Job summary
The department of Post-Graduate Medical Education (PGME) is committed to supporting the education and development of Resident Doctors, Staff Grade and Associate Specialists (SAS) as well as Consultants throughout their career. We also welcome Three Counties Medical School (TCMS) for Undergraduate Medical Education.
We strive to ensure all Doctors and TCMS Medical Students at Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT) receive a high-quality induction to the Trust, alongside experiencing good Educational and Clinical supervision, which promotes and facilitates good quality education and practice, within a safe environment.
Expected Interview date: 29/09/2025
Main duties of the job
The TCMS Administrator will contribute to the provision of a meticulous, comprehensive and effective Administrative Service supporting the TCMS Undergraduate Medical Students on placement at GHNHSFT. They will support links between TCMS, GHNHSFT, Specialties and Medical Students, in relation to placements, timetables, allocations and assessments, whilst also maintaining accurate Medical Student Records to be shared with TCMS.
With also supporting the wider administrative functions, supporting Medical Students with welfare, day-to-day issues, Induction activities, and ordering supplies, working alongside the TCMS Team at GHNHSFT - the Co-Ordinator and the Educational Site Director, supporting TCMS Students is very much a team-effort.
The post holder, will work collaboratively alongside all PGME Colleagues, embracing all opportunities to join PGME Teaching/Activities/Training and Educational Events. The TCMS Administrator will also support the weekly afternoon Foundation Teaching Sessions with organization and setting up the Teaching Rooms, whilst providing assistance to the wider PGME Team when and where required.
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
TCMS
- Compile and maintain comprehensive student and placement records to facilitate a successful experience for our TCMS Students.
- Assist in maintaining up to date records of Placements for TCMS Students at GHNHSFT and within the Community working with Gloucestershire Health and Care (GHC.)
- Liaise with Trust Internal Teams to organise the delivery of mandatory, curriculum-based teaching.
- Set up teaching rooms/training venues, including moving of table and chairs whilst adhering to Manual Handling procedures.
- With support from the PGME Team, record and upload Teaching Sessions.
- Liaise with the TCMS Coordinator to ensure the accuracy of TCMS data and scheduling of all teaching sessions
- Act as point of contact for TCMS Medical Students regarding placement information, induction, and timetabling.
- Respond to TCMS Student enquiries promptly and professionally, be this personal or curriculum based.
- Support the planning and delivery of TCMS Induction days and educational events.
- Prepare and distribute the bespoke TCMS Welcome Packs, ID badges, Parking Permits and Access requirements for incoming students.
- Support the TCMS team in general administrative duties including filing, photocopying and minute taking.
- Coordinate room bookings for teaching sessions along with supporting any AV equipment that may be required.
- Manage the dissemination of Evaluation Forms and Feedback Data for placements/teaching sessions are collected and reported.
- Produce and circulate the TCMS Certificates of Commendation and Attendance.
- In liaison with TCMS and on behalf of GHNHSFT, support all logistics for the annual Medical Student OSCE examinations, mindful these examinations conform to and are conducted in line with TCMS Regulations.
- To assist in the day-to-day running of the office, teaching rooms, ensuring the Training Rooms and equipment is tidy and in working order.
- To establish and maintain good working relationships and effective communications with Trust Departments and all Stakeholders involved with TCMS.
- To undertake any further Undergraduate Medical Education Office administration tasks as requested by the PGME Team, commensurate with Band
Post-Graduate Medical Education (PGME)
- To work collaboratively with the PGME Team in developing effective working relationships.
- Supporting and providing administrative support where required to the PGME Team.
- The Post Holder to have a general duty of care for their own health, safety and well-being and that of work colleagues along with TCMS Students.
- The TCMS Administrator whilst based at Sandford Education Centre, Cheltenham General Hospital but will be expected to also work at Redwood Education Centre, Gloucestershire Royal Hospital; also occasionally visiting TCMS in Worcester; the complimentary Trust 99-Bus Service is available to all Trust Staff between sites, and for TCMS in Worcester, transport will be provided.
