practice placement team.

Main duties of the job

1. Provide administrative support to the teams within the Education Department based at Clifton Education Centre.
2. Assist in administrative tasks required for different types of courses run by EMAS education teams including registration and certification of courses, administration of education meetings, maintaining education records using relevant systems and supporting examinations.
3. Co-ordinate and support the induction for new clinical staff. The role also requires the post holder to support the team in the raising of requisitions.
4. All processes and procedures of these tasks are to be carried out in an efficient and timely manner, to meet the given deadlines.

About us

The Clinical, Driving and Practice Placement teams embrace the EMAS Trust values and are committed to developing and delivering high quality clinical education which is student-focused. They are dedicated to not only supporting students, but anyone who joins the team in order to ensure they feel able to carry out their role in a safe and caring environment. The team works hard but there is a strong team identity and a warm and friendly atmosphere.

Job responsibilities

1. Develop and maintain effective working relationships with external providers, including but not limited to universities, awarding organisations, and suppliers.
2. Collaborate with internal stakeholders including Procurement, IM&T, Recruitment, Human Resources, Finance, and all other organisational functions and staff.
3. Work as part of a team which includes sharing ideas, learning knowledge and solutions, and supporting colleagues, the wider team, and internal/external stakeholders.
4. 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.
5. Schedule courses, including care certificates, on to the learning management system (LMS) for educational activity.
6. Register and schedule courses on the awarding organisations platforms, schedule driving examinations, including the claiming and distribution of certificates.
7. Ensure qualifications that are not utilised are re-assigned back to the awarding organisations platform.
8. Distribute and process the return of uniforms for new staff within education.
9. Respond to staff and managers' queries relating to education where appropriate, making judgements on how and where to refer complex queries.
10. Organise their own day-to-day work, based on the agreed priorities/objectives of the service.
11. 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.
12. Organise meetings and associated tasks as well as taking actions and minutes as appropriate.
13. Raise and receipt requisitions utilising the Trust's procurement process.
14. Order equipment/supplies for education centres.
15. 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.
16. 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.
17. 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.
18. Source internal/external venues for educational activity, including booking of food and beverages.
19. 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.
20. Ensure all statutory and mandatory education is completed to meet Trust compliance.
21. Participate in the review and implementation of new systems and processes in line with Trust policies and procedures.
22. Ensure all equipment is used safely, responsibly, and only for its intended purpose.
23. Work within the standards, policies, and procedures set by the service/trust, and be expected to work within the scope of the job purpose.

Person Specification

Qualifications

Essential

• 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

• European computer driving licence (ECDL)

Experience

Essential

• 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

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

Knowledge and Skills

Essential

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

Personal Attributes

Essential

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

Desirable

• Business car insurance

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.

Employer details

Employer name
East Midlands Ambulance Service NHS Trust
Address
Clifton Education and Development Centre
The Health and Allied Professions Centre Nottingham Trent University Clifton Lane
Nottingham
NG11 8NS
Employer's website