Job summary
Postgraduate Medical Education Administrator, Band 3 (25 hours a week)
The Post-Graduate Medical Education Administrator will provide a comprehensive and robust administrative service to Junior and Senior Medical Staff and Physician Associates at Gloucestershire Hospitals NHS Foundation Trust.
The Post-Holder will be responsible for organising complex teaching programmes, and with Senior Stakeholders; will monitor and review the curriculum ensuring all Junior Medical Staff teaching/Physician Associate teaching meets with National Training Guidelines.
In order to deliver the above, a critical element for the Post-Holder will be to be aware of and understand developments within Post-Graduate Medical Education, both Locally and Nationally.
Additional working pattern details: Worked over 5 days - 9.30am - 2.30pm or 10am - 3pm
The proposed interview date is: 26th June
Main duties of the job
- Organise, co-ordinate, plan the Internal Medical (IMT)Teaching Programme, liaising with the IMT Training Tutors, whilst taking responsibility for organizing / booking internal/external speakers, and booking appropriate accommodation and Audio-Visual equipment. Also take responsibility for the organisation of the IMT Regional Training Days and Junior Medical Staff's Annual Review of Competence Progression (ARCP) towards the end of the academic year.
- Organisation and delivery, alongside the Schwartz Faculty, of the monthly Trust Schwartz Rounds, enhancing the opportunity for Trust Staff to have conversations with staff colleagues/peers, about the emotional impact of their work. This includes booking of appropriate protected accommodation, and working with the Schwartz Faculty to book speakers and organising suitable Schwartz Facilitators and Panel Colleagues.
- Support the SAS (Specialty and Associate Specialist) Tutor, SAS Educationalist and the SAS Advocate Tutor where required, offering robust administrative and functional assistance, whilst working collaboratively with our Trust SAS Colleagues
- To work with the Trust Surgical Fellows to organise and deliver Regional Surgical Training Days.
- The Post-Holder will provide extensive high quality administrative support to the PGME Team, supporting the administrative functions and delivery of National Life Support Courses/Royal College Examinations.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description
Job responsibilities
Internal Medical Trainees (IMT):
Maintain accurate attendance records/detailed record keeping of both e-attendance and face-to-face IMT Induction and Teaching Sessions, be them Regional or In-House, as this is an integral requirement of this post. Postgraduate Doctors in Training career progression is dependent upon meeting explicit criteria; therefore, the Post-Holder must be diligent in all areas of data collection.
Analyse relevant attendance/feedback data to produce evaluation reports.
Plan/Assist the IMT Tutors to co-ordinate and deliver the Annual Review of Competence Progression (ARCP) at the end of the academic year, booking accommodation and ensuring all documentation using personal judgement is compiled.
Book training accommodation to suit training requirements and training numbers, including their Annual Specialty Medical Induction.
Trust Schwartz Rounds:
Book accommodation to sensitively manage Trust Schwartz Rounds to be held at both Gloucestershire Royal Hospital and Cheltenham General Hospital Education Centres.
The Schwartz Round Administrator is a pivotal role, so efficiency is paramount in supporting the Schwartz Round Facilitator, the Clinical Lead and the Steering Group.
The Administrator will ensure proficient communications are disseminated to all Trust Colleagues about forthcoming Rounds, co-ordinate Steering Group Meetings taking and producing accurate minutes, whilst supporting the blended/virtual functionality of all Schwartz Rounds.
The Administrator will also ensure The Point of Care Foundation Feedback documentation is available for each Round, collect feedback and then produce a session feedback report.
SAS (Specialist and Associate Specialist) Support:
Support the SAS Tutor, SAS Advocate and SAS Educationalist here at GHNHSFT working in partnership with the Medical Education Manager and Director of Medical Education.
To be part of a very vibrant and highly important faculty supporting our SAS colleagues here at GHNHSFT.
To provide when required, an accurate and timely administrative and clerical service, supporting face-to-face and virtual SAS Training Events, whilst also being integral to the delivery of the annual SAS Conference which is held at local Gloucestershire external Conference venues.
Assist when required with the booking of appropriate training/teaching accommodation across GHNHSFT, producing registers/documentation/posters and collating feedback, being part of a team, making a difference.
Grand Rounds at Redwood Education Centre, Gloucestershire Royal Hospital:
work with the Grand Round Lead Clinician, to plan the weekly academic year Grand Round programme, for all weekly 1-hr sessions to be held at Redwood Education Centre
Liaise with Pharmaceutical and other Sponsors to support each event
Book appropriate Training Accommodation for each Grand Round at Redwood Education Centre
Produce documentation to support each weekly event invitation/register/feedback sheet/accurate collation of attendances/complete invoice request
Be welcoming to all internal and external colleagues
With support, ensure event is streamed via MS-Teams
Job description
Job responsibilities
Internal Medical Trainees (IMT):
Maintain accurate attendance records/detailed record keeping of both e-attendance and face-to-face IMT Induction and Teaching Sessions, be them Regional or In-House, as this is an integral requirement of this post. Postgraduate Doctors in Training career progression is dependent upon meeting explicit criteria; therefore, the Post-Holder must be diligent in all areas of data collection.
