Apprentice/PGMDE Administrative Assistant (DH)

Main area Postgraduate Medical & Dental Education Grade Apprenticeship Contract Apprenticeship: 24 months Hours Full time - 37.5 hours per week (One day a week will be allocated towards your 20% off the job learning) Job ref 213-CORP-

Employer King's College Hospital NHS Foundation Trust Employer type NHS Site King's College Hospital, Denmark Hill Town London Salary £12,514 per annum inclusive of HCAS Salary period Yearly Closing 26/06/:59

Job overview

The Department of Postgraduate Medical & Dental Education (PGMDE), on behalf of King's College Hospital (KCH), has overall responsibility for ensuring that the provision of educational & training for medical students and postgraduate doctors & dentists at King's, and across the Sector, meets the educational standards prescribed by the commissioners.

PGMDE provides medical education to all medical students, junior doctors and dentists and faculty development to their trainers, as well as communicating medical educational matters to all Divisions across the Trust, partner organisations King's College London Medical School and Health Education England.

Particular emphasis is on the need to ensure that all staff recognise their responsibility to deliver services in a high quality, courteous, user focused manner, maintaining confidentiality at all times.

Main duties of the job

To provide a high level of administration and clerical support to both the Department of PGMDE. The post holder will be key to delivering 'front of house' services and will be the first point of contact for clients and visitors.
The post holder will be required to assist the team when cover is needed in ensuring the efficient and smooth running of the PGMDE Department to the highest possible standard.
To service room bookings ensuring that their needs are met. Rooms and equipment will be set up according to client requests.
If you require a visa, it will need to cover the duration of the apprenticeship.

Working for our organisation

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Maintain the PGMDE reception area so it is tidy at all times and systems of work are in place to ensure an organised and efficient service can be provided.

Meet and greet clients and visitors to the department in a polite, helpful and professional manner.

Deal with telephone enquiries and take clear written messages.

Undertake any filing duties .

Assist the PGMDE Team in the organisation and delivery of courses/events and teaching sessions and ensure certificates and feedback forms are collated and sent out.

Send out booking information.

Receive and respond to all relevant correspondence with regard to the booking of rooms, ensuring all paper work is completed accurately and filed in accordance with departmental procedures and systems

Manage the registration process for training events to monitor attendance at courses.

Ensure the setup of any hospitality/ tea & coffee required for events, courses or meetings.

Order, receive and put away stationery supplies for the department. Ensure the departmental stationery stock cupboard is tidy, adequately stocked at all times and to ensure that robust systems are in place to ensure effective stock management (i.e. stock control and stock rotation). All ordering to be undertaken in line with Trust policy stock rotation). All ordering to be undertaken in line with Trust policy and procedures. To provide regular reports to the team on stock

Type documents as requested by the manager, create signs for the department and undertake any duties required to ensure the smooth running of events.

Regularly review the PGMDE notice boards to ensure information is up to date. Receive room booking requests/enquiries from clients and check their availability on the computerised room booking system, Condeco. Ensure all relevant information is obtained from room bookers prior to the event to ensure functions run smoothly.

Assist the PGMDE Coordinators with administrative support for the Medical Induction, Study Leave Process and Annual Awards Ceremony.

Adhere to the Data Protection Act and the Trust's Information Systems Security Policy at all times.

Person specification Qualification and Competencies

• Qualification - English, Mathematics and a Science GCSE or equivalent
• European Computer Driving Licence and/or proven equivalent experience in using Microsoft Package (Word, Excel and Outlook).
• Ability to contribute to team working and to develop good working relationships
• Demonstrate a good level of administrative and organisational skills, ensuring a structured and methodical approach to work
• NVQ Level 2 in Administration or related subject or equivalent administrative experience
• Previous administration experience
• Ability to contribute to team working and to develop good working relationships

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.