Projects and Education Facilitator

Job description

Job responsibilities

Project Management

Provide project management support for training leads on site, pertaining to research and other training projects, to include development and monitoring of project plans and risk registers.

Provide administrative support to clinical leads to assist in the management of training and research projects.

Secretarial Support

To offer secretarial support to the weekly management meeting, including organising meeting agendas, taking minutes of meetings, chasing actions, typing all other correspondence.

Responsibility for producing reports on behalf of the management team for presentation at site meeting, to aid discussion and support timely decision making e.g., tracking of ARRS plans and spend, presentation of budget and Qof position.

Training and Education

Liaise with Director of People/Learning and Development Manager to keep up to date with any changes to statutory, mandatory and recommended training requirements for all practice-based roles.

Working with the Director of People and the Invicta Health Learning Team you will develop an understanding of the further training and development required for the practice staff to develop the onsite clinical model and investigate where to source any required training activities, ensuring that training is cost effective and training suppliers are quality checked. This understanding to be shared with the practices across IH to support identification of collective opportunities.

Monitor education budget for trainees, working closely with accounts team to ensure that invoices are raised in a timely manner, supporting any accounts queries.

Support the CEF clinical role in the organisation and delivery of training sessions for practice staff.

Maintain log of all students in practice dates and programmes.

Coordinating of placements and educational processes.

Timetabling and induction of educators and learners e.g GP registrars, nursing students, paramedic students, trainee nurse associates and physician associates.

Monitor and evaluate GP and other clinical trainee feedback, to support GP trainers to identify further CPD opportunities.

Meeting support for clinical placements, to include set up of initial placement meeting with trainees, taking minutes and disseminating information as appropriate.

Liaise with EK Training Hub regarding Place Based Learning.

PLT

Organise PLT events and other training events for both clinical and non-clinical staff, organise venues and catering as needed.

Support Education Leads when organising PLT events for all staff, source and book external speakers and venue when needed.

KMMS

Provide administrative support to KMMS Lead Educator and GP Trainers regarding KMMS students.

Liaise with KMMS regarding all aspects relating to medical students and their placements.

Provide administrative support to KMMS Students, organise rotas, timetables and schedules.

Liaising with other service providers to timetable and coordinate external placements, including coordinating with external practices for timetable availability where necessary.

When students are in practice and as part of the quality assurance process, monitor and supervise medical students from a non-clinical perspective, tracking attendance and time keeping, ensuring any incident forms are submitted to the medical school as necessary. Act as main point of contact during placements. Recognising any issues during placements and escalating via KMMS alert form where necessary.

Post placement - organising required paperwork for practice and KMMS.

Track the financial costs for each aspect of the students placement, liaising with the finance team to ensure POs and invoices are raised and are accurate and submitted in a timely manner.

Liaise with students prior to placements as to any special requirements e.g., private space for prayer, adjustments required for physical needs.

GPRs

Organise and facilitate placements for GPRs throughout the year. Liaising with the clinical teams to timetable and induct registrars.

Manage GPR placement rota and liaise with trainers and EKHUFT regarding availability for placements.

Ensure supervision requirements are in place throughout placements and liaise with clinicians to provide cover when trainer on leave.

Record GPR leave and sickness complete monthly GPR absence reports and return to EKHUFT.

Liaise with finance team to ensure GP trainer claims are submitted in a timely manner.

Paramedics

Liaise with trainer regarding student requirements.

Arrange supervision and cover when trainer on annual leave.

Complete any paperwork required with relation to student.

Ensure any financial claims are forwarded to finance when necessary.

Nursing Students

Liaise with Universitys regarding nursing student placements.

Coordinate approved placements with the nursing team.

Forward details of student names and placement dates to finance for claim purposes.

Physician Associate Students

Coordinate approved placements with the practice team.

Liaise with GP supervisor and arrange supervision when trainer on leave.

Forward details of student names and placement dates to finance for claim purposes.

CEF

Undertake the role of Community Education Facilitation (CEF) administrator role.

Work with CEF Leads to create and update annual training reports as required by the EK Training Hub.

Keep a detailed record of Training budget and spend, provide annual reports when needed.

Arrange and monitor clinical training for local PCN in liaison with the CEF Lead, ensuring records of training are accurate and kept up to date.

Manage the CEF budgets, liaise with finance to process invoices, payments, and record costings for individual staff, ensuring to monitor budgets and raise any issues of concerns with the CEF lead.

Complete the National CPD return in relation to the local PCN staff.

Person Specification

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy
• Level 3 CIPD Learning & Development

Experience

Essential

• Experience of working with Microsoft packages including, word, excel and power point
• Experience of coordinating and facilitating training
• Experience of budget management

Desirable

• Experience and knowledge of supervising medical student placements

Employer details

Employer name

Invicta Health CIC

Address

East Cliff Practice

Dumpton Park Drive

Ramsgate

Kent

CT11 8AD

Employer's website

https://invictahealth.co.uk/ (Opens in a new tab)