administrative assistant Birmingham, England
Job description
Job summary
An exciting and rewarding opportunity has arisen to support UHB's International Training Programmes. The Programmes capitalise on the Trust's international reputation in clinical excellence and training to provide quality assured training programmes for overseas organisations to second their training doctors into.
The post-holder will need to provide an empathic and sensitive point of contact for service users, working as part of a team in providing comprehensive and full ranging support in the day-to-day administration of the Training Programmes, including support to other international programmes and projects as required. A key part of this role will be to assist with the detailed application process and induction programmes across the various sites, in addition to overseeing trainee's ongoing educational and pastoral needs.
You will need to have sound administrative experience, and good organisational and communication skills. Experience of working both unsupervised and within a team will be important.
Please refer to the Job Description and Person Specification for further information.
Main duties, tasks & skills required
Administer the detailed process of the International Programmes leading to the International Trainees arriving at the Trust and its partner organisations, including the completion of all essential authorisations and clearances internally and externally.
Assist in the development of and arrangements and management of the detailed bespoke Induction Programmes, liaising with offsite providers, to ensure a timely and appropriate Programme is delivered.
Monitor, input, update and maintain information on relevant International electronic databases, logs and application trackers; ensuring its accuracy at all times.
Act as the first point of contact for the International Training Programme.
Complete all necessary HR forms in respect of International Trainees in a timely manner ensuring the correct professional immigration status and health clearances are in place.
Ensure doctors' personal files and journals* are effectively maintained in an accurate and timely manner. (* Journals are important file documents that capture all correspondence and activity relating to an International Trainee, including assessment, appraisals, compliments and complaints and remedial action where appropriate and reports to overseas and external organisations).
Convene and attend regular meetings as required; producing agendas and accurate minutes, making all necessary arrangements including the collation of papers and undertaking any follow up actions.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.
Job description
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
- Business Administration NVQ level 3 or equivalent experience in an Administrative environment
Experience
Essential
- Experience of dealing with the Public/Customer service experience
- Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
- Experience of dealing with the Public/Customer service experience
- Good Organisational skills
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
- Able to work to deadlines
Desirable
- Experience of working in a busy environment
- Experience of working in Healthcare
- Previous experience of transcribing formal minutes
Additional Criteria
Essential
- Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
- Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Good keyboard/ IT skills
- Good organisational skills and ability to multitask
- Good time management skills
- Ability to deal professionally with enquiries from staff, patients and visitors
- Understand confidentiality and apply the principles in everyday working practice
- Ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to deal with stressful situations and sensitive issues
- Work effectively and flexibly as part of a team to meet the needs of the services
- Confident in dealing with people at all levels
- Must be able to demonstrate an understanding of equality and diversity
- Mature open and flexible approach to work
- Demonstrates care and compassion
- Good inter-personal and communication skills.
- Good organisational skills
- Ability to travel to multiple sites
Desirable
- Ability to work under pressure and deal with stressful situations
