Job summary
This post will act as the senior administration contact for post graduate doctors in training providing a specialised, comprehensive, and confidential administration service.
As part of a team of administrators the post holder is will be responsible for overseeing and coordinating parts of the medical teaching programme for the Foundation Years 1 and 2 trainee doctors for the South Warwickshire rotation and the IMT trainees programme at UHCW. This involves working with the Foundation team and the IMT team (Foundation Clinical Tutor, the FY1 and the FY2 Deputy Clinical Tutors, the IMT Clinical tutor and the medical education administration team).
The post holder will work closely with other members of the Medical Education team at UHCW to ensure that all the services offered by the department are fully supported and the students, staff, doctors in training, and visitors receive a high-quality seamless service. This will be done in accordance with Departmental, Trust and National standards, policies, and procedures.
**Please be advised that interviews for this vacancy are due to take place on the 09th January 2025**
Main duties of the job
As Lead the PG Administrator the post holder will work closely with the Trust Clinical Tutors and the as part of the postgraduate team to provide administration support to the Foundation Programme Director, Foundation Clinical Tutors and the IMT Clinical Tutor. This will be done in partnership with the Foundation Medical Education Administrators. Close collaborative working is essential for the successful delivery of the training programmes.
The Lead will support the raising and addressing of any deficits in the service provided to post graduate doctors in training e.g. need for pastoral care, car parking issues. They will not be expected to solve the concerns but rather to know how to direct the concern to the right person and oversee the communication link with partners to aid a clear flow of information and resolution of the problem. Overall responsibility for such concerns lies with the Trust Clinical Tutor/Foundation Programme Director
The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- The post holder will support the raising and addressing of any deficits in the service provided to post graduate doctors in training e.g. need for pastoral care, car parking issues. They will not be expected to solve the concerns but rather to know how to direct the concern to the right person and oversee the communication link with partners to aid a clear flow of information and resolution of the problem. Overall responsibility for such concerns lies with the Trust Clinical Tutor/Foundation Programme Director
- The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
- The post holder will oversee the Foundation 1 & 2 training programmes.
- The post holder will be the seniors point of contact to respond to all trainee queries about access to HORUS (the e portfolio system for trainee doctors) and all other trainees enquiries.
- The post holder will also need to demonstrate the ability and willingness to provide cross cover and work effectively as part of the full medical education administration team.
- The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
- To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.
For further details of the role please see the attached job description.
Job description
Job responsibilities
- The post holder will support the raising and addressing of any deficits in the service provided to post graduate doctors in training e.g. need for pastoral care, car parking issues. They will not be expected to solve the concerns but rather to know how to direct the concern to the right person and oversee the communication link with partners to aid a clear flow of information and resolution of the problem. Overall responsibility for such concerns lies with the Trust Clinical Tutor/Foundation Programme Director
- The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
- The post holder will oversee the Foundation 1 & 2 training programmes.
- The post holder will be the seniors point of contact to respond to all trainee queries about access to HORUS (the e portfolio system for trainee doctors) and all other trainees enquiries.
- The post holder will also need to demonstrate the ability and willingness to provide cross cover and work effectively as part of the full medical education administration team.
- The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
- To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospital Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
