The Medical Centre operates 24-hour medical care during term time and includes two treatment rooms, an in-patient facility, a nurse on-call room, a physiotherapy room, and two counselling rooms.
The nursing team plays a crucial role in the welfare provision at the College, supporting both pupils and staff. In addition to providing in-patient care and emergency treatment, the nurses undertake a pastoral role, requiring effective communication with pupils, staff, and particularly Boarding Housemasters, Housemistresses, and Matrons.
This new role will provide essential administrative support to the nursing team, ensuring the smooth and efficient running of the Medical Centre and contributing to the delivery of high-quality care.
The ideal candidate will be a highly experienced administrator with proven expertise in an administrative capacity, strong organisational and excellent communication skills. A genuine interest in working with young people, combined with a friendly and approachable manner, is essential.
Key Responsibilities and accountabilities:
- Provide comprehensive administrative support to clinical staff, facilitating the delivery of high-quality healthcare services to pupils and staff.
- Assist with the efficient day-to-day operations of the Medical Centre, supporting the Nurse Manager with medical administration tasks.
- Assist with incoming communications to the Medical Centre, including telephone calls and emails, ensuring timely and appropriate responses or referrals.
- Support with the coordination of routine medical appointments, manage medication records, monitor stock levels, and liaise with external healthcare providers as necessary.
- Accurately input and maintain data across ISAMS and other relevant school information systems.
- Support the dissemination of up-to-date health guidance and protocols throughout the school during health emergencies, under the direction of the Nurse Manager.
- Act as a point of contact for other departments with Medical Centre-related enquiries.
- Facilitate effective communication between the Medical Centre and boarding staff, teaching staff, coaches, and parents/guardians.
- Assist in maintaining and administering the Return to Play (R2P) process and the Off Games list (SOCS).
- Coordinate the registration process for boarding pupils at the Old Cottage Hospital as required.
- Support the overseeing of Medical Centre equipment and medical supplies management, including routine auditing and stock control.
- Attend and contribute to staff meetings, assisting the Nurse Manager with accurate documentation and follow-up actions.
- Assist with the management of the administrative processes for new starters and leavers in relation to Medical Centre services.
- Assist with the review of pupilsβ medical requirements for school trips via the EVOLVE system, ensuring the provision of appropriate support, including information, equipment, and medication.
- Undertake all duties in accordance with the Collegeβs safeguarding protocols and procedures.
Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.
Essential:
- A high standard of numeracy and excellent literacy skills at least to GCSE are essential and a higher education qualification would be desirable .
- Proficient user of database/MIS
- Proficient in Microsoft Office applications, particularly Excel and Word, with competence in managing multiple digital systems including document scanning and filing.
- Hold a current OPUS certificate (Medicines Awareness in Schools) β you will be put on the course if not currently held.
- Exceptional organisational skills with the ability to manage complex schedules and multiple priorities seamlessly.
- Meticulous attention to detail, ensuring accuracy in all correspondence, reports, and documentation.
- Professional appearance, with a warm, approachable, and compassionate manner, enabling effective liaison with staff, parents, pupils, and visitors.
- Excellent interpersonal and communication skills, capable of engaging with individuals at all organisational levels, both internally and externally.
- Collaborative team player with the ability to work autonomously and exercise sound judgement.
- Commitment to ongoing professional development, including willingness to undertake safeguarding and IT training as required.
- Ability to remain calm and provide reassurance, particularly in emergency situations.
- Maintain the highest standards of discretion and confidentiality.
- Commitment to maintaining a clean, tidy, and organised working environment.
- Highly organised, with the ability to prioritise and manage time effectively to meet competing demands.
- Strong problem-solving skills with a proactive approach to supporting the Medical Centre and wider school community.
- Ability to maintain composure under pressure, demonstrating diplomacy, discretion, and professionalism at all times.
- Exceptional administrative skills with meticulous attention to detail.
Desirable:
- Previous experience working with children and young people.
- Working within a clinical healthcare setting or a related environment.
- Qualification in First Aid at Work.
- Full UK driving licence and the ability to drive as required.
The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field
Terms and Conditions:
Hours: 30 hours per week 9.00am – 3.00pm Monday to Friday working during the Collegeβs published termΒ dates including Inset.
Holidays: Statutory holiday entitlement to be taken at half termly intervals during Collegeβs published dates.
Pension: The College operates the Epsom College Automatic Enrolment Scheme. The Scheme is administered by the Pensions Trust.Β Eligibility is based on statutory criteria.Β If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the College will contribute 4% in compliance with current legislation.
Employee Benefits include:
Life Assurance: Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to them.
Health Care Plan: Private Health Care is offered subject to qualifying conditions.
School Fee Discount: Subject to qualifying conditions generous school fee discount offered.
Employee assistance programme: this includes a free counselling service to employees and close family.
Dining Facilities and Refreshments : Whilst at work a free meal and refreshments are available when the dining room is open.
Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool are available to staff at certain times.
Cycle to Work: Subject to qualifying conditions, the College offers a cycle to work loan scheme.
Computer Loan: Subject to qualifying conditions, the College offers a computer loan scheme.
Free parking on site.
Offer: In compliance with statutory safeguarding regulations, the post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search engines and websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK.Β Prior to interview, an online search of internet search engines, websites and other publicly available and accessible platforms to ascertain applicantβs suitability to work within a school environment will be undertaken on candidates that have been shortlisted.Β Please note whilst the Enhanced DBS check will be paid by the College if an overseas police check is required it will be at the cost of the successful applicant.
Application: Applicants are required to complete the Application for Employment Form available from our website Medical Centre Administrator | Epsom College.Β To comply with safeguarding statutory procedures when working in a school, CVs will not be accepted. Applicants should refer to the Recruitment, Selection and Disclosure and the safeguarding policies on the College website.
Applications will be assessed in order of receipt and interviews, and subsequent appointment may occur at any stage after applications are received.Β Please apply as soon as possible.
This post is exempt from the Rehabilitation of Offenders Act and as part of Dethe selection process an enhanced check by the Disclosure and Barring Service will be required. Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment
