Institute Administrator


Job Title: Institute Administrator
Job Type: Indefinite 
Working Hours per Week: 35
Department: Institute of Pre-Hospital Care at London's Air Ambulance
Start: Immediate
Reporting to:  Bryony Dunne, Institute Manager - Education
Salary:  £23,000 - £25,000
Location: 5th Floor, 77  Mansell Street, London, E1 8AN and The Helipad, Royal London Hospital, Whitechapel, E1 1BB

The Organisation - London's Air Ambulance
London's Air Ambulance is the charity that delivers an advance trauma team within the boundaries of the M25, for the 10 million people who live, work and travel within London each day. We deliver a senior trauma doctor and an advanced paramedic to the site of the incident using a helicopter in daylight hours and a rapid response car at night (or in adverse weather) bringing the hospital to the patient. Our clinical teams perform life-saving procedures at the scene, including anaesthesia, blood transfusions, REBOA (Resuscitative Endovascular Balloon Occlusion of the Aorta), Resuscitative Thoracotomy, often in extreme circumstances. 

Doctors from within the service are provided by Barts Health NHS Trust, and paramedics by the London Ambulance Service. Collaboration is via tri-service agreement. 

The Institute of Pre-Hospital Care 
For twenty-six years, London's Air Ambulance has been a leader in the development and practice of pre-hospital care. Through its research, innovation and education activities, as well as the professional affiliations and publications of its clinical leadership, it has influenced clinical guidelines, governance standards and the practice of numerous air ambulances, in the U.K. and abroad. 

The Institute of Pre-Hospital Care at London’s Air Ambulance was founded in 2013 to build on and expand this influence. Its mission is to drive excellence in pre-hospital care standards and practice through research, innovation and education; and by fostering collaboration across medical disciplines and institutions dedicated to improving outcomes for people afflicted by critical injury and illness.

In September 2014, the Institute delivered the UK's first undergraduate degree in pre-hospital medicine, in partnership with Queen Mary University London. The service delivered the first pre-hospital REBOA (Resuscitative Endovascular Balloon Occlusion of the Aorta) procedure in May 2014. Or first PEER (Pre-Hospital Emergency Endovascular Resuscitation) course was delivered in November 2015, with a further course attracting an international faculty held in January 2017. Our team are fully engaged with experts from multiple countries where endovascular resuscitation is a fundamental part of the resuscitation phase from injury.  

Job Purpose & Context 
The purpose of this role is to ensure the smooth running of the Institute’s education programmes and courses including, but not limited to, the Intercalated BSc in Pre-Hospital Medicine, the MSc in Pre-Hospital Medicine and the Pre-Hospital Care Course. As part of this close team, the post holder will be expected to support the broader work of the team and work closely with their counterparts in the main charity.

As this post will be externally facing with course attendees, candidates and degree students, he/she will have significant reputational and operational impact. It is expected that the work of the post holder will contribute to a direct improvement of the Institute educational experience and the Institute’s achievements on an international scale.

Knowledge/ Skills & Experience    

Main Duties and Responsibilities of the Role

Course Administration
  • Provide a central point of contact, both internally and externally for all course candidates and degree students associated with the Institute, including BSc students, MSc students.

  • Provide central administration for the BSc and MSc degree programme admissions process.  Work with our colleagues at Queen Mary University of London (QMUL) to monitor student applications, arrange interviews and send out offer letters for places on these courses.

  • Be responsible for the production and dissemination of course documentation in liaison with the Institute Education Lead and other senior clinical and academic faculty.

  • Co-ordinate the development and production of course documentation (e.g. research papers, posters, reports, guidelines, educational material, exam papers, course feedback forms) using desktop publishing and other software and to deadlines.

  • Assist Institute Education Lead and senior clinical staff in the creation of visual material for presentations and preparations of manuscripts, including teaching and lecturing materials.

  • Book rooms and equipment for all courses and attend where necessary.

  • Liaise with external bodies re bookings for the courses, raising invoices, ordering catering etc.

  • Assist in the preparation of the course prospectus, including the placement of advertisements.

  • Work closely with the Institute Manager - Education to ensure all information relating to the BSC, MSc and other courses is on the charity CRM and that the Institute website is correct and up to date.

  • Work with our colleagues at QMUL to co-ordinate examinations for the BSc, MSc and all other courses.

  • Maintain and manage databases/spreadsheets as required e.g. for exam papers and application process etc.

  • Establish and maintain effective filing systems for the BSc, MSc and all other courses, including exam papers.

Board Work

  • Act as Secretary to the Board of Institute Directors and the Programme Advisory Board (with QMUL).  

  • Prepare and circulate minutes, agendas, papers etc. in an efficient and effective manner.

  • Ensure that all actions from the relevant committees and boards are promptly and efficiently actioned.

  • Ensure that minutes, agendas and papers from other committees are made available to all members in an effective and accessible manner and are properly archived.

Administrative Support

  • Provide administrative and secretarial support to the Institute Directors, Head of Institute Development, Institute Manager – Education and course leads and support them with their administrative responsibilities.

  • Provide any acquired advice and guidance to the Institute Board of Directors on key issues concerning BSc, MSc admissions and assessments as well as attendance on other courses which will impact the Institute’s overall aims and objectives.

