ISU Administrator - Institute of Clinical Sciences

Position Details

Institute of Clinical Sciences

Full time starting salary is normally in the range £23,406 to £25,143 with potential progression once in post to £29,107

Band 500

Full Time maternity cover 17 May 2021 - 11 February 2022

Job Summary

The Interactive Studies Unit (ISU) Administrator is responsible for the efficient running of all administrative matters relating to the Interactive Studies Unit. The Administrator will support clinical communication teaching and assessment. The post holder also provides administrative and project support for the embedding of Inter-Professional Education (IPE) into pre-registration health professions programmes in multiple Colleges.

The post holder will need to be able to work independently, prioritise and plan their own and another administrator's workload for the academic year. A customer service focus is essential; the post holder will be required to work closely with circa 100+ role players, programme leads, administrators and undergraduate co-ordinators to develop and implement changes to procedures where necessary. The post holder will be required to demonstrate a high level of communication, negotiation, organisational and administrative skills, and have the ability to use their own initiative. The role requires significant personal responsibility in working proactively to plan, organise and progress a wide range of tasks to a high standard and to tight deadlines. The post holder will be expected to exercise judgment, be pro-active and have the necessary confidence to interact appropriately with a wide range of people, internal and external, and at all levels. They will be expected to interact extensively with a wide range of people both within the College and across the University, build relationships to facilitate delivery of projects and events and share best practice.

Main Duties

Administration of the teaching load for the Interactive Skills Unit, both undergraduate and postgraduate

• Develop and utilise an extensive knowledge of the Unit, Institute, College and University policies, procedures and systems to ensure that all areas of work and responsibilities are delivered and executed successfully and within set deadlines. Existing processes and procedures will need to be regularly reviewed to improve efficiencies across the work that the Unit undertakes and the post holder will be required to work collaboratively and exercise judgement and recommend proposals for improvements.
• Liaise extensively with the external role player team, to ensure appropriate and timely bookings for teaching and assessment across the ISU portfolio.
• Manage the Referred Students Programme, including but not limited to: arranging coaching sessions, disseminating reports, developing and maintaining appropriate record keeping and databases. A high degree of sensitivity is required; interactions are usually with vulnerable students. Prepare reports and data as required for the Referred Students Programme.
• To produce and maintain an accurate ISU events calendar and be responsible for creating effective and efficient bring forward/monitoring systems. Using own initiative in identifying appropriate deadlines in order to adhere to the timetables for the different programmes.
• To act as the first point of contact for the external role player team, students, academic staff and external stakeholders in matters relating to the ISU teaching portfolio, dealing with routine and complex queries to completion.
• To be responsible for MBChB Year 3 Clinical Communication Screening Programme. Including but not limited to: liaising with the Year 3 academic project manager to ensure that all the Trusts are contacted and the students notified of their screening date, respond to email and phone enquiries from Trusts and teaching providers, answering complex enquiries, ensure that all paperwork required is up to date and deadlines adhered to.
• As the curriculum changes, the post holder will be expected to co-ordinate, monitor, review and implement all new and revised administrative processes without reference, to ensure the smooth running of the systems involved with ISU support.
• To be responsible for the record keeping and correspondence for the recruitment and ongoing training of a team of freelance role player facilitators; assisting in training as appropriate.
• To manage the payment of role players' fees and expenses, invoicing for courses and monitoring the income received.
• To create and maintain a comprehensive guide of procedures relating to the administration of the ISU's teaching and to ensure that these are updated, as necessary.
• Supervise (jointly with Manager) another administrator by offering support and guidance and ensuring overall efficiency of the office. Monitoring the workload, and ensuring timekeeping and standards of practice are maintained.

Administration and project support for Inter-Professional Education (IPE)

• Provide administration support for IPE activity, including introductory sessions and IP clinical skills workshops, according to the agreed College service level agreement. Administration for IPE will include, but not limited to; liaison with timetabling, group allocations and communications with students, taking account of any additional requirements that may arise from the cross-programme and cross-College nature of IPE.
• Provide project support for the implementation of the Birmingham IPE framework including piloting of a core IPE activity (Teamwork for Patient Experience) and identification of bespoke IPE activities, working with academic leads and programme administrators.
• Support the IPE Committee.

General administration support

• To provide a first point of contact for enquiries relating to the ISU and IPE by phone, email and in person.
• Any other relevant duties appropriate to the grade.

Required Knowledge, Skills, Qualifications, Experience

Skills

• Excellent interpersonal and communication skills, both written and oral, including the ability to independently communicate with and support senior staff.
• Wide ranging IT skills to an advanced level, to include manipulation of data and application of formulae using Excel.
• Use of Microsoft Teams and other web based video conferencing platforms.
• Ability to work proactively, independently and as part of a team.
• Excellent organisational and administrative skills, including the ability to organise and prioritise a demanding workload and work with minimal supervision with a willingness to resolve situations, as well as knowing when to refer issues to others.
• Able to work under pressure and deal with confidential and sensitive data in accordance with appropriate legislation.

Qualifications

• Educated to 'A' Level standard with at least GCSE Grade C in Maths and English or equivalent.
• Knowledge and Experience
  
  
  • Experience of working in an administrative role in a fast paced and complex environment, preferably in an Education setting.
  • Ability to work with a diverse range of stakeholders courteously, diplomatically and confidentially.
  • Ability to work quickly and accurately, paying close attention to detail and maintaining up-to-date records in electronic form.
  • Experience of Microsoft Teams and other web based video conferencing platforms.
  • Demonstrable experience of using and maintaining complex working systems e.g. a finance record/monitoring system.
  • Ability to use judgement and make appropriate decisions within the constraints of the role.
  • Experience of supporting committees in a secretarial capacity.
  • Understands the importance of equality and diversity in the workplace.
  • Understanding of data protection, confidentiality, and information security.
    
    Contact for informal enquiries: Jo Elkington, Deputy Institute Manager: j.l.elkington@bham.ac.uk

Further particulars can be found here

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