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Vacancy Details

tl Senior Administrator (Data Support) tr
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Location: London
Position: Data Entry
Salary: £14.13 per hour plus holiday pay
Date Posted: 07 February 2019
Vacancy Type: Temp
Job Description:
We are currently recruiting for a Senior Administrator to work with one of our prestigious institutes based near Russel Square. This is a temporary position working for 1-3 months starting ASAP

The Senior Administrator will support Officers in the provision of senior administrative support, data and analytical services and to support the effective planning, administration and review of the division’s work. The post holder is required to provide high quality project service, initiative and senior administration support to the Faculties to the Postgraduate Dean, Speciality Workforce Management Heads of Schools/Associate Deans and the wider HET team.


Specific Responsibilities:


To develop and maintain an in-depth understanding of postgraduate medical education and associated policies and guidance to efficiently mediate enquiries from internal and external clients. In the absence of senior officers to initiate a response within the framework of HEE policies or re-direct to appropriate HET personnel

Provide high quality capacity and demand planning for rotation planning (both within NHS Trusts and within HET resources)
Liaise with the relevant internal and external stakeholder to ensure a smooth rotational process
Undertake reporting and analysis of information to support assessment and rotational delivery
Contribute to the thinking about the improvement of the rotational process
Ensure that the database (currently Intrepid) is accurately maintained to reflect post detail and trainee information, ensuring that all changes to agreed placements are updated within timescales
Run validation reports on a regular basis to ensure any changes are accurately reflected
Provide accurate and timely data to inform monthly reporting for local workforce planning
To manage the LTFT approvals process and subsequent in-training data
Carry out and assist in the production of reports and statistical analysis to inform local, national and regulatory bodies
Contribute to the quality management process associated with Local Education Provider visits. This will extend to securing appropriate panel membership, arranging travel and accommodation as appropriate, liaising with other Local Offices/Regions and Medical Royal Colleges and in some instances attending and supporting compilation of formal visit reports.
Liaise with Local Office colleagues and LEPs regarding quality management, commissioning and de-commissioning of training posts
To support the Officers in the gathering of information relating to new doctors is obtained from the doctors previous Responsible Officer or employing organisation for the purposes of revalidation.
To develop and maintain systems (with appropriate IT support) to ensure the integrity and safe storage of LaSE HET Speciality Training data. To also operate in accordance with the HEE’s Information Governance Policy and Procedures
Ensure that trainees ‘Form R’ are collected and inputted into the system at the start of their training and then on a yearly basis at point of ARCP. Ensure that any disclosures with regards to Serious Incidents (SI) are recorded and linked up with the Trainee in Difficulty register, where appropriate
Ensure that electronic and manual trainee records are created and maintained and that these are updated following recruitment, rotation and review episodes in line with procedures
Ensure that updated lists of current STC membership are maintained
To work with data from multiple sources and interrogate data to ensure validity and accuracy. To produce routine and ad-hoc reports as per School/committee requirements.
Knowledge, Training and Experience:
You must conduct your duties in a manner that safeguards the health and safety of both  yourself and    your colleagues.  Managers have special responsibility for assessing and minimising risks to staff.   All   staff must report accidents and near misses, dangerous practices, equipment and building.

You must handle personal and other electronic and manual date in accordance with the Data Protection  Act 1998, the Deanery Data Protection Policy and the IT Acceptable Use Policy. Data will be stored and handled confidentially and securely, utilised for only agreed purposes and be subject to the access rights of individuals.

The above list is not intended to be exhaustive. You may be asked to carry out other duties appropriate to your level and skills.

The duties and responsibilities outlined above may vary over time and are subject to management review and amendment.

Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
Strong knowledge of administrative procedures, and associated information analysis

Experience and understanding of evaluating and measuring the performance of health services.

Basic knowledge of project management and/or health information systems development
Working knowledge of Microsoft Project/Intrepid and other Information systems
Previous experience in similar role in public sector
A good understanding of the health and social care environment and roles
and responsibilities within it
Communication skills:
Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences
Ability to pull together comprehensive data tables, reports and letters
Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
Skills for nurturing key relationships and maintaining networks.
Planning Skills:
Good operational and resource planning skills
Ability to manage multiple projects
Strong organisational skills
Ability to analyse and interpret information in a range of contexts (verbal, numerical, process)
Problem solving skills and ability to respond to sudden unexpected demands
Attention to detail
Excellent time management skills with the ability to re-prioritise
Personal Qualities:
Work to high standards of professional practice
Displays strong attention to detail and quality assurance
Flexibility in role, with the ability to work across previous and traditional team boundaries
Team player and comfortable delivering through collective effort
Strong personal initiative and ability to work with minimal supervision, against the department’s SOPs
Strong customer focus
Working Hours: Full time position - 35 Hours a week
Pay rate: £14.13 per hour + Holiday pay
Application must be submitted by Tuesday 15th January. 
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