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Vacancy Details

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Location: London
Position: Administration
Salary: £14.02 per hour plus holiday pay
Date Posted: 07 February 2019
Vacancy Type: Temp
Job Description:
We are currently recruiting for an Administrator to work within one of our prestigious businesses based near Russell Square.  This is a temporary full time position starting as soon as possible.   
 
JOB CONTEXT

The post graduate medical and dental education support service has been integrated across London and the South East (LaSE) to provide a leading model of shared service, providing excellent strategic and administrative support in a streamlined and effective way to medical and dental education across the sector.  This brings together the former London Operations Team and the KSS Foundation, GP and Specialty Workforce teams into a single and integrated LaSE Healthcare Education Team (HET).
The department has developed an integrated set of business processes to manage the consistent administration and quality assurance of the full training pathway of postgraduate medical and dental trainees.

JOB PURPOSE SUMMARY

The administrator’s role is to provide administrative and secretarial services; or data entry services, or activities coordination and delivery across the department.  The post holder is required to support the team with the management of projects, gathering information and undertaking enquiries and services, as and when is necessary for administrative team and Officers.  

MAIN DUTIES AND RESPONSIBILITIES

Specific Responsibilities:

The administrator will be required to provide a range of flexible administration support services across the LaSE HET department and its business services, as required, according to the overall timetable and priorities of the department.  The administrator will be expected to support officers and senior officers in ensuring the effective recruitment and administration of specialty training in relation to groups of specialties within specified Schools, ensuring that deadlines are met and that activities are planned in a timely and effective manner.  The administrator will work in accordance to the requirements of the LaSE HET overall planning calendar and may provide support to the following:
 
Case Management & Appeals
Assist with the delivery of the department’s process for the management of complaints
Collate background papers regarding complaints for review by senior colleagues
Log and track complaints received by the department ensuring that standard acknowledgements are sent as necessary
Assist with the delivery the operation of the department’s process regarding ARCP appeals including the collation of panel briefing papers
Log and track ARCP appeals received by the department ensuring that standard acknowledgements are sent as necessary
Support the administration of ARCP appeals helping to ensure that they are delivered in line with HEE best practice
Organise training logistics for ARCP appeal panel members
 
Recruitment & Immigration:
 
Support the administration and delivery of:
Vacancy advertising
Longlisting
Shortlisting
Guaranteed Interview Schemes
Disability adjustments and other confidential enquiries.
Immigration
Relinquished and Reapplication processes
Level 1 complaint administration
Organising shortlisting and interview panels
Stakeholder briefings
Facilitating scoring events (Foundation)
Interviews
Offers and allocation processes
Recruitment Fairs/Conferences
Reimbursement of expense claims
Attend local and national recruitment meetings, supporting Officers as required
Administer and support national and local recruitment committee meetings.
Ensure compliance with the management of risks and uncertainty processes, related to operational recruitment processes. Collaborating with stakeholders and managers to develop risk mitigation plans to proactively managing recruitment risks.
Collate information and data to support the management of Data Protection Subject Access requests or Freedom of Information requests.
 
 
Functional responsibilities:
 
Planning and organisation
Provide administrative and clerical support to the range of business teams across LaSE HET and the range of departmental initiatives and duties
Inputting, monitoring and checking data, required for finite and on-going projects within the teams
Supporting teams in project management and participating in business area activities
Planning and managing events, in line with the event management procedure, as and when necessary
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
Working with all team members in the collection of information for performance reporting on relevant team projects
 
Analytical and Judgement
 
Use discretion and judgement when dealing with public enquires to the department; understanding when to seek input from other members of the administration, or business team, to support or direct queries
Be able to use own initiative when working across a range of functions
Work to a high level of professionalism, working with and for a range of senior clinical and academic stakeholders
Financial and physical resources
Supplying the relevant information required for financial management, supporting the head of department and other leads by checking and sending invoices for payment.
Ordering stationery as required
Carrying out internal administration activities, report writing, applications and ordering activities to support HET’s internal functioning
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
Running and collating reports which may include reports to the Board and senior management as required
 
Knowledge, Training and Experience:
 
Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Significant administrative/ secretarial experience including initiating and maintaining office systems. 
Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
Understanding of Confidentiality and Data Protection Act.
Knowledge of NHS issues
 
Communication skills:
 
Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
Ability to work under pressure in a busy working environment and able to multi-task
Effective team working
Minute taking and effective meeting practice
 
Autonomy:
 
Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
 
Personal Qualities:
 
An ability to maintain confidentiality and trust
Professional, calm and efficient manner
Commitment to continuing professional development
Positive and flexible approach to work
 
Working hours: Full time - 35 hours per week 
Pay rate: £14.02 per hour plus holiday pay
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