Job description

Job responsibilities

Foundation

• Assist with the delivery of Foundation Programme training within the Trust ensuring standards are met.
• Organise recruiting speakers, scheduling the programme and liaising with departmental administrators to ensure bookings are made in advance.
• Record teaching attendance on relevant systems.
• Edit recorded teaching sessions and manage the Foundation teaching pages on Elev8.
• Collate and analyse teaching feedback to ensure quality is maintained.
• Send feedback and certificates to speakers
• Assist with booking training including Simulation education and Advanced Life Support.
• Monitor the Foundation Mailbox to ensure queries are responded to promptly.
• Assist with the maintenance of spreadsheets to manage the allocation of Foundation Doctors to posts/rotations.
• Liaise with the London Foundation School for various matters including assisting doctors in difficult circumstances.
• Create and update eportfolio accounts for Foundation doctors.
• Manage the administration of portfolios such as adding rotations, changing supervisors.
• Action queries to assist Foundation doctors with amending their portfolio

Induction sessions for Resident Doctors

• Contribute to development, organisation and delivery of the Trust's Foundation doctor induction programme
• Assist with Resident Doctor induction days, helping organise, register and welcome incoming resident doctors and supporting the PGME team.

General PGME activities

• Assist with the PGME Mailbox to ensure queries are responded to in good time and signposted appropriately.
• Work to improve PGME webpages, both internet and intranet

Study leave and locally delivered courses

• Work under the supervision of the Study Leave Co-ordinator to ensure the study leave processes are correctly provided and regularly updated.
• Accurately record all study expenses payments to ensure reimbursement from NHSE.
• Actively liaise with NHSE to review eligibility of locally delivered courses for funding.
• Submit funding requests for locally delivered courses to NHSE.
• Contribute these records (for study expenses and locally delivered courses) to monthly review of income to the Trust from the Education Contract, to ensure funding is correctly reimbursed to different Trust budgets (£220,000 per annum).
• Ensure that applications for study leave and study leave expenses are authorised prior to sign off and that financial claims are evidenced.

Person Specification

Education Qualifications & Training

Essential

• A level and/or level 3 qualifications
• Degree level or equivalent (NVQ5) or substantial relevant experience

Desirable

• Relevant academic/professional qualifications in administration or related education or business fields

Knowledge & Experience

Essential

• Experience of working in an administrative setting

Skills & Abilities

Essential

• Self-directed ability to work autonomously, prioritise own workload and act on own initiative
• Ability to work as a team player and contribute to development of a department
• Excellent communication and interpersonal skills demonstrating assertiveness and persuasion in dealing with busy medical professionals and senior staff
• Able to work accurately with attention to detail
• Ability to manage hectic, pressurised situations and to adhere to strict deadlines
• Able to recognise problems as they arise and identify issues which should be escalated to other staff
• Able to develop and maintain database systems, in order to ensure accuracy and produce meaningful reports
• Experience of dealing with matters of a sensitive nature in a competent and aware manner
• Experience of drafting/preparing correspondences, including on behalf of or to be sent to senior staff
• Extensive knowledge of and ability to use all Microsoft packages

Desirable

• Confident with ability to present effectively to large groups

Knowledge & Experience

Essential

• Experience of working in NHS medical education & training context
• Experience in the management of database systems and electronic portfolios, ideally those relating to postgraduate medical learners
• Experience of monitoring and reconciliation of budgets
• Evidence of contribution to organising study days/training events

Personal Qualities

Essential

• Demonstrable commitment to ICARE values
• Excellent communication skills both verbally and in writing to a high standard
• Team player who can work flexibly and cooperatively and cope with changing circumstances
• Enthusiastic and proactive problem solver
• Demonstrates initiative & resilience

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Whittington Hospital NHS Trust

Address

Whittington Hospital Trust

Magdala Avenue

London

N19 5NF

United Kingdom

Employer's website

https://www.whittington.nhs.uk/ (Opens in a new tab)