St George's University Hospitals NHS Foundation Trust

PGME & Systems Administrator

The closing date is 22 January 2026

Job summary

Epsom and St Helier Postgraduate Medical Centre (PGMC) offers a comprehensive educational programme for doctors in training as well as activities to support the Continuous Professional Development (CPD) of locally employed doctors (LEDs), medicalconsultantsand General Practitioners (GP).

The postholder will be a key member of the team by;

Providing front of house servicesincluding:reception, audio visual support andgeneral supportto conference and events activities;

Supporting the general programmes and events for Postgraduate Medical Education, including Study leave and Induction.

Main duties of the job

The post holder will work as part of the Education teamprovidinga range of administrative support to the PGME teamfor medical inductions,localteachingand mandatory training. The post holder isin a customer facing role asthe key point of contact for all doctors in training postsseekingto access theirallocatedmedical study leavefundingand for general queries relating to their education and training within the Trust. The post-holderisresponsible forensuringaspects of study leave administration are carried outin a timely mannerand to a high standard. The post holder will provide administrative support fora number ofIT systems (includingStudyWise) thatfacilitatethe monitoring ofResidenteducation.The role will also aid inthe facilