West Suffolk NHS Foundation Trust

GP Programme Administrator - Band 4 - PGME

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Job summary

Are you looking for a new role?

We are looking for an administrator to work within our busy GP Training Programme based at West Suffolk Hospital.

The GP Training Programme is a fast-paced environment whos primary objective is to maintain accurate and up to date electronic records for each GP trainees placement throughout the duration of their training.

Main duties of the job

Whats the role?

To support the GP Training Programme Directors and current GP Administrator with all aspects of administration.

This includes ensuring all placement details are recorded accurately on internal and external systems and databases.

Adjustments are reported to Health Education England in a timely manner and the trainee informed accordingly.

Organise the weekly GP teaching sessions in collaboration with the GP TPDs. Record attendance and provide materials and resources for each session.

Be the first point of contact for trainees therefore having the ability to redirect appropriately or offer pastoral support.

Prepare paperwork and cross reference portfolios for those trainees having an Annual Review of Competency Progression (ARCP).

About us

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

Were a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and childrens ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Date posted

10 January 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9179-23-8486-P

Job locations

West Suffolk Hospitals Nhs Trust

Hardwick Lane

Bury St. Edmunds

Suffolk

IP33 2QZ

Job description

Job responsibilities

1. To lead and work closely with the GP Programme Directors (TPDs) managing the day to day running of the GP Programme, giving advice and support to the GP trainees.

2. To be based in the PGME office on Wednesdays, to co-ordinate the Training Programme Director meetings and the running of Half-Day Release for GP trainees.

3. To be responsible for arranging, attending and taking minutes at Training Programme Director meetings, booking meeting rooms, sending electronic invites, agendas and minutes to meeting attendees.

4. To manage the efficient day to day operation of PGME administrative processes including: coordinating the Annual Review Competency Progression (ARCP) assessment process, GP Training Programme teaching sessions and inductions.

5. To compile, maintain and monitor financial records of income and expenditure: to be responsible for placing orders for equipment, stock and stationery.

6. To be responsible for identifying the local trainees who need to be reviewed for the ARCP & Assessment process, ensuring trainees have completed all necessary forms before each ARCP, recording whether the relevant information required has been summited.

7. Identifying and Notifying the GP School of any trainees who need to reviewed centrally, under the direction of the Training Programme Directors.

8. Liaising with the GP School, trainees, GP surgeries, Trust Departments, Medical HR and the lead employer in relation to rotations, sick leave, maternity leave and any other relevant issues.

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, GP Training Programme Directors and Assistant Medical Education Manager & GP Administrator.

2. To work with the GP Training Scheme Programme Directors and Assistant Medical Education Manager & GP Administrator in planning and providing administrative assistance to deliver their programme of educational activities. Specifically:

a. Organise, coordinate and lead on ARCP panels for the GP school

b. Keep accurate records of GP e-portfolio

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

d. Organising e-portfolio assessments with trainees and trainers

e. To lead the programme of educational events and to organise sponsorship to generate revenue.

f. Record accurate details of programme expenditure

g. Take responsibility for and implement training as needed for new processes and procedures within the department.

h. To lead and organise trainers and TPD meetings.

i. Updating and maintaining trainee post details on Trainee Information System (TIS) and ePortfolio

j. To independently update and maintain the Educational and Clinical Supervisor details on ePortfolio.

k. Amending the eportfolio and TIS with details of changes to rotations, trainee Maternity, less than full time (LTFT), or Sick leave, ensuring these are communicated to Lead Employer and HEEoE.

l. To be responsible for organising and updating the Training Programme rota, including trainee placements, Hospital placements and General Practice placements in TIS and the Eportfolio

m. Accountable for notifying the Recruitment Team, Medical HR and the GP surgeries of finalised rotations, under the directive of the Training Programme Directors and Assistant Medical Education Manager & GP Administrator.

n. To attend meetings held by the GP school on behalf of the Trust, and to manage the implementation of any updates or new process to the GP programme.

3. To be responsible for the confidentiality of trainees in difficulty, acting with sensitivity, tact and discretion where individuals face personal or professional difficulties.

4. To be responsible for PGME administrative systems and processes to ensure they are efficient and effective and implement improvements as required.

5. Able to confidentially communicate any policy changes with senior members of staff.

PGME Administrative Team:

1. To be responsible for the appropriate administrative work within the PGME team is covered during holidays, periods of sickness and at peak work times.

2. 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.

3. Ability to network effectively and deal with all members of the multi-disciplinary team including senior managers and lead clinicians, other departments and external organisations.

Finance

1. To record the income and expenditure relating to the GP programmes budget. Attending finance meetings with the and Assistant Medical Education Manager & GP Administrator and Medical Education Manager.

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.