Job summary Devon Partnership NHS Trust is looking to recruit a Band 4 Medical Education Administrative Officer to join our small but busy Medical Education Team based in Wonford House, Exeter. This is a new role and will support a large increase in workload in the department. It is a key administrative role which will support and organise teaching, education events and inductions. The Medical Education departments scope covers undergraduate, postgraduate and higher trainees. You will liaise with a variety of stakeholders including Devon Partnership Trust colleagues, University of Exeter, Peninsula Medical School and local acute trusts. For more information or an informal discussion about the role prior to applying, please contact: Louise Downes E-mail: louise.downes3nhs.net Main duties of the job The ideal candidate will have the ability to work as part of a team to deliver high quality administrative support to the medical education team, senior managers and clinicians. They need to be able to multi-task effectively, working on multiple work streams simultaneously. This role will require the person to have excellent organisational skills and the ability to work independently with initiative to manage their own workload, working knowledge of MS office packages such as Word, Excel, Teams and Outlook, alongside excellent communication skills both written, face-to-face and over the telephone. This is a permanent full time post of 37.5 hours per week, however less than full time, job share and secondment opportunities will be considered. Please state in your application. About us About Devon Partnership Trust We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery. We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do Our values We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas. We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader. Date posted 15 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9369-25-0045 Job locations Wonford House Dryden Road Exeter Devon EX2 5AF Job description Job responsibilities The post holder To be responsible for providing a comprehensive administrative support service to the medical education team, senior managers and clinicians. The post holder will be expected to exercise personal initiative and independent judgement in an efficient manner within the scope of broad procedural guidelines and processes. Duties and Responsibilities Communication and Working Relationship Skills Communicate complex, sensitive and confidential information to individuals or groups within the organisation and individuals or groups external to the organisation. To be an integral link and point of contact for staff at all levels internal and external, NHS and outside organisations across the whole health economy locally and nationally. To work as part of a team, liaising and supporting the Directors of Medical Education (DME), Medical Education Co-ordinator, the wider Medical Education team and Medical School colleagues. Analytical and Judgemental Skills To receive and open mail (paper and electronic) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material. To manage own workload and meet deadlines, collating data and maintaining standards relating to administrative processes. Planning and Organisational Skills Administrative duties involved in placing medical students into services across Devon from 2 medical schools. To arrange both internal and external meetings and appointments e.g. budget meetings, medical education meetings, undergraduate junior doctor sessions, medical school and trust meetings producing minutes, agendas and other associated documentation and distribution. Organise contributors for taught sessions such as medical student special study units, one off lectures, as well as liaising with teaching providers and producing associated documentation e.g. letters and certificates. Organise conferences and events as and when necessary, such as supervisors training days, Medical Advisory Committee, MRCPsych modules. Administration related to experiences of working in mental health services such as work experience or medical electives. To contribute to the study leave coordination including accurate record keeping and liaison between HEE and DPT finance. To help facilitate the induction days for doctors in training. Maintain and co-ordinate diary and room booking schedules. Plans and organises, including updating and storage of electronic and hard copy files. Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met. To develop agendas and take formal minutes, distributing within a set timeframes. Responsibility for Patient/Client Care, Treatment and Therapy May have incidental contact with patients in the course of normal day to day duties. Responsibility for Policy and Service Development Implementation The post holder may be asked to contribute to audit or research projects within the service. Implements administrative policies. Adheres to all Trust and departmental policies and procedures relating to their role. Responsibility for Finance, Equipment and Other Resources The post holder will hold responsibility for authorising stationery and other necessary items via Agresso. Maintain and monitor accurate records in relation to expenditure from the Medical Education budget, recording on spreadsheets. Maintain a record of expenditure for the purchase card, recording on a spreadsheet and returning records monthly to the finance department. