Job summary
Background
Bexley GP VTS
(Vocational Training Scheme) is a dynamic and supportive training programme
for General Practitioners, proudly serving South East London. With a focus on
excellence in education and trainee development, we foster a welcoming
environment for aspiring GPs. We are seeking a proactive and detail-oriented
administrator to join our team. This role is vital in supporting our
programme directors and ensuring the high quality delivery of all aspects of
GP training.
Job summary
To provide comprehensive
administrative support to the Bexley GP Training Scheme (VTS). This role
ensures smooth day-to-day operation of all administrative processes related
to the VTS, supporting trainees, educators and the Programme Directors.
Main duties of the job
Trainee and Educator Onboarding:
- Prepare and distribute welcome materials, including handbooks and letters.
- Ensure trainee-supervisor match accuracy and input trainer details into templates.
- Cross-reference placements and schedules for accuracy.
Communication and Information Management:
- Act as a point of contact for VTS-related queries.
- Maintain and update the VTS contact directory.
- Circulate key updates, training opportunities, and events to trainees and educators.
About us
South East
London Workforce Development Hub Information:
The SEL
Workforce Development Hub is the training hub for South East London working
collaboratively with the six borough hubs to provide training, education and
other support to Primary Care. We support over 200 practices and 36 PCNs.
Organisational
Values / Objectives:
SEL
Workforce Development Hubs goals are to support primary care to bethe
best place to work and the best place to learn. We work with practices and
PCNs to develop new ways of working to support their priorities, their staffs
priorities, and their patients priorities.
SEL WDH
aims to make primary care a better place to work by working collaboratively
with partner organisations across the health and social care economy to ensure
that we strengthen the following six priority areas:
Access
Morale
Business
Management
Long
Term Condition Management
Contract
Support
Training
& Education
South East
London is a diverse place to live and we believe that for primary care to truly
represent our population then we needa
workplace culture that truly reflects this. We particularly encourage
applications from candidates who are likely to be underrepresented in the SEL
WDH workforce.These include people from Black, Asian and minority ethnic
backgrounds, disabled people and LGBTQIA+ people.
Job description
Job responsibilities
Event Support:
- Coordinate logistics for VTS teaching days, including room bookings, technology setup, and refreshments. Attend sessions as required by Programme Directors to support the smooth running of educational sessions.
- Manage RSVPs and attendance lists for events and training.
- Liaising with guest speakers and ensuring they are adequately prepared to attend the sessions.
- Prepare and disseminate agendas, minutes, and action plans for meetings.
- Support Away Day event planning, including venue booking, refreshments, recording attendance, and analysing survey feedback. Attendance may be required as directed by Programme Directors.
Data and Record Management:
- Maintain accurate trainee records, including assessments, attendance, and progress reports.
- Compile and analyse feedback from surveys and evaluations.
- Ensure compliance with GDPR and confidentiality protocols.
Administrative Operations:
- Manage annual VTS calendars for training and away days.
- Prepare, edit, and format documents as required.
- Attend and contribute to meetings as required.
Process Improvement:
- Identify opportunities to streamline administrative processes.
- Assist in the development of templates and guides for standardized operations.
Attend relevant training sessions to enhance skills and knowledge
Job description
Job responsibilities
Event Support:
- Coordinate logistics for VTS teaching days, including room bookings, technology setup, and refreshments. Attend sessions as required by Programme Directors to support the smooth running of educational sessions.
- Manage RSVPs and attendance lists for events and training.
- Liaising with guest speakers and ensuring they are adequately prepared to attend the sessions.
- Prepare and disseminate agendas, minutes, and action plans for meetings.
- Support Away Day event planning, including venue booking, refreshments, recording attendance, and analysing survey feedback. Attendance may be required as directed by Programme Directors.
Data and Record Management:
- Maintain accurate trainee records, including assessments, attendance, and progress reports.
- Compile and analyse feedback from surveys and evaluations.
- Ensure compliance with GDPR and confidentiality protocols.
Administrative Operations:
- Manage annual VTS calendars for training and away days.
- Prepare, edit, and format documents as required.
- Attend and contribute to meetings as required.
Process Improvement:
- Identify opportunities to streamline administrative processes.
- Assist in the development of templates and guides for standardized operations.
Attend relevant training sessions to enhance skills and knowledge
Person Specification
Experience
Essential
- Administrative experience in a busy setting
Skills & Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong organisational skills
- Excellent oral and written communication skills
- Self-motivator and able to work autonomously within role boundaries
- Ability to prioritise and multi-task
- Flexible and able to adapt to changing priorities
- Ability to travel as needed to events and training sessions
Desirable
- Familiarity with NHS systems and processes
- Experience with advanced Microsoft Office applications
- Knowledge of GPDR and confidentiality
- Valid UK driving license
Qualifications
Essential
- 1.GCSE grade C or above (or equivalent) in English and Maths
Person Specification
Experience
Essential
- Administrative experience in a busy setting
Skills & Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong organisational skills
- Excellent oral and written communication skills
- Self-motivator and able to work autonomously within role boundaries
- Ability to prioritise and multi-task
- Flexible and able to adapt to changing priorities
- Ability to travel as needed to events and training sessions
Desirable
- Familiarity with NHS systems and processes
- Experience with advanced Microsoft Office applications
- Knowledge of GPDR and confidentiality
- Valid UK driving license
Qualifications
Essential
- 1.GCSE grade C or above (or equivalent) in English and Maths
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.
