Medical Education Senior Administrator

Job summary

The post holder is responsible for the administration of the Lead Employer training programmes and organisation of quality assurance and improvement for doctors in ensuring that all aspects of the Trust's Medical Education Programmes comply with NHSE requirements and that all assessments and documentation supporting training is produced and organised in a timely manner. The postholder is also required to ensure the timely & successful implementation, application, and reimbursement of Study Leave and Medical Work Experience. The post holder will work with representatives from the Lead Employer and the Trust Human Resources team to plan and co-ordinate the rotation of doctors in training across the Trust and delivery of associated training and education for trainees including Trust and speciality inductions.

Main duties of the job

The Medical Education Senior Administrator will be part of a proactive team delivering effective high-quality education and training programmes for junior doctors in training within the Trust.

The post holder will support the delivery, organisation, and quality assurance of core & speciality training programmes to ensure that thorough and high-quality audit of medical educational activity takes place within the Trust. The post holder will be responsible for the planning and delivery of Trust & Speciality Inductions for junior doctors on placement at the Trust and to ensure the successful implementation and application of study leave for medical staff within the trust, along with administering the Medical Work Experience Programme for local students.

The post holder will support the Head of Medical Education, Library Services & Clinical Skills (HoME) in the development and implementation of medical education programmes, teaching programmes and planning and delivery of induction programmes for:

Core and Speciality Trainees (CT/ST)

General Practice Speciality Trainees (GPST)

Internal Medicine Trainees (IMT)

Medical Work Experience Programmes (MWEP)

The post holder will ensure that the programmes are in line with local and national standards. This will involve working with, and providing advanced administrative support to, the HoME, Programme Leads, Training Programme Directors and other senior members of the Medical Education team.

About us

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

Job description

Job responsibilities

Provide quality assurance to support the delivery, organisation, and audit of specialty training programmes

Provide administrative support to the Head of Medical Education in respect of speciality training programmes and lead employer trainees including (but not limited to) maintaining databases, collating information, and the delivery & evaluation of teaching

Work with Head of Medical Education, Programme Leads, Training Programme Directors and other senior members of the Medical Education team and implement robust systems and processes for assuring the Trusts medical education programmes for CT/ST comply with the requirements of the General Medical Council (GMC), NHS England and Royal Colleges

Assemble & Co-ordinate the GPST out of hours rota, ensuring all participants have had adequate induction before working out of hours

Co-ordinate and evaluate the Trust and specialty induction programmes in July/August, December, February and April ensuring that these comply with deanery and Trust requirements

Be the first point of contact for day-to-day matters relating to Lead Employer trainees postgraduate education within the department, escalating to the HoME when necessary

Provide data and/or reports as required by the HoME for the Trainee Medical Education Committee, preparing action plans and progress reports in a timely manner when required

Be responsible for maintaining records of teaching attendance and escalate any concerns

Support the HoME to coordinate Trust monitoring visits from HEE as required ensuring relevant evidence and data is available

Work collaboratively and co-operatively with the Undergraduate Administration team to streamline current working practices and integrate the postgraduate and undergraduate teams and functions as appropriate

Work collaboratively and co-operatively with the Rota Coordinators to ensure rotational trainee information is shared with relevant departments for service planning

Deal with very sensitive and confidential information and be responsible for escalating matters appropriately

Assist, and provide guidance to, the Clerical Assistant to collectively co-ordinate the on boarding process for Medical Work Experience Programme at the Trust, liaising with external local colleges and internal trust departments to ensure a smooth application process and placement experience for local students

Ensure that efficient office procedures and systems are in place to support audit and quality assurance

Work independently on all aspects of the role, managing own workload whilst recognising when it is appropriate to seek advice or assistance

Work collaboratively with the other members of the department and the Medical Education Manager to maintain an efficient service in the office, especially in times of absence, annual leave and sickness leave and providing assistance in times of particular pressure in any area

Provide timely information to the Head of Medical Education and Library Services, Medical Education Manager and the Director of Medical Education for inclusion in the annual report to the deanery when requested

Establish and maintain effective, accurate and where appropriate, confidential filing system, ensuring files and specific information can be easily retrieved

Ensure the successful implementation, application and reimbursement of study leave for medical staff within the Trust, ensuring that all new Consultants, SAS and Locally Employed doctors are made aware of their study leave entitlements so funding/leave can be accessed equitably

Be the first point of contact for all Study Leave queries with responsibility for the Tracker2 electronic Study Leave system, processing applications and pulling off system reports when required

To maintain own current awareness of NHS issues, local and national health policy

To undertake and participate in Trust-wide initiatives

To identify own training and development needs and undertake appropriate training and education as required

To work in accordance with the corporate objectives

To maintain confidentiality at all times in accordance with the NHS and professional

codes

To undertake any additional duties in accordance with the grade and nature of the post

Attend appropriate regional meetings in relation to specialty training and represent the Trustand Medical Education Department at these events

Develop and maintain close working links with NHSE staff who are involved with specialty training

Contact all new locally employed doctors requesting information so study leave/funding can be equitably accessed

To provide short-term cover for colleagues during periods of leave

Ordering of non-stock items

Ensure effective use of resources within own role

Have devolved responsibility for individual study leave allowances and to ensure that processes and policies are followed in the application & claims of study leave budgets for medical staff

Provide cover for evening and weekend meetings on a rota basis

Person Specification

Qualifications

Essential

GCSE or equivalent level of education NVQ Level 4 in Business Administration or equivalent

Experience

Essential

Previous NHS experience 3 years experience in an administrative role Experience of working independently Experience of team working

Desirable

Experience of working in Medical Education Experience of using presentation/AV equipment Supervisory Experience

Skills

Essential

Ability to multitask and manage own workload, re prioritising regularly to ensure deadlines are met A good level of literacy and numeracy skills and the ability to maintain accuracy to high standards Ability to communicate clearly & confidently both in verbal and written communication to all levels of staff Able to deal with difficult situations Minute taking Organised and methodical with an attention to detail Professional & Friendly Excellent organisational skills Ability to develop administrative systems

Knowledge

Essential

Ability to recognise and resolve routing issues escalating where appropriate Computer literate with a sound working knowledge of Microsoft Office including Excel Ability to manage audio-visual equipment required for educational purposes

Desirable

Knowledge & understanding of doctors in training

Additional

Essential

Ability to change duties at short notice Flexible & reliable Professional approach & appearance Ability to travel locally, regionally & nationally in accordance with the demands of the role

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