  • Identify, in consultation with the Institute Director and the Institute Manager – Education and course leads, priorities in the provision of services and management information for course candidates and degree students as required and report on the extent to which objectives are met.

  • Be responsible for the arrangement and support of BSc, MSc and other course events such as Open Days, Induction Weeks, End of Year Parties and Alumni Get Togethers and other events as deemed appropriate.

  • Administer requirements for Institute course and degree reporting in a timely manner.
  • Undertake any other duties that may be reasonably required of the post as directed by the Institute Manager – Education.

The duties of the post outlined above are not exhaustive, and the post holder is expected to be co-operative and flexible in accordance with the requirements of the Institute Team.  Team members are expected to be mutually supportive and to cover duties as necessary during colleagues’ annual leave and other absences.

The post-holder must always carry out their responsibilities with due regard to the London’s Air Ambulance Equal Opportunities and Health & Safety policies.

Working Environment
The duties of the post will involve dealing with correspondence of a sensitive nature – the post holder is expected to maintain a very high level of confidentiality always and deal with these issues in a responsible and appropriate manner.

The successful candidate will also be expected to organise and resolve most issues/queries independently, providing advice on specialised but established procedures and related matters to staff at all levels, recommending alternative sources/courses of action if unable to assist.

Freedom to Act & Decision Making
  • Perform a diverse range of activities and duties encompassing a number of areas of responsibility, exercising initiative, judgement and adaptability to decide on appropriate courses of action to react to changing circumstances.

  • Prioritise own workload with minimum of supervision to ensure deadlines are met using skill and judgement, seeking guidance from the Course Leads or Institute Manager – Education.

  • Use forward planning and goal-setting to ensure that the Institute’s objectives proceed to target.

  • Use problem solving skills to identify and implement solutions, deciding on appropriate course of action, communicating effectively with colleagues and seeking guidance from other staff as required.

  • Provide first-line advice and guidance for all course candidates and students coming through the Institute.

  • Bring to the Institute Manager – Education’s attention any issues relating to course delivery. 
  • Follow, help maintain and evaluate systems in place to enable effective and efficient office management and course delivery (e.g. filing systems, ordering of supplies, etc.).
  • Work within established Institute and wider London’s Air Ambulance charity policies and procedures.

Communication & Networking
  • Act as main administrative point of contact for the Institute’s degree programmes with QMUL (BSc and the new MSc) and all other courses (Pre-Hospital Care Course, PEER Course, UK Sport Course), both internally and externally.
  • Act as first point of contact for prospective course candidates and students, answering application enquiries, assisting with registration and all other queries relating to the courses.

  • Communicate on all levels with colleagues at Institute and QMUL and with clinicians and external organisations effectively to enable the job to be undertaken effectively and efficiently.  
  • Work closely with colleagues at QMUL and the wider Institute faculty. Main contacts for this post are as follows:

BSc Programme Director (Institute)
BSc Programme Director (QMUL)
Head of Institute Development
Institute Manager – Education
PHCC Lead Facilitator
PEER Course Lead Facilitator
UK Sport Lead Facilitator
Director of Finance (LAA)
Institute Directors
Administrative staff at QMUL
Clinical and non-clinical faculty and the wider Institute contacts
Clinicians from a range of other services

Finance/Resources Administration
The successful candidate will be expected to work with the Charity Finance Team to monitor finances relating to the BSc, other courses and events and to ensure continued course viability and to purchase equipment, raise purchase orders, check invoices, receipts, expense claims, etc. for the courses for which the post-holder has responsibility.

People Management
No line management responsibilities. 

Key Result Areas
  • During the induction phase of the programme, the post-holder will work with the Institute Director and Innovation Lead to define key strategic end-points for the role. These will mirror the key responsibilities with a defined 12-month end-point.
  • Post-holders may where desirable, define working parameters that prepare them to undertake study towards a higher degree in the subject area.
  • After appointment, successful applicants will be expected to undertake a robust induction programme which will have a focus on a number of areas including:
  • Background on the work of the clinical teams.
  • Key background academic reading materials in areas relevant to the post.
  • Working with the Institute Leadership Team to ensure that working relationships are friendly, rewarding and productive.
  • Introduction to key organisations, and individuals with shared interest in the Knowledge Innovation (KI) area.
  • Post-holders will be encouraged and supported to attend national and international conferences themed on this specialist area.


Contact Information & Application Process

If you wish to discuss this post, please contact Bryony Dunne, Institute Manager - Educaton: 

To apply, please send a CV with a one page covering letter outlining your relevant skills and why you are the right candidate for the role. Applications should be sent to the email above or through post, marked 'Private and Confidential' to: 

Bryony Dunne 
Institute Manager - Education
Institute of Pre-Hospital Care at London's Air Ambulance
5th Floor
77 Mansell Street
E1 8AN

Applications open.

Unfortunately, due to a high volume of applications we are unable to provide feedback on unsuccessful applications. 

The Institute of Pre-Hospital Care at London's Air Ambulance Limited is committed to eliminating any discrimination and promoting diversity and equality of opportunity in all it does. It is therefore The Institute's commitment to provide equal opportunities in employment and we will not unlawfully discriminate against job applicants, employees of the company, volunteers, workers or contract workers on the grounds of their age, disability, gender reassignment, marriage or civial partnership, pregnancy or maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (unless, as in the case of pilots r fire crew physical fitness is essential to the performance of their duties).

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.