Main area: Ophthalmology
Grade: NHS AfC: Band 2
Contract: Fixed term: 12 months (22.5 hours per week)
Job ref: 318-25-T0156
Employer: Gloucestershire Hospitals NHS Foundation Trust
Site: Gloucestershire Royal Hospital (The Orchard Centre)
Town: Gloucester
Salary: £23,615 pa pro rata
Salary period: Yearly
Closing: 04/03/2025 23:59
DRS Qualifications Administrative Assistant, Band 2
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
Job overview
DRS Qualifications Administrative Assistant, Band 2 (22.5 hours a week)
To provide effective and competent administrative support for all qualifications provided by the Gloucestershire Retinal Education Group (GREG).
To consistently deliver excellent levels of communication; promoting strong working relationships across all Education partners.
The GREG qualifications use online learning systems, including Moodle, so the role will include use of these learning systems and guiding users of all levels to understand and use the systems.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.
Main duties of the job
1. Administrative support for the DRS Qualifications Administrator and the wider Gloucestershire Research and Education (GREG) team including answering student and learner queries on the phone and email.
Detailed job description and main responsibilities
1. To provide administrative support to the GREG qualifications team as directed by the Qualifications Manager.
2. Ensure administrative deadlines are observed as directed by the Qualifications Manager.
3. Under direction by the Qualifications Manager, register UK and international students for online examinations. Register exam invigilators, issue exam instructions and access codes to students and invigilators.
4. Monitor student or invigilator problems during examination period and book re-sits as required.
5. Understand the operation of the Moodle online learning systems. Report errors to helpdesk and keep accurate records of incidents and how these are resolved.
6. Process student’s work that is submitted via post or email, complete appropriate documentation for processing, check the work is complete and contact students if work is incomplete.
7. Communicate learner progress to managers.
8. Support the wider qualifications admin team with course invoicing arrangements.
9. Work collaboratively with colleagues in the Hospital Trust, University of Gloucestershire, sections of the NHS Diabetic Eye Screening Programme and other national screening programmes within the UK and overseas.
10. Support the organisation of student assessments at designated centres around the UK. Under the direction of the Qualifications Manager, liaise with students and assessors to ensure dates, facilities, equipment and personnel are available.
11. Circulate paperwork for meetings in a timely manner, making hard copies available if required as directed by the Qualifications Manager.
12. Prepare agendas, take minutes and distribute notes of meetings including typing up of relevant notes and filing correctly.
13. Photocopy and process documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes.
14. Administrate meeting room bookings as directed by the Qualifications Manager.
15. Order and maintain general office supplies.
16. Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales, problem solving where required.
17. Have a flexible/adaptable approach to their work in order to meet various deadlines.
18. Carry out other appropriate delegated duties as required.
Person specification
Qualifications, Knowledge and Experience
* Proficiency in Microsoft Office.
* Good standard of general education with particular strengths in English Language at GCSE Grade C or above or equivalent.
* Experience working in team administration.
* Experience of good customer service.
* Ability to work effectively as a team member.
* Be able to prioritise tasks and manage time effectively.
* Understanding or experience of working with adult learners.
* Experience working in educational administration.
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested.
Committed to safeguarding our community
If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary.
Committed to supporting service personnel
As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel.
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