Job summary
An exciting opportunity has arisen for a Medical Education Administrator to work within the Medical Education Team to help deliver a high-quality local education service to resident doctors in training, who are based in Derby and Chesterfield. We are a small, motivated and supportive team covering the whole of the county. We work closely with the Director of Medical Education and Deputy Directors of Medical Education to provide education support to all resident doctors within the Trust.
Main duties of the job
We are looking for a motivated individual who can demonstrate organisational skills, initiative and who is able to prioritise workload to ensure timescales/targets are achieved.
You will have excellent communication and interpersonal skills and will be able to liaise with staff at a variety of levels throughout the Trust.
You must be able to work on your own initiative and with minimal supervision.
You must have experience of effective and efficient coordination, recording and reporting of meetings.
This post would be ideal for a person who is interested in education, training and development.
About us
Benefits include:
o Commitment to flexible working where this is possible
o 27 days annual annual leave/year plus bank holidays, increasing to 29 days after 5 years and 33 days after 10 years
o Yearly appraisal and commitment to ongoing training
o Generous NHS pension scheme
o Good maternity, paternity and adoption benefits
o Health service discounts and online benefits
o Incremental pay progression
o Free confidential employee assistance programme 24/7
o Access to our LGBT+ network, BAME Network and Christian Network
o Health and wellbeing opportunities
o Structured learning and development opportunities
Job description
Job responsibilities
- Keep accurate attendance records, analyse the data and prepare attendance reports on a four-monthly basis.
- Provide comprehensive administrative support to all within the ME infrastructure i.e. Associate Tutors, Educational Supervisors, ensuring provision of work is to a high standard of accuracy and presentation.
- To coordinate and provide regular communication with all Clinical and Educational Supervisors within the Trust regarding regular trainee reviews, feedback, attendance, induction, etc.
- To manage the new starter induction programme for resident doctors which includes responsibility for liaising directly with various internal departments within the Trust including Learning and Development, for all required mandatory training, Mental Health Act Office, Safeguarding leads, IT Department and HR.
- Working with the Deputy Directors of Medical Education on resident doctor training / event projects where required. Responsibility of organisation & acting as a point of contact for bookings, liaising with course facilitators & providing support during the day (EPIFFANY, Mock CASC Exams, ECG / Physical Simulation, Annual Poster Competition / Trainee Awards).
Administration of and updates to the GMC Recognition of Trainers database for Derbyshire Healthcare on behalf of the Medical Education Manager.
Administration of resident doctor feedback processes and collating of same when required.
To provide administration and liaison regarding regular NHS East Midlands Quality Visits.
- Ensure resident doctor files are maintained and archived appropriately.
- Regular minute-taking as required by Deputy Directors of Medical Education, Deputy DME Reviews, Trust Medical Training Committee, Resident Doctors Forum, any internal performance meetings or other with regard to resident doctors.
- To process / record annual, study leave and resolve any queries relating to these.
- To be involved in evaluating and improving existing information storage systems.
- To undertake small scale research/audit projects into service improvement with a view to practical application.
- To compile and maintain the weekly Academic Programme, including liaison with presenters from a wide range of backgrounds internal to and external of the Trust on behalf of the Deputy DMEs.
- Maintaining Academic Meeting attendance database & issuing evidence of attendance when requested for CPD / Portfolio.
Compile and disseminate Mandatory Training records to resident doctors supervisors.
Maintenance of the Resident Doctors Handbook / Resident Doctors App / Resident Doctors placement drive, updating and requesting new information where appropriate
- To facilitate IT and e-learning access for all new resident doctors prior to induction, providing e-leaning guided support at and following induction.
- To exchange sensitive as well as complex verbal and written information in regard to issues pertinent to resident doctors in training. These are within tight timescales set by NHS England to meet resident doctor Codes of Practice in respect of their revised 2016 contract.
- To support Medical Education Manager in arranging several CPD events throughout the year for Consultants, SAS doctors.
- To take part in project management meetings within the department.
- Postholder may be asked to work flexibly to meet the demands of the service.
Job description
Job responsibilities
- Keep accurate attendance records, analyse the data and prepare attendance reports on a four-monthly basis.
- Provide comprehensive administrative support to all within the ME infrastructure i.e. Associate Tutors, Educational Supervisors, ensuring provision of work is to a high standard of accuracy and presentation.
- To coordinate and provide regular communication with all Clinical and Educational Supervisors within the Trust regarding regular trainee reviews, feedback, attendance, induction, etc.
- To manage the new starter induction programme for resident doctors which includes responsibility for liaising directly with various internal departments within the Trust including Learning and Development, for all required mandatory training, Mental Health Act Office, Safeguarding leads, IT Department and HR.
- Working with the Deputy Directors of Medical Education on resident doctor training / event projects where required. Responsibility of organisation & acting as a point of contact for bookings, liaising with course facilitators & providing support during the day (EPIFFANY, Mock CASC Exams, ECG / Physical Simulation, Annual Poster Competition / Trainee Awards).
Administration of and updates to the GMC Recognition of Trainers database for Derbyshire Healthcare on behalf of the Medical Education Manager.
Administration of resident doctor feedback processes and collating of same when required.
To provide administration and liaison regarding regular NHS East Midlands Quality Visits.
- Ensure resident doctor files are maintained and archived appropriately.
- Regular minute-taking as required by Deputy Directors of Medical Education, Deputy DME Reviews, Trust Medical Training Committee, Resident Doctors Forum, any internal performance meetings or other with regard to resident doctors.
- To process / record annual, study leave and resolve any queries relating to these.
- To be involved in evaluating and improving existing information storage systems.
- To undertake small scale research/audit projects into service improvement with a view to practical application.
- To compile and maintain the weekly Academic Programme, including liaison with presenters from a wide range of backgrounds internal to and external of the Trust on behalf of the Deputy DMEs.
- Maintaining Academic Meeting attendance database & issuing evidence of attendance when requested for CPD / Portfolio.
Compile and disseminate Mandatory Training records to resident doctors supervisors.
Maintenance of the Resident Doctors Handbook / Resident Doctors App / Resident Doctors placement drive, updating and requesting new information where appropriate
- To facilitate IT and e-learning access for all new resident doctors prior to induction, providing e-leaning guided support at and following induction.
- To exchange sensitive as well as complex verbal and written information in regard to issues pertinent to resident doctors in training. These are within tight timescales set by NHS England to meet resident doctor Codes of Practice in respect of their revised 2016 contract.
- To support Medical Education Manager in arranging several CPD events throughout the year for Consultants, SAS doctors.
- To take part in project management meetings within the department.
- Postholder may be asked to work flexibly to meet the demands of the service.
Person Specification
Qualifications
Essential
- GCSE English & Maths
- RSA Level II Typewriting/Word Processing or equivalent
- Nationally recognised qualification in Business Administration or IT, eg NVQ L3 or equivalent
Experience
Essential
- Experience and knowledge of using a variety of software programmes, including Microsoft Word, Excel, PowerPoint
Desirable
- Experience in administration
Skills
Essential
- Excellent organisational and communication skills
Person Specification
Qualifications
Essential
- GCSE English & Maths
- RSA Level II Typewriting/Word Processing or equivalent
- Nationally recognised qualification in Business Administration or IT, eg NVQ L3 or equivalent
Experience
Essential
- Experience and knowledge of using a variety of software programmes, including Microsoft Word, Excel, PowerPoint
Desirable
- Experience in administration
Skills
Essential
- Excellent organisational and communication skills
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).
