Detailed job description and main responsibilities

Duties and Responsibilities

·       Responsible for the researching external venues for large scale events.

·       Manage external and internal lower limb medical education courses, meetings, and large-scale events.

·       Manage all pre-course marketing, course development, sponsorship and commercial liaison.

·       Set up online registration for each course.

·       Obtain ‘Continuing Professional Development’ accreditation (CPD) for all courses from the Royal College of Surgeons.

·       Arrange and organise necessary audio-visual requirements.

·       Coordinate catering and hiring of equipment.

·       To proactively manage the running of the courses efficiently ensuring all runs smoothly. Maintaining accurate records of all activities related to the programme including recording attendance, managing feedback and overseeing the evaluation of the programme to ensure its effectiveness.

·       Provide online evaluation and certificates to all delegates and faculty

·    Develop, analyse, and review post-event evaluation and distribute to conveners and faculty. Ensure payment of travelling expenses as appropriate.

·       To maintain accurate and up to date financial reports from each lower limb education course and event that the lower limb education unit hold. To ensure that each course or event is financially viable and profitable.

·       Comply with GDPR regulations.

·       To proactively manage the lower limb education department on behalf of The John Charnley Trust.

·       To maintain accurate records relating to the submission of applications for John Charnley Trust Travelling Scholarships.

·       To liaise with the John Charnley Trust trustees regarding all matters relating to for grants, Patient Information Centre, Future Leadership Programme, distribution of agendas and taking minutes and completing the actions arising from the meetings.

·       To maintain the John Charnley Trust website.

·       To liaise with the John Charnley Trust accountants regarding all financial matters relating to the payment of grants at the appropriate time and other invoices.

·       To proactively manage the Low Friction Society. To maintain a register of all members of the Low Friction Society including present and previous registrars/Fellows who have worked at Wrightington. To arrange annual meetings for the Low Friction Society.

·       To proactively manage the Medical School Elective Placements, Clinical Attachments and visitations for medical staff from the UK and overseas liaising with the Recruitment Team, Clinical Attachment team regarding documentation. Setting up timetables for each visitation

·       Responsible for covering NW Regional Revision multidisciplinary team (MDT) coordinator in the event of leave or sickness.

·       Analyse learning outcomes, feedback and metrics and present summaries to consultants and external parties.

·       Monitoring and assessing the effectiveness and success of education programmes.

·       Managing enrolment for education programmes and organising the resources to facilitate these programmes.

Key results from the job holder

·       To provide efficient and accurate administrative support to the Lower Limb Education Department Consultants at Wrightington Hospital. Also, to provide administrative support for lower limb fellows and junior trainee doctors.

·       Responsible for covering of the role of NW Regional Revision MDT Coordinator in the event of leave or sickness.

·       Able to cope with frequent interruptions and on the spot problem solving.

Planning and Organisational Duties

·        Coordination of multiple tasks/courses/meetings/conferences at the same time.

· Organising & booking of faculty accommodation, meetings rooms, catering, AV technicians, lab equipment at least 18 months in advance of course date, to ensure availability.

·       Strong organisation, planning and time management skills.

·       Attention to detail and critical thinking skills.

·       To review course and training plans for accuracy and audit quality.

·       Working with external companies to enable good quality education and training programmes and developing close working relationships with these companies.

·       To positively represent Wrightington lower limb education department at meetings and conferences, supporting and promoting the training and education of surgeons.

Communications and Key Working Relationships

·  Communicating and understanding the cultural or language differences of everyone.

·       Ability to collate, process and analyse data with accuracy and diligence.

·       Responsible for accepting and processing enquiries received by post, email, telephone, distributing and prioritising using judgement and experience to prioritise the work.

·    Contribute effectively to the “whole team” being flexible in working practice and being able to re-prioritise workload when other team members require support.

·       To be able to communicate with consultants, outside agencies and all disciplines of work colleagues within the Trust, maintaining good working relationships.

·   Produce and distribute course programmes/timetables and all course related information.

·       Contact for any course problems arising - negotiating and responding sensitively with all calls. Responsible for patients, delegates, external companies and faculty on the days of the courses.

·       Working collaboratively with external medical industries and other external agencies by telephone, email and face to face.

·       Dissemination of information between all levels of personnel by means of formal meetings, Zoom, Microsoft teams meetings, email, written and verbal communication

·       Develop and maintain relationships with industry partners.

·       Ability to set up project plans and produce monitoring reports

·       Ability to manage contracts, including intellectual property rights, with partners and sub-contractors

·       Ability to prioritise competing workstreams and demands, working under pressure to achieve deadlines whilst maintaining a high quality of work.

·       Excellent communication skills, including high standard of written English

·       Ability to use Microsoft Office, including Teams and Dynamics 365

·       Good communication skills with consultants, staff and external companies.

·       Personal integrity with the ability to deal with sensitive and confidential information.

Responsibility for Finance

·       Responsible for the setup and maintenance, accurate, timely and legible finance records for each course.

·       Receive and process course transaction fees via online booking system.

·       Maintaining of excel spreadsheets for each course, to provide an effective financial monitoring.

·       Ensuring invoices are paid in a timely manner.

·       Ensuring each course is financially viable before progressing. Setting the fees for each course, to ensure a profit figure for each course/event.

·       Identification of cost improvements within the department.

·       Ensure correct waste streams are used to support the Trust waste policies

Responsibility for Human Resources 

·       Monitor that recruitment and selection takes place in accordance with Trust Policy

·       Manage sickness absence to within agreed limits and ensure that accurate records are kept.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.