Analyse relevant attendance/feedback data to produce evaluation reports.
Plan/Assist the IMT Tutors to co-ordinate and deliver the Annual Review of Competence Progression (ARCP) at the end of the academic year, booking accommodation and ensuring all documentation using personal judgement is compiled.
Book training accommodation to suit training requirements and training numbers, including their Annual Specialty Medical Induction.
Trust Schwartz Rounds:
Book accommodation to sensitively manage Trust Schwartz Rounds to be held at both Gloucestershire Royal Hospital and Cheltenham General Hospital Education Centres.
The Schwartz Round Administrator is a pivotal role, so efficiency is paramount in supporting the Schwartz Round Facilitator, the Clinical Lead and the Steering Group.
The Administrator will ensure proficient communications are disseminated to all Trust Colleagues about forthcoming Rounds, co-ordinate Steering Group Meetings taking and producing accurate minutes, whilst supporting the blended/virtual functionality of all Schwartz Rounds.
The Administrator will also ensure The Point of Care Foundation Feedback documentation is available for each Round, collect feedback and then produce a session feedback report.
SAS (Specialist and Associate Specialist) Support:
Support the SAS Tutor, SAS Advocate and SAS Educationalist here at GHNHSFT working in partnership with the Medical Education Manager and Director of Medical Education.
To be part of a very vibrant and highly important faculty supporting our SAS colleagues here at GHNHSFT.
To provide when required, an accurate and timely administrative and clerical service, supporting face-to-face and virtual SAS Training Events, whilst also being integral to the delivery of the annual SAS Conference which is held at local Gloucestershire external Conference venues.
Assist when required with the booking of appropriate training/teaching accommodation across GHNHSFT, producing registers/documentation/posters and collating feedback, being part of a team, making a difference.
Grand Rounds at Redwood Education Centre, Gloucestershire Royal Hospital:
work with the Grand Round Lead Clinician, to plan the weekly academic year Grand Round programme, for all weekly 1-hr sessions to be held at Redwood Education Centre
Liaise with Pharmaceutical and other Sponsors to support each event
Book appropriate Training Accommodation for each Grand Round at Redwood Education Centre
Produce documentation to support each weekly event invitation/register/feedback sheet/accurate collation of attendances/complete invoice request
Be welcoming to all internal and external colleagues
With support, ensure event is streamed via MS-Teams
Person Specification
Qualifications
Essential
- Extensive and demonstrable knowledge of the full range of Microsoft Administrative Systems
- Educated to GCSE Grade C or above, in Literacy and Numeracy
Desirable
- NVQ Level 3 in Administration/Keyboard skills qualification
Knowledge & Skills
Essential
- Good communication skills - face-to-face/over the telephone/e-mail
- Computer literate including survey tools
- Able to work independently/part of a team/ability to use own judgement and initiative
- Able to work to strict deadlines whilst maintaining a high standard of accuracy
- Proven organisational skills, exhibiting ability to prioritise
Experience
Essential
- Able to communicate effectively
- Experience of working in an NHS/Healthcare Office environment
- Experience/knowledge/awareness of organising events
- Previous experience of working as part of a team, proactively and effectively managing own workload, to meet conflicting priorities and deadlines
Personal Attributes
Essential
- Be Kind, and Care about yourself, your colleagues and your work-portfolio
- Willingness to learn
- Recognising and embracing your own, and the PGME Team Success
- Respecting everyone and working together
Person Specification
Qualifications
Essential
- Extensive and demonstrable knowledge of the full range of Microsoft Administrative Systems
- Educated to GCSE Grade C or above, in Literacy and Numeracy
Desirable
- NVQ Level 3 in Administration/Keyboard skills qualification
Knowledge & Skills
Essential
- Good communication skills - face-to-face/over the telephone/e-mail
- Computer literate including survey tools
- Able to work independently/part of a team/ability to use own judgement and initiative
- Able to work to strict deadlines whilst maintaining a high standard of accuracy
- Proven organisational skills, exhibiting ability to prioritise
Experience
Essential
- Able to communicate effectively
- Experience of working in an NHS/Healthcare Office environment
- Experience/knowledge/awareness of organising events
- Previous experience of working as part of a team, proactively and effectively managing own workload, to meet conflicting priorities and deadlines
Personal Attributes
Essential
- Be Kind, and Care about yourself, your colleagues and your work-portfolio
- Willingness to learn
- Recognising and embracing your own, and the PGME Team Success
- Respecting everyone and working together
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.
