GP Programme Administrator

Job description

Job responsibilities

Job summary:

This post will support the GP Training Programme Directors and current GP Administrator/Assistant Manager with all aspects of administration for our GPs in training at the trust. Organise the weekly GP teaching sessions in collaboration with the GP TPDs and record attendance and provide materials for each session. Ensure databases and systems both internally and externally are kept accurate, up to date and monitor trainee progression. Be the first point of contact for trainees working at the trust. Prepare paperwork and cross reference portfolios for those trainees having an Annual Review of Competency Progression (ARCP).

Job responsibilities:

The post holder will 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. To be based on-site in the PGME office a minimum of three days a week, including a Wednesday, to co-ordinate the Training Programme Director meetings and the running of Half-Day Release for GP trainees. 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

Key Tasks & Responsibilities:

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

1. To be based on site in the PGME office, 3 days a week, including Wednesdays, to co-ordinate the Training Programme Director meetings and the running of Half-Day Release for GP trainees.

1. 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.

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

1. To have an oversight and monitor financial records of income and expenditure including ordering equipment, stock and stationery for the department.

1. 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.

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

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

1. To undertake activities as directed by the lead employer such as co-ordinating LTFT and OOP applications.

1. To assist with organising Clinical Attachments/Observership/Electives at the trust. Liaise with relevant departments in order to process and implement in a timely manner.

Communication:

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

Analytical and judgemental:

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.

Planning and organisational Skills:

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

To be responsible for GP administrative systems and processes ensuring they are efficient and reflect placements accurately (where time out of training/sickness etc) are recorded. To use initiative to implement changes and improvements to various systems, as required.

Finance and Resources:

To record the income and expenditure relating to the GP Training programme annual budget. Attending finance meetings with the and Assistant Medical Education Manager/GP Administrator and Medical Education Manager as appropriate.

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.

Leadership and management:

To support the delivery of a high quality, safe and compassionate healthcare services, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate WSH FIRST Trust values of fairness, inclusivity, respect, safety and teamwork.

Information Resources:

To cover administrative work within the GP Training Programme and PGME team during holidays, periods of sickness and at peak work times.

To co-ordinate and prioritise the work of the GP Training Programme and PGME administrative team to ensure that deadlines are met, and a high-quality service is provided at all times.

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:

1. Organise, coordinate and lead on ARCP panels for the GP school
2. Keep accurate records of the GP e-portfolio
3. Maintain links with St Helens and Knowsley as the lead employer for GP trainees
4. Organising e-portfolio assessments with trainees and trainers
5. To lead the programme of educational events and to organise sponsorship to generate revenue.
6. Record accurate details of programme expenditure
7. Take responsibility for and implement training as needed for new processes and procedures within the department.
8. To lead and organise trainers and TPD meetings.
9. Updating and maintaining trainee post details on Trainee Information System (TIS) and ePortfolio
10. To independently update and maintain the Educational and Clinical Supervisor details on ePortfolio.
11. Amending the eportfolio and TIS with details of changes to rotations including: Maternity leave, less than full time (LTFT), and Sick leave etc ensuring these are communicated to Lead Employer and NHS England. And co-ordinating LTFT and OOP applications as directed by the lead employer.
12. 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
13. 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.
14. 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.
15. Able to confidentially communicate any policy changes with senior members of staff.

Person Specification

Education & Qualification

Essential

• High level knowledge of excel
• Proven Computer literacy
• Certificate of higher education or diploma level 4 apprenticeship or equivalent experience.

Experience & Knowledge

Essential

• Previous experience of working in fast paced environment
• Working on own initiative/in a team
• Administrative duties
• Microsoft Office proficient.

Desirable

• Previous NHS or related environment
• Finance experience
• Previous experience in using Fourteenfish system

Skills & Abilities

Essential

• Excel for Window/10
• Accurate keyboard skills
• Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe
• Attention to detail
• Excellent written and verbal communication
• Excellent organisational skills
• Able to prioritise workload and deadlines

Desirable

• Knowledge of the Hospital Systems
• Understanding of Databases

Personal Qualities

Essential

• Clear and precise communication skills
• Good telephone manner
• Calm under pressure
• Able to meet deadlines
• Good interpersonal skills
• Tactful
• Good organisational skills
• Friendly, helpful manner, ambitious
• Caring attitude & confident
• Ability to work on own initiative or part of a team
• Ability to work on own initiative or part of a team
• Flexible approach to working hours/duties
• Able to demonstrate an understanding of issues relating to confidentiality
• Proven record of good timekeeping and attendance

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

West Suffolk Hospital

Hardwick Lane

Bury St Edmunds

IP33 2QZ

Employer's website

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