About this role
Job summary
Bring your organisation skills to a role that helps shape compassionate care through education.
Join Birmingham Hospice as our Clinical Education Administrative Assistant and support learning that makes a real difference to patient care.
About the role
You will provide day-to-day administrative support to the Clinical Education Administration Lead and the wider Education and Research teams. The role includes coordinating training activity, supporting research administration, helping to promote learning opportunities, and ensuring courses and programmes run smoothly. You will also work with external partners and play an important part in delivering education that supports high-quality palliative and end of life care.
Main duties of the job
What we are looking for
Someone who is organised, proactive and confident managing a varied workload. You will have strong administrative skills, great attention to detail and the ability to build positive working relationships with colleagues and external partners. Most importantly, you will be motivated by working in a role that supports learning, collaboration and compassionate care. You will hold a full clean UK driving licence as this role requires some travelling to external venues/locations to represent the Team.
What We Offer
Make a real difference through work with purpose
Be part of a supportive, values-led organisation
Flexible and inclusive ways of working
Generous holiday entitlement
Wellbeing programmes, Reward Gateway retail discounts and financial tools
About us
Birmingham Hospice provides expert palliative and end of life care for people and their families living with life-limiting illnesses.
We believe that all people in Birmingham should have access to the best specialist care and support - when, where and how they need it. Our vision is a future where everyone with a life-limiting illness will live and die with dignity and in comfort. Our mission is to enable more people from all communities to access the care of their choice at the end of life.
During a recent CQC inspection our sites have been rated outstanding, with independent health care regulators highlighting that colleagues and services are caring, responsive and well-led.
Our outstanding teams are passionate about providing the very best care, and patients and their loved ones are at the heart of everything we do.
Our values of kindness, respect, innovation, togetherness, positivity and openness are at the centre of who we are, what we do and how we behave. We pride ourselves on being an inclusive, welcoming, caring and supportive team. We are offering a competitive salary, with generous holiday allowance, a contribution pension scheme, and a commitment to investing in our people through employee benefits and ongoing professional development.
Job description Job responsibilities
JOB DESCRIPTION
Happy to talk about Flexible Working
Job Title:
Clinical Education Administrative Assistant
Department:
Education and Research
Hospice Band:
H
Reports to:
Clinical Education Administrator
Responsible for:
N/A
DBS Required
Basic
Job Purpose
The post-holder will provide clerical and administrative support to the Clinical Education Administration Lead, and assist in the coordination, promotion and facilitation of training delivered both on and off site.
Duties will also include providing day-to-day administrative support to the wider Education and Research teams, ensuring that activities, both internally and externally, are effectively supported and delivered.
The post-holder will act a key contact and will communicate with colleagues across all teams within the organisation, and with external stakeholders to advise, inform and support education and research activity.
Main Duties and Responsibilities
To be a key point of contact for Education and Research activities across both hospice sites and for external partners.
To support ongoing projects and assist development of new initiatives.
To provide administrative support for education delivered both on and off hospice site, to include arranging venues and equipment and ensuring relevant literature is available to learners and educators.
To represent the Education and Research teams internally and externally, with travel to venues/locations outside the organisation when required.
For in person training events the post-holder will serve as point-of-contact on the day of the event, will host, meet and greet and provide support to both learners and educators. For online training the post-holder will support learners and educators with IT, and facilitate the sessions.
To work collaboratively with the marketing and communications teams to support the internal and external promotion and marketing of the Hospices education and research programmes and other related activities through mail-shots, the organisations website, and email bulletins.
To provide administrative assistance for the European Certificate in Essential Palliative Care Course.
To assist the delivery of education programmes for medical students for their Palliative & End of Life care modules, communicating with clinical teams at the hospices and with the Medical Schools, as required. Provide administrative support including joining instructions to students and supporting those attending the hospice for training days, as required.
To provide administrative support of the mandatory training programme, including use of e-Learning platforms (Blue Stream) in addition to communicating with internal and external trainers regarding booking of staff and for arranging ad hoc training sessions.
To maintain and coordinate accurate training records of staff via Blue Stream and for external attendees via appropriate data bases.
To manage room bookings and coordinate refreshments and catering as and when required.
To support Education and Research Committee meetings, ensuring they are booked in advance and papers circulated in a timely fashion.
General Administrative Support
To oversee booking of internal meeting rooms for education and research activities and to ensure the booking system is kept up to date.
To be responsible for the ordering of stationery and other resources required for education and research activity.
To ensure timely processing and despatch of all internal and external correspondence and communications relating to education and research.
To communicate with external stakeholders for the marketing of educational and research events.
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it.
All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way which recognises and respects diversity in line with the appropriate standards.
Health and Safety
All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.
Professional Development
All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager All employees are responsible for maintaining their statutory and mandatory training.
Safeguarding Children, Young People and Vulnerable Adults
The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Person Specification
Experience Essential
Considerable office administration experience Experience in establishing and maintaining office systems Experience as part of an administrative support team Experience of project and/or event management
Desirable
Previous experience or working in a health care setting Knowledge of marketing and communication activity
Personal Skills and Attributes Essential
Excellent written and verbal communication skills Ability to use initiative Flexibility as a team member Creative and innovative approach Good organisational skills Good interpersonal skills Experience of delivering excellent customer service and good working relationships with internal and external partners
Desirable
Customer service experience Client facing experience, meeting and greeting, hosting events.
Qualifications Essential
Good standard of educational attainment e.g., NVQ level 2 equivalent and above Recognised word processing qualification, e.g., minimum RSA 11 or equivalent High level of computer literacy Full UK Driving Licence
Desirable
Database /spreadsheet qualification Project Management Tool qualification
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Birmingham Hospice
Address 76 Grange Road
Erdington
Birmingham
B24 0DF
United Kingdom
Employer's website https://www.birminghamhospice.org.uk (Opens in a new tab)