Medical Training Coordinator

4 weeks ago

Dartford, Kent, United Kingdom Dartford and Gravesham NHS Trust Full time

Position Overview

The Dartford and Gravesham NHS Trust is seeking a dedicated Medical Training Coordinator to join our Medical Education Office. This role presents a unique opportunity for an organized professional to facilitate the educational experiences of both Undergraduate and Postgraduate medical practitioners, ensuring their successful integration into our training programs. The successful candidate will be an integral part of a vibrant and collaborative team, playing a crucial role in delivering a high-quality medical education service that aligns with the standards set by the Trust and regulatory bodies.

Key Responsibilities

The Medical Training Coordinator will oversee the daily administrative functions, coordination, and organization of processes that support the education of medical students, trainees, and senior educators involved in the training programs.

  • Coordinate educational sessions and workshops; liaise with guest speakers, arrange venues, and manage audiovisual requirements.
  • Organize meetings; secure meeting spaces, prepare necessary documentation, including presentations, record minutes, and ensure follow-up on action items.
  • Maintain and update spreadsheets for tracking purposes.
  • Assist medical students and trainees with curriculum requirements and the utilization of electronic portfolio systems.
  • Provide pastoral care to trainees and students, with guidance from the Medical Education Manager as needed.
  • Foster and maintain positive working relationships with Consultant Leads and Supervisors.
  • Collaborate effectively within a team environment.

Candidates should demonstrate proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, alongside strong written and verbal communication skills. The ability to work efficiently under pressure with minimal supervision while maintaining meticulous attention to detail is essential.

About Our Organization

We are committed to fostering an inclusive and diverse workforce. Our goal is to employ individuals who reflect the communities we serve, creating an environment where everyone can thrive. We welcome applications from candidates of varied backgrounds, perspectives, and experiences to enhance our Trust's diversity and make it an exceptional place to work. We celebrate diverse thoughts, viewpoints, and ideas that enable us to tackle challenges and explore new opportunities.

As part of our commitment to safety, we encourage all staff to be vaccinated against COVID-19 and receive annual flu vaccinations to protect the health and safety of our patients and colleagues.

Job Duties

General Administration

  • Provide administrative support to College Tutors and Training Programme Directors regarding the execution of Specialty Training within the Trust.
  • Attend Local Faculty Group Meetings and document minutes, ensuring all Specialty Training-related action points are addressed.
  • Coordinate representation by medical and non-medical personnel for Specialty School activities, including recruitment and assessment panels.

Reporting

  • Maintain records of non-statutory leave for Specialty Trainees and report to the Medical Education Manager.
  • Keep confidential records of Trainees requiring additional support.
  • Respond to data requests from Health Education England.

Rotations and Supervision

  • Collaborate with College Tutors on the allocation and placement of Specialty Trainees.
  • Ensure all Educational and Clinical Supervisors are informed of trainee allocations at the start of each training year.

E-Portfolio and Assessment

  • Develop expertise in e-Portfolios, managing data entry and reporting for medical trainees.
  • Support the organization of teaching programs for Postgraduate Doctors and students.

Communication and Data Management

  • Handle day-to-day inquiries regarding Specialty Training, including curriculum delivery and assessment.
  • Establish effective communication channels with Specialty Training Programme Directors and Educational Supervisors to ensure smooth information flow.
  • Represent the Trust at internal and external meetings related to Specialty Training.
  • Assist in promoting the Trust to Medical Students and Postgraduate Doctors.
  • Provide guidance on the study leave process.

Induction Coordination

  • Oversee the publication of induction materials for Specialty Trainees.
  • Coordinate departmental inductions to meet clinical governance standards.
  • Track attendance at Trust and Departmental Induction sessions.
  • Organize induction for Medical Students at the start of their placements.

Undergraduate Placements

  • Collaborate with the Director of Undergraduate Medical Education and other stakeholders to ensure effective medical student placements.
  • Notify relevant Trust departments of upcoming student placements and arrange accommodations as necessary.

Person Specification

Education and Training

  • Educated to Diploma level or possess equivalent qualifications or experience.

Knowledge & Experience

  • In-depth understanding of Postgraduate Education administration and Specialty Training processes.
  • Proficient in electronic communications, including social media and website management.
  • Experience in database management and reporting.
  • Ability to manage large projects, ensuring timely completion and adherence to deadlines.
  • Proficient in Microsoft Office applications.

Experience

  • Extensive experience in administrative and secretarial roles.
  • Experience providing pastoral support.
  • Ability to prioritize and organize workload effectively.

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