Job description
Job responsibilities
TCMS
- Compile and maintain comprehensive student and placement records to facilitate a successful experience for our TCMS Students.
- Assist in maintaining up to date records of Placements for TCMS Students at GHNHSFT and within the Community working with Gloucestershire Health and Care (GHC.)
- Liaise with Trust Internal Teams to organise the delivery of mandatory, curriculum-based teaching.
- Set up teaching rooms/training venues, including moving of table and chairs whilst adhering to Manual Handling procedures.
- With support from the PGME Team, record and upload Teaching Sessions.
- Liaise with the TCMS Coordinator to ensure the accuracy of TCMS data and scheduling of all teaching sessions
- Act as point of contact for TCMS Medical Students regarding placement information, induction, and timetabling.
- Respond to TCMS Student enquiries promptly and professionally, be this personal or curriculum based.
- Support the planning and delivery of TCMS Induction days and educational events.
- Prepare and distribute the bespoke TCMS Welcome Packs, ID badges, Parking Permits and Access requirements for incoming students.
- Support the TCMS team in general administrative duties including filing, photocopying and minute taking.
- Coordinate room bookings for teaching sessions along with supporting any AV equipment that may be required.
- Manage the dissemination of Evaluation Forms and Feedback Data for placements/teaching sessions are collected and reported.
- Produce and circulate the TCMS Certificates of Commendation and Attendance.
- In liaison with TCMS and on behalf of GHNHSFT, support all logistics for the annual Medical Student OSCE examinations, mindful these examinations conform to and are conducted in line with TCMS Regulations.
- To assist in the day-to-day running of the office, teaching rooms, ensuring the Training Rooms and equipment is tidy and in working order.
- To establish and maintain good working relationships and effective communications with Trust Departments and all Stakeholders involved with TCMS.
- To undertake any further Undergraduate Medical Education Office administration tasks as requested by the PGME Team, commensurate with Band
Post-Graduate Medical Education (PGME)
- To work collaboratively with the PGME Team in developing effective working relationships.
- Supporting and providing administrative support where required to the PGME Team.
- The Post Holder to have a general duty of care for their own health, safety and well-being and that of work colleagues along with TCMS Students.
- The TCMS Administrator whilst based at Sandford Education Centre, Cheltenham General Hospital but will be expected to also work at Redwood Education Centre, Gloucestershire Royal Hospital; also occasionally visiting TCMS in Worcester; the complimentary Trust 99-Bus Service is available to all Trust Staff between sites, and for TCMS in Worcester, transport will be provided.
Person Specification
Qualifications & Training
Essential
- Knowledge of the range of Microsoft Administrative Systems
- Educated to GCSE Grade C or above, in Literacy and Numeracy
- Appropriate experience in an administration role
Knowledge & Skills
Essential
- Attention to detail and good levels accuracy
- Demonstrate Compassion, Empathy, and Professionalism
Desirable
- Customer Service experience
- Worked in a Academic/NHS setting
Experience
Essential
- Excellent communication skills written and verbal with people at all levels
- 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
- Understanding of cultural differences and needs
- Positive and flexible approach to work
- Able to work autonomously and as part of a team
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 & Training
Essential
- Knowledge of the range of Microsoft Administrative Systems
- Educated to GCSE Grade C or above, in Literacy and Numeracy
- Appropriate experience in an administration role
Knowledge & Skills
Essential
- Attention to detail and good levels accuracy
- Demonstrate Compassion, Empathy, and Professionalism
Desirable
- Customer Service experience
- Worked in a Academic/NHS setting
Experience
Essential
- Excellent communication skills written and verbal with people at all levels
- 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
- Understanding of cultural differences and needs
- Positive and flexible approach to work
- Able to work autonomously and as part of a team
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.
