Cwm Taf Morgannwg University Health Board
Applications are invited for this vacancy in Medical Education in the Princes Charles Hospital.
As part of the Medical Education Team, the post holder will provide local leadership and management support within the umbrella of Medical Education, with Team Leader responsibility for the local Education Centre and staff.
Main duties of the job
The postholder will provide organisational, administrative, and project support to the Medical Education Centre Manager, specifically in relation to planning and delivery of the programme of Undergraduate/Postgraduate Medical Education in line with the requirements of the University Medical School(s) and Wales Deanery. This will require engagement with clinical divisions within the University Health Board.
The post-holder will be educated to degree level, or have equivalent demonstrable experience, and will be required to demonstrate a working knowledge of NHS systems and structure, and the ability for leadership in a professional and sensitive manner at all times.
Job responsibilities
* Be able to communicate sensitive, confidential information and data verbally, electronically and via written reports.
* Provide effective and consistent professional advice to Medical Education colleagues at a local level on all aspects of Medical Education.
* Provide advice and support to professional colleagues, including Junior Doctors, Educational Supervisors and other Consultants on Medical Education requirements for Medical Students/Trainees.
* Establish and develop relationships with Medical Education Team Leaders across Wales to identify areas for improvement and share good practice.
* Engage internal stakeholders to support the Undergraduate and Postgraduate teaching curriculum within the University Health Board.
* Organise and participate in annual commissioning visits with Wales Deanery/University Medical School(s).
* Organise Career Fairs, ensuring materials and information resources are available at each event.
* Be required to attend Careers Fairs, representing the UHB and providing information and guidance to visitors to the stand regarding employment opportunities at Cwm Taf UHB.
* Develop and maintain relationships with Pharmaceutical Representatives to assist the education and training facilitated by the programme/centre.
* Be required to be approachable and empathetic when dealing with confidential issues relating to students/trainees under close supervision e.g. health issues, poor performance or work-based problems.
* Be required to work with colleagues in other UHB Medical Education Centres to ensure work processes and communications are aligned and consistent.
* Be required to develop and retain knowledge for the business arrangements and teaching curriculum in relation to the Undergraduate and Postgraduate teaching programme.
* Provide financial information and reports to the Faculty Team upon request.
* Possess excellent IT knowledge, proficient use of Microsoft Office Software packages e.g. Word, Excel, Outlook and PowerPoint and be able to improve operational and office processes.
* Require advanced keyboard skills, where accuracy of data inputting is an important consideration to ensure financial planning, staff records and medical education activities are accurate and up to date.
* Undertake statistical analysis and graphical representation of data for Medical Education.
* Maximise the use of technology to improve operational and office processes.
* Ensure staff are aware and follow the UHB policy for the use of Information Technology security across the UHB.
* Liaise with local technical support officers to ensure IT requirements are in place to fully support the undergraduate/postgraduate curriculum.
* Ensure databases are up-to-date to assist with the compilation of reports upon request which analyse and evaluate activity and performance in order to improve the quality of Medical Education.
* Be required to support the introduction and maintenance of quality systems and processes in own work area.
* Be integral to ensuring the successful delivery of local Postgraduate and Undergraduate Medical Education.
* Manage and co-ordinate Induction Programmes for all students/trainees.
* Manage the administration to support the Board and Faculty Team members.
* Ensure staff rotas are prepared to maintain appropriate staffing levels within the Medical Education Centres, and to negotiate with colleagues to ensure cover for out of hours meetings/alternative sites as and when required.
* Ensure cross-cover arrangements are in place across all Medical Education Centres.
* Assist with the effective implementation of a range of issues to meet training and service requirements, liaising with both the Junior and Consultant Medical staff, members of the Directorate Management Teams and external stakeholders.
* Work without supervision, but if the need arises, consult with the Medical Education Manager.
* Prioritise own day to day workload, organising and prioritising tasks in a manner that maintains and promotes quality.
* Organise and delegate workload appropriately within the local Medical Education Centre.
* Arrange relevant meetings on behalf of the Medical Education Manager, ensuring meeting rooms are booked and delegates notified in advance of the meeting.
* Be responsible for the security of the Medical Education Centre and its users on a daily basis, in accordance with the local operational policy and UHB security policy.
* Ensure staff and visitors understand and follow established procedures to ensure the security of the Centre and its equipment.
* Work collaboratively with partner organisations and build effective relationships with a wide range of people both internal and external to Cwm Taf UHB.
* Ensure confidentially of information and data is maintained at all times in accordance with the UHB policy.
* Act in accordance with legislation, policies and procedures for maintaining own and others health, safety and security.
* Ensure UHB policies and procedures are implemented by all staff within the Medical Education Centre; suggesting a change to working practices and environment as appropriate.
* Proactively review local policies, procedures, protocols and or guidelines in relation to the Medical Education Centre.
* Cascade information on any changes to Board, Faculty and all Medical Education staff in a timely manner.
* Ensure UHB Financial Control Procedures are implemented by all staff within the Medical Education Centre.
Person Specification
Qualifications
* Educated to Degree Level or equivalent level of skills, knowledge and experience in a relevant business management related subject.
* Evidence of Continued Professional Development.
* ECDL or equivalent computer qualification.
* RSA level 3 or equivalent.
Experience
* Experience of producing high quality reports and meeting deadlines.
* Experience of line management/supervisory role, including dealing with employee relations issues.
* A working knowledge of NHS systems and structures in relation to Medical Education.
* In-depth knowledge of clinical services across Cwm Taf UHB.
* Experience of Governance and risk management.
* Experience of managing finance systems (Oracle etc).
Aptitude and Skills
* Excellent communication and organisational skills in relation to communication with a diverse multi-disciplinary audience.
* Effective listener, able to deal effectively with complex, sensitive and confidential issues.
* Advanced keyboard skills and proficient in the use of Microsoft Office Software, with requirement for accuracy.
* Ability to work under pressure, to meet deadlines and to prioritise conflicting workloads and competing demands.
* Regular use of UHB information systems.
* Statistical analysis.
* Deliver training.
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.
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