Education Administrator - Part Time

Job overview

Moorfields and its partner the UCL Institute of Ophthalmology have launched an exciting education strategy which includes the offering of cutting-edge events and short courses. Moorfields Education has a broad remit for delivering high quality, professional education and development both within and beyond the Trust.

Fundamentally, our mission is to improve patients’ experience of care at Moorfields and across the NHS through enhanced leadership, team working and communication. We achieve this through two broad objectives, first the delivery of a range of innovative, behaviour-based education short courses aimed at developing clinical and professional knowledge and skills which will ultimately improve patient safety and second, in partnership with UCL Institute of Ophthalmology offer a portfolio of postgraduate degrees to cement our position as number one internationally in vision and eye health education.

The successful candidate for the role of Education Administrator will support the Education Manager to successfully deliver an ever-expanding portfolio of short courses, contributing to the development and promotion of the Moorfields Education brand. This is a new position created to support future growth.

Main duties of the job

The Education Administrator will work closely with the Education Manager to ensure the smooth running of each event, taking particular responsibility for delegate administration and venue operation. The post holder will deputise for the education manager when necessary and will need to develop an understanding of most aspects of the Education Manager role in order to do so.

This role will involve building relationships with Moorfields staff such as course organisers, professional services such as marketing and finance and wider education teams. Additionally, the post holder will liaise with UCL staff, external suppliers and course sponsors.

Much of our activity takes place on the first floor of the Moorfields Education Hub on Ebenezer Street across from our City Road hospital site. Opened in 2020, this leading-edge facility offers a range of adaptable, high-tech teaching rooms. The successful candidate will be based at the Education Hub.

Detailed job description and main responsibilities

Assist Education Manager in the efficient organisation and management of short courses, conferences and other events to include (but not limited to).

Proactively liaise with organisers on matters relating to their courses and events.

Negotiate and liaise with sponsors on matters relating to events they are supporting.

Liaise with external suppliers to events as required.

Assist in maintaining the Moorfields Education website.

Assist in setting up courses on Insight, the Moorfields Learning Management System, and on UCLeXtend – UCL’s learning platform for short courses and professional development.

Organise catering and refreshments where necessary

Set up the training rooms as required, including ensuring that all the necessary training materials are provided and checking the audio visual (AV) equipment

Support face to face and hybrid courses in-person on the day both at Ebenezer Street and at external venues, including taking registrations and assisting the course organiser in the smooth running of the day. This may include the occasional course held on a Saturday

Support online courses on the day, including occasional evening webinars

Prepare course feedback questionnaires, both online and paper, and assist in producing feedback reports for the course organiser

Handle routine issues arising during the event planning process as well as proposing effective solutions to resolve non-routine problems.

Responsible for delegate administration to include (but not limited to)

Respond to general education enquiries

Support delegates to book courses as necessary

Assist with requests for invoices and refunds

Provide course numbers and booking reports to the Education Manager

Provide course joining information to booked delegates

Respond to delegate queries as required, for example about travel, hotels, etc.

Collate dietary requirements and other information as required by course organiser

Prepare printed items for face-to-face courses, such as name badges and handouts

Provide receipts and certificates of attendance

Respond to post-course queries

Assist in the operation of the first-floor Education Hub to include (but not limited to)

Administer all room bookings

Provide in-person support at the venue to events originated by education staff and others within Moorfields for education purposes

Act as deputy site manager to ensure the facilities are always maintained in a good condition, for example to make regular room checks to ensure rooms are kept tidy and equipment is turned off and to report problems and faults as necessary

Assist the Education Manager as required to:

Ensure appropriate publicity of short courses and events as well as the on-going promotion of Moorfields Education, working with the Marketing Manager

Grow the portfolio of short courses through relationship building with potential course organisers

Provide team support in the running and continued development of the department

The above list is not exhaustive, and duties may change or evolve as necessitated by changing needs of education at Moorfields.