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management May be involved with the recruitment of new staff within the team. No direct supervisory responsibilities. Responsibility for Information Resources and Administrative Duties Utilise information technology to create graphs, charts, presentations and posters. Type confidential letters, correspondence and reports as required. Maintain efficient and effective filing systems primarily on shared drives. Take and distribute formal minutes and produce agendas. To be responsible for creating, maintaining, logging and updating both electronic and paper records. Adherence to information governance standards. Responsibility for Research and Development Contribute to audit and research projects within the remit of the job role. Freedom to Act The post holder will be expected to work without direct supervision and manage their own workload. Accountable for own actions, a manager is available for reference. Job description Job responsibilities The post holder To be responsible for providing a comprehensive administrative support service to the medical education team, senior managers and clinicians. The post holder will be expected to exercise personal initiative and independent judgement in an efficient manner within the scope of broad procedural guidelines and processes. Duties and Responsibilities Communication and Working Relationship Skills Communicate complex, sensitive and confidential information to individuals or groups within the organisation and individuals or groups external to the organisation. To be an integral link and point of contact for staff at all levels internal and external, NHS and outside organisations across the whole health economy locally and nationally. To work as part of a team, liaising and supporting the Directors of Medical Education (DME), Medical Education Co-ordinator, the wider Medical Education team and Medical School colleagues. Analytical and Judgemental Skills To receive and open mail (paper and electronic) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material. To manage own workload and meet deadlines, collating data and maintaining standards relating to administrative processes. Planning and Organisational Skills Administrative duties involved in placing medical students into services across Devon from 2 medical schools. To arrange both internal and external meetings and appointments e.g. budget meetings, medical education meetings, undergraduate junior doctor sessions, medical school and trust meetings producing minutes, agendas and other associated documentation and distribution. Organise contributors for taught sessions such as medical student special study units, one off lectures, as well as liaising with teaching providers and producing associated documentation e.g. letters and certificates. Organise conferences and events as and when necessary, such as supervisors training days, Medical Advisory Committee, MRCPsych modules. Administration related to experiences of working in mental health services such as work experience or medical electives. To contribute to the study leave coordination including accurate record keeping and liaison between HEE and DPT finance. To help facilitate the induction days for doctors in training. Maintain and co-ordinate diary and room booking schedules. Plans and organises, including updating and storage of electronic and hard copy files. Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met. To develop agendas and take formal minutes, distributing within a set timeframes. Responsibility for Patient/Client Care, Treatment and Therapy May have incidental contact with patients in the course of normal day to day duties. Responsibility for Policy and Service Development Implementation The post holder may be asked to contribute to audit or research projects within the service. Implements administrative policies. Adheres to all Trust and departmental policies and procedures relating to their role. Responsibility for Finance, Equipment and Other Resources The post holder will hold responsibility for authorising stationery and other necessary items via Agresso. Maintain and monitor accurate records in relation to expenditure from the Medical Education budget, recording on spreadsheets. Maintain a record of expenditure for the purchase card, recording on a spreadsheet and returning records monthly to the finance department. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management May be involved with the recruitment of new staff within the team. No direct supervisory responsibilities. Responsibility for Information Resources and Administrative Duties Utilise information technology to create graphs, charts, presentations and posters. Type confidential letters, correspondence and reports as required. Maintain efficient and effective filing systems primarily on shared drives. Take and distribute formal minutes and produce agendas. To be responsible for creating, maintaining, logging and updating both electronic and paper records. Adherence to information governance standards. Responsibility for Research and Development Contribute to audit and research projects within the remit of the job role. Freedom to Act The post holder will be expected to work without direct supervision and manage their own workload. Accountable for own actions, a manager is available for reference. Person Specification Qualifications Essential NVQ in Administration or equivalent knowledge or experience GCSE Grade C or above (or equivalent) in English Language & Mathematics Desirable RSA 3 Word Processing (or equivalent standard) or ECDL Experience Essential Administrative experience in a social/health care setting or educational setting Experience of general office routine and filing systems Desirable Experience of working as part of a team Experience of supervising staff Knowledge and skills Essential Knowledge of the full range of administration and secretarial procedures Knowledge of Microsoft Office (MS Teams, Word, Excel, PowerPoint, Outlook) Excellent computer & IT skills to enable the production of reports and spread sheets Ability to prioritise and work to conflicting demands Person Specification Qualifications Essential NVQ in Administration or equivalent knowledge or experience GCSE Grade C or above (or equivalent) in English Language & Mathematics Desirable RSA 3 Word Processing (or equivalent standard) or ECDL Experience Essential Administrative experience in a social/health care setting or educational setting Experience of general office routine and filing systems Desirable Experience of working as part of a team Experience of supervising staff Knowledge and skills Essential Knowledge of the full range of administration and secretarial procedures Knowledge of Microsoft Office (MS Teams, Word, Excel, PowerPoint, Outlook) Excellent computer & IT skills to enable the production of reports and spread sheets Ability to prioritise and work to conflicting demands Employer details Employer name Devon Partnership NHS Trust Address Wonford House Dryden Road Exeter Devon EX2 5AF Employer's website https://www.dpt.nhs.uk/ (Opens in a new tab)