- 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.
- 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.
- 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.
- 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.
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)
Administrative staff at QMUL
Clinical and non-clinical faculty and the wider Institute contacts
Clinicians from a range of other services
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: firstname.lastname@example.org
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:
Institute Manager - Education
Institute of Pre-Hospital Care at London's Air Ambulance
77 Mansell Street
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.