PGMC Administrator

Job summary

Post Graduate & Undergraduate Administrator

Are you a flexible and focused person?

Would you like to be involved in the education of tomorrow's doctors?

Do you have excellent administrative skills? If so, we are looking for someone who has experience in supporting education / training to join our team.

The aim of the Undergraduate and Post Graduate Administrator role is to provide administrative support for the teaching of medical students, junior doctors and International medical graduates on placement within Croydon HealthCare NHS Trust.

The role will involve supporting both Undergraduate and Postgraduate education centres at Croydon University Hospital. The role will offer an opportunity to further develop your administrative skills and knowledge.

If you have the skills, enthusiasm, and motivation to succeed then we can offer you an excellent supportive working environment with significant development opportunities.

You need to be able to demonstrate; strong interpersonal, communication and IT skills, be organised and possess a solution focused attitude. Be highly experienced and proficient in the use of Microsoft packages especially Excel and Word.

As a team player, you will be able to prioritise your work in order to meet deadlines and have a customer-focused approach. Previous experience of working in the NHS or Education is desirable but not essential, as full support will be provided

Main duties of the job

To support the education clinical Education leads to produce curriculum mapped teaching timetables and update them as and when required. To act as a point of contact for Kings College London (KCL) and St Georges' university London (SGUL) medical students and the education teaching team, while on-site, To communicate information to Kings College London (KCL) and St Georges' university London (SGUL) medical students and the wider education teaching team, while on-site, To assist, UGME with the dissemination of information from KCL &SGUL to required timescales. To assist with the postgraduate doctors & undergraduate medical student Induction programmes, tutorials, OSCE's and education meetings where necessary. To assist in the provision of a quality administrative service to the Medical & Undergraduate Education team. To assist with the preparation of student timetables, student handbooks and all other course literature and teaching programmes. To include photocopying and collation of all course materials. To assist Foundation Doctors with HORUS portfolio and managed mandatory teaching session when required.

About us

Croydon Health Services provides integrated NHS services to care for people at home, in schools, and health clinics across the borough as well as at Croydon University Hospital and Purley War Memorial Hospital.

CUH provides more than 100 specialist services and is home to the borough's only Emergency Department and 24/7 maternity services, including a labour ward, midwifery-led birth centre and the Crocus home birthing team.

Purley War Memorial Hospital (PWMH) in the south of the borough offers outpatient care, including diagnostic services, physiotherapy and ophthalmology services run by Moorfields Eye Hospital, alongside an onsite GP surgery.

Our experienced district nursing teams, Allied Health Professionals and community matrons look after for people of all ages across Croydon and our Children's Hospital at Home cares for children with long-term conditions without them having to come to hospital.

We are a very close-knit and friendly organisation where every one of our 3600 members of staff is valued. We strongly believe that our employees are our greatest asset.

Job description

Job responsibilities

To advise Clinical teachers, medical students and trainee doctors of changes to their timetables in a timely manner, ensuring they are made aware of these. To problem solve, IT equipment within both the Postgraduate & undergraduate Centres. Make autonomous decisions implement agreed contingency plans when necessary and respond to student needs to ensure a quality student attachment experience. To seek advice and escalate issues where appropriate to the senior clinical team and medical education manager in timely fashion To assist with the student and postgraduate doctors feedback process including data entry, collation of relevant paperwork surveys and dissemination of reports. To organise and assist with student inductions, sign off sessions, OSCEs, clinical workshops, centre meetings and faculty development. To assist with the provision of information to Universities and undergraduate speciality leads for students to required timescales. To record all medical student absences/lateness/issues reported by locality teaching teams and feedback to appropriate education provider. To prepare teaching sign in links on event bright and create QR code to evaluate teaching day to day. To process documentation relating to all student assessments and the provision of data to the appropriate education provider. Ensure effective communication is maintained between PGMC and UGMC. To assist the undergraduate sub-dean in the organisation and coordination of peer teaching observations. To assist with the organisation of the Faculty Development events for undergraduate and post graduate teaching faculty. To order and maintain stationary supplies for the Undergraduate & Post graduate Education Office, using the SBS (Oracle) system. To raise purchase orders and receipt items for equipment and supplies using SBS (Oracle) system. To generate network login and SMART card tickets prior to students joining the trust. To participate and contribute to the admin team meetings and provide regular update. To attend and provide minute taking support at undergraduate & postgraduate education meetings as required. To administer the process of providing students and junior doctors with smart cards and essential training in order for them to access to electronic patient records. To provide cross cover for the Post graduate and undergraduate education office when necessary. To assist in the planning and implementation of quality assurance visits from key stakeholders. To help ensure that electronic media , webpages and University platforms are maintained and current. To attend KCL & SGUL administrator meeting raise profile of undergraduate medical education and build relationships with wider team. To assist with site management of bookwise booking system in the PGMC & UGMC centres, including welcoming all visitors and providing customer focus service. Participate in Health & Safety checks, and fault reporting. To provide cross cover for PGMC, UGME and wider medical education team as and when necessary. When necessary.

To undertake any other tasks as is reasonably requested by the Medical Education Manager Education Lead for both Postgraduate & Undergraduate centre and senior adminstratative

Person Specification

face to Face Interviews

Essential

GCSE or higher grade, Excellent Keyboard skills, minimum RSA 2 or equivalent. o NVQ level 3 in Business and Administration or equivalent experience o High level work experience in an admin capacity, Evidence of delivering excellent customer service systems; Word, Excel, PowerPoint, Outlook and Experience of using MS Teams, ZOOM or equivalent

Desirable

IT / Secretarial Qualification, ECDL or equivalent Understanding of the changes to medical education for junior doctors, dentists and undergraduate medical students Experience of working within a healthcare setting

Face to Face Interviews

Essential

Ability to take minutes of meeting. o Excellent communication skills; both written and verbal. oAbility to use own initiative and priorities tasks

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