Moorfields Eye Hospital NHS Foundation Trust Hiring for Optometry Education Administrator Job at London, England , UK Full Time

The post offers an exciting opportunity for someone to play a key role in the highly successful and dynamic department. The Optometry Education Administrator is part of the optometry education team who is responsible for providing efficient and professional administrative support with running the day-to-day administration of all aspects included in optometry education and setting up processes to aid the expansion of the portfolio.

Moorfields Eye Hospital is a post-graduate teaching Hospital of international acclaim, dedicated to excellence in patient care, training and research. Our main site is at City Road, London but we have a large, and growing, number of interdisciplinary satellite clinics. The Optometry Department at Moorfields is the largest in the country employing over 200 optometrists who are involved in education and research and provide clinical services for refraction, low vision assessment and medical contact lenses as well as in ophthalmology extended roles. The education section of the Optometry Department plays a significant role in the training of ophthalmic professionals and our portfolio includes a variety of education initiatives including staff education and training. On a national and global level, continuing professional development provision, credit-bearing micro-credentials and in collaboration with UCL, Institute of Ophthalmology, two MSc programmes, including a degree apprenticeship in advanced practice are provided.

Duties and Responsibilities

These include but are not limited to:

• Course Management
• Student records and enquiries
• Examinations and assessment
• Committees, Meetings and Reports
• External Engagement
• Administrative Support

PROBATIONARY PERIOD

This post will be subject to a probationary period of 6 months.

During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed. The probationary period may be extended

Or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.

The Optometry Education Department is one of the largest departments at Moorfields Eye Hospital with over 200 staff. The Optometry Education section of the department are made up of dynamic and passionate individuals who juggle multiple roles in education and research in addition to clinical roles.

The team is highly motivated, delivering stellar education and training and are always striving to improve what we have to offer. There is a sense of camaraderie and team spirit underpinning this which reflects the spirit of the Hospital.

Course Management

• Overall coordination of start of session arrangements, registration of new students, collation of welcome packs, safety booklets, timetables and other relevant documentation.
• Working with the Head of Optometry Education, section leads and module leads to set up induction week(s), start of courses
• Working with the Head of Optometry Education, section leads and module leads to set up marketing initiative, structure and processes
• Working with the team to create and manage the timetable for all courses, including managing room bookings and liaising with UCL staff to coordinate this
• Administering students’ allocation to courses/programmes/tutorials/projects/placements etc. in accordance with timetable structure and uploading information as required and liaising with the College of Optometrists as required.
• Overall co-ordination of teaching materials, such as course outlines, study packs, assignments in paper and electronic format, necessitating liaison with teaching staff and students.
• Updating and briefing academic/teaching staff on student application procedures and course procedures and regulations
• Overall responsibility for liaising with the instructional designer, uploading and maintaining course content on the online teaching and learning platform, including assisting students with technical queries, administrative forum posts and course resources as required.
• Working with the section leads, module leads and the Education Marketing Manager to ensure that the entries in advertising materials, handbooks and web pages relating to designated course matters are accurate and up to date.
• Producing and maintaining the Moorfields student handbook and other course resources.
• Monitoring student attendance, as appropriate, by creating and maintaining attendance registers/lists, and distributing these to leads and teaching staff.
• Reviewing current systems and take initiative to change where necessary.

Student records and enquiries

• Acting as a first point of contact for students in person, on the telephone, Teams/Zoom and by email, and provide information on procedures, regulations, and module choices.
• Being the link between students, course tutors, and supervisors.
• Creating and maintaining student files – electronic and paper.
• Processing course changes, withdrawals, and interruptions of study for students both internally and externally, through correspondence with local authorities/sponsoring bodies/placements.
• Managing all student records and systems of designated programmes including monitoring and recording student attendance.
• Managing student evaluation questionnaires for all courses, analysing them and feeding back to leads.
• Liaison with students and sponsors regarding student fee liability and debt collection.
• Liaising with Disability Services in seeking appropriate provision for students with disabilities.
• Collating alumni information, including job destination and maintaining previous student and marketing lists

Examinations and assessment

• Overall support on various exam-related tasks, including processing of final marks, co-ordinating and producing mark sheets for examinations
• Tracking, collating and co-ordinating all examination questions and solutions, formatting examination papers, as necessary
• Collating and accurately recording coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
• Producing and maintaining paperwork for extenuating circumstances meetings, including medical and other documentation, as necessary.

Committees, Meetings and Reports

• Attending all committees and meetings as required, taking minutes and disseminating to the optometry education team as required.
• Producing reports for all designated courses to inform the head of optometry education and committees as required .

External Engagement

• Working closely with the Education Marketing Manager, liaising with members of the optometry education team to set up a process to market the portfolio.
• Working with the Education Marketing Manager to set up events and market at events such as conferences.
• Responsible for producing the annual programme including publicity eg circulating the programmes using various media, advertising events and keeping the website up to date.

Administrative Support

• Maintaining lists of key staff, students and stakeholder contacts as required.
• Making arrangements for workshops, meetings, seminars and other events relating to the designated courses/programme, as required
• Assisting the Head of Optometry Education with correspondence, diary management, and enquiries, as required.
• Working closely with leads to review administrative systems which support learning and teaching activities.
• Carrying out programme-related financial administration (e.g. raising purchase orders) and reporting on non-pay items with the Moorfields Finance Department only

Other

• Attending student, departmental and other promotional events as required
• Attending role-related meetings, briefings, workshops, training, exhibitions and conferences at the Department or externally, as required
• Maintaining and awareness and observation of fire and health and safety regulations.
• Carrying out any other duties commensurate with the grade and purpose of the post, as directed by the line manager.
• Carrying out any duties in a resource efficient way and actively supporting UCL’s Sustainability Strategy, policies and objectives within the remit of their role.
• This job description reflects the present requirements of the post. As duties and responsibilities change/develop, the job description will be subject to review in line with the changing requirements of the optometry education department and with the development needs of the post holder as identified through regular review/appraisal processes