GP Administrator & Assistant Medical Education Manager - Band 5 - PGME

Job description

Job responsibilities

JOB PURPOSE:

1. To support and work closely with the Director of PGME, Foundation Training Programme Director, GP Training Scheme Programme directors, Executive Medical Director and Medical Education Manager, Trust medical staff and senior managers at West Suffolk Clinical commissioning Group to ensure effective administrative support is provided to all programmes.

2. To be responsible for the efficient day to day operation of PGME administrative processes including: GP Training Programme and inductions, provide support and guidance to the departments staff.

3. To compile, maintain and monitor financial records of income and expenditure: to be an authorised signatory for £3,000 and to be responsible for placing orders for equipment, stock and stationery.

4. To lead and manage the PGME administrative staff, including recruitment, retention, appraisal, team development and work load.

5. To deputise for the Medical Education Manager as appropriate.

6. To work closely and liaise with the GP Programme Directors and manage the day to day running of the GP Programme assisting as required, giving advice and support to the above and GP trainees.

7. To be on site at West Suffolk NHS Foundation Trust Monday to Friday every week.

KEY TASKS:

GP & PGME Activities

1. To plan, co-ordinate, organise and administer medical educational activities in conjunction with the Director of Post graduate Medical Education, and GP Training Programme Directors

2. To contribute to the organisation of East of England Deanery Specialty School Visits. Liaise with senior clinical and managerial staff at the Deanery.

3. To work with the GP Training Scheme Programme Directors and provide administrative assistance to deliver their programme of educational activities. Specifically:

a. Give advice and information to GPs trainers and programme directors.

b. To support trainers, trainees programme directors and the Associate Dean for Suffolk.

c. To help support trainees in difficulty

d. Organise ARCP Panels for the GP school

e. Keep accurate records of GP e-portfolio etc

f. Maintain links with St Helens and Knowsley as the lead employer for GP trainees

g. Organising e-portfolio assessments with trainees and trainers

h. Advising new trainees about the programme

i. Supporting the programme of educational events and organising sponsorship to generate revenue.

j. Keep accurate details of programme expenditure

k. Take part in training as needed for new processes

l. Provide administrative support to the approval/re-approval process by organising the team, collating information and practices and trainers, sending documentation and making sure accommodation and refreshments are provided as required.

m. Provide administrative support for E-Portfolio, CSA events and trainers meetings.

4. To liaise with junior and senior medical staff, acting with sensitivity, tact and discretion where individuals face personal or professional difficulties.

5. To continuously review PGME administrative systems and processes to ensure they are efficient and effective and implement improvements and new systems as required.

6. Able to confidentially communicate with more senior and junior members of staff

7. Be adaptable and flexible in a fast paced and changing environment using own initiative

PGME Administrative Team:

1. To line manage the PGME administrative team. To be responsible for recruiting, (including the interview process) retaining and inducting staff. To supervise, appraise, train, and motivate staff, and to encourage them to undertake further training. To be responsible for implementing disciplinary procedures as and when necessary.

2. To ensure the Director of Postgraduate Medical Education, Foundation Training Programme director (FTPD) an GP Training Programme directors receive appropriate administrative and secretarial support by delegating work to appropriate staff and ensuring that work is covered during holidays, periods of sickness and at peak work times.

3. Act on own initiative to co-ordinate and prioritise the work of the PGME administrative team to ensure that deadlines are met and a high quality service is provided at all times.

4. Oversee the quality of the work produced by the PGME administrative team, including written communications, ensuring that high standards are maintained at all times.

Finance

1. Maintain and monitor records of PGME income and expenditure, providing credit control for PGME accounts. Designs excel spread sheets to allow for effective budget monitoring.

2. To be an authorised signatory for the PGME budget for the payment of catering invoices, office/stationery/equipment, lecture and travel fees, educational equipment, venues, events and subscriptions.

3. Ensure cheques are appropriately recorded and kept safely whilst waiting to be sent to the Trust General Office.

Person Specification

Qualifications

Essential

• Minimum of 5 GCSE A-C O Level or above to include English and Maths

Desirable

• A - Level Qualifications at level C and above to include English and Maths

Personal Qualities

Essential

• Adhering to strict confidential guidelines and escalate as appropriate

Experience

Essential

• Excel, Microsoft Office, Word, Outlook, Power Point
• Experience of working in a very busy role/environment
• Using Zoom/Microsoft Teams
• Experience of NHS Systems or GP Systems

Skill & Abilities

Essential

• Ability to take part and attend training/courses as appropriate
• Experience of managing a busy team
• Experience of working under pressure, adaptable with a flexible approach to working hours/duties
• Excellent communication and listening skills
• Ability to prioritise work load and work under pressure

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

West Suffolk NHS Foundation Trust

Address

Harwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)