Department:Division of Medical Education

(Brighton and Sussex Medical School BSMS)

Location:Falmer(with travel to other BSMS sites)

Job title:Divisional Assistant (Medical Education)

Grade:5

Responsible to:Divisional Admin Manager

Main areas of responsibility:

  1. To work as a senior member of a divisional administrative team, including line management for the Unit Administrator and undertaking other duties consonant with the grade as determined by the Head of Division and Divisional Admin Manager.
  1. To manage the administrative support to the Head of Division and the Head of the Medical Education Unit and to oversee and organise administrative functions relating to that support.
  1. To co-ordinate andmanage divisional facilities including building issues and administrative systems for the Division
  1. To co-ordinate and be responsible for organisational support for the working groups, committees & academic meetings within the Division
  1. To be responsible for the organisation of a range of Divisional activities, such as national and regional conferences and the publication of school information.

Specific duties:

This list of duties is not exhaustive, the precise nature of the role is likely to change as the MedicalSchool develops and critical attributes of the successful candidate with a willingness to be flexible and the ability to cope with change

1.To work as a senior member of a divisional administrative team, including line management for the Unit Administrator and undertaking other duties consonant with the grade as determined by the Head of Division and Divisional Admin Manager.

1.1To line manage the Unit Administrator (Grade 3 University of Sussex staff member) allocating and prioritising their work and monitoring individual progress and performance in line with this. To include recruitment of the post and annual appraisal in line with university policies and BSMS practice.

1.2To work closely with other Divisional Assistant, PAs and Unit Administrators in BSMS, providing cover as necessary, sharing best practice and making suggestions and recommendations on improving systems.

1.3To be responsible for, and manage own workload, planning and prioritising work as well as reacting to other work demand and to resolve most administrative issues/queries independently.

1.4To represent the Division at school and university meetings as requested and to coordinate a range of communications on behalf of a senior manager.

1.5To work with senior colleagues contributing to the evaluation of systems, processes, procedures and service levels, and to make recommendations for improvements and implement these in consultation with all stake holders.

1.6To manage project work as directed by the Head of Division, the Head of the Medical Education Unit or Divisional Admin Manager with respect to the strategic and/or operational needs of the department.

2.To manage the administrative support to the Head of Division and the Head of the Medical Education Unit and to oversee and coordinate administrative functions relating to that support.

2.1To coordinate and manage support for both Head of Division and Head of the Medical Education Unit.

2.2 Maintain an electronic filing system for the Division which links appropriately with other systems within BSMS, assessing the efficiency and making improvements where necessary.

2.3 Arranging of appointments and meetings and ensuring the appropriate briefing papers are available.

2.4Responsible for makingand planninglocal, national and international travel arrangements and co-ordinating complex itineraries.

2.5Ensuring regular liaison and communication with colleagues in other work areas, schools and/or departments (other university departments, Department of Health, NHS Trusts, HEKSS, Public Health Networks, NIHR) and work autonomously in maintaining these relationships.

3To co-ordinate and managedivisional facilities including building issues and administrative systems for the Division.

3.1 To co-ordinatethe effective management of administrative and office systems including liaising with other departments such as Estate and Facilities Management and Information Services.

3.2 To manage staffing systems and processes for both Undergraduate and Postgraduate(including recruitment, deployment, probation, appraisal, performance reviews, staff development, holidays and sick leave) across the department and in liaison withthe Human Resources departments of the University of Brighton and the University of Sussex.

3.3 To implement BSMS induction process for all new staff in the Division including allocation of office space and equipment.

3.4To act as Health and Safety (H&S) coordinator for the division, ensuring compliance with relevant H&S requirements are met and to make recommendations for change where appropriate.

3.5 To managea number of Divisional and research budgets, providing input into the resource planning process to help ensure finances are appropriately and efficiently monitored and give advice on these procedures when called upon.

3.6Processing claims for reimbursement and travel expenses using both University of Brighton and University of Sussex systems and for the requisitioning and reporting of budgets.

3.7To place orders for goods and services as required, utilisingboth universities electronic ordering system when appropriate, including coordinating multiple orders. Make arrangements for receipt of goods that accommodate the needs to the building and department and to co-ordinate the furniture, telephone and IT equipment required for all staff.

4To co-ordinate and be responsible for organisational support for the working groups, committees & academic meetings within the Division.

4.1To be responsible for full administrative support for the Divisional Committees, Board of Studies, Divisional Meeting, Senior Management Group and Teaching and Learning Group including preparing and circulating agendas and papers and producing clear, concise minutes which focus on agreed actions, ensuring follow up actions are completed.

4.2To ensure the maintenance of up-to-date information on participants and members for circulation by post or email.

4.3To design and prepare printed materials for meetings (eg. briefing papers, publicity materials, participant packs).

4.4 To periodically review these processes to ensure the most efficient and effective systems are in place.

5To be responsible for the organisation of a range of Divisional activities, such as national and regional conferences and the publication of school information.

5.1. To organise regional and national conferences in relation to Medical Educationin liaison with relevant bodies. To be responsible for all aspects of event management, includinginviting speakers, arranging appropriate sponsorship, organisinghospitality and equipment where necessary, and hold responsibility for the management of the budgetary requirements for the event and resource planning.

5.2To provide administrative support for senior academics and maintain records of all academic publications and research grants for members of the Division, using this information to input into Divisional reporting.

5.3Undertaking the preparation and refinement of drafted material for oral and poster presentation.

Selection Criteria: The criteria below indicate the qualities that are needed to do the job well. Candidates will be selected according to the extent to which they satisfy these criteria. Evidence of potential will also be considered. Most of the criteria must normally be met in order to qualify for selection.

Essential Criteria

Knowledge/Experience:

  • A good standard of education;
  • Advance use of Microsoft packagesincluding Word, Outlook, Excel, PowerPoint, and the internet and any other software that the role requires;
  • Experience in finance and monitoring budgets and attention to detail;
  • Excellent knowledge of administrative and office systems;
  • Experience of devising and implementing new systems;
  • Fast, accurate word processing and presentation skills with the ability to produce reports and graphs.

Communication:

  • A proven ability to write and present clear, concise,timely and appropriate oral and written communication; able to write effective, clear and concise correspondence;
  • Experience in writing clear and detailed minutes;
  • Understands the needs of others and is able to communicate well.

Service:

  • A demonstrated knowledge of, and commitment to, relevant ‘client’ service standards;
  • Appreciation of the need to maintain confidentiality and keep information and data secure;
  • Able to solve complex problems.

Analysis, creativity & problem-solving:

  • A demonstrated ability to understand complex and unfamiliar issues without difficulty ; solves problems and develops plans successfully, with a minimum of supervision;
  • Can produce analytical reports/synopses to a high standard.

Organisation and Self-motivation:

  • Has a proven record of successful performance at an appropriate level of responsibility and is committed to continuous self-development;
  • The ability to manage ownpriorities, work effectively, judging the relative importance of conflicting demands and planning actions in order to meet deadlines;
  • The ability to maintain high standards while working quickly and efficiently under pressure.

Team work:

  • Ability to pro-actively share knowledge, experience and capabilities with other members of the team and working with them to meet team objectives.

Technical skills:

  • Fast and accurate keyboard skills to RSA II standard or equivalent;
  • The ability to create well-presented material using standard word processing, presentation and desktop publishing packages.

Response to change:

  • Contributes positively to the introduction of change and Identifies innovative solutions to problems;
  • The ability to be innovative and proactive in what is a developing role.

Physical:

  • The post holder must be able to undertake all the physical requirements of the job, including extensive use of display screen equipment according to health and safety guidelines.

Desirable Criteria

  • Previous experience of working in a medical school environment
  • Familiarity with medical and health services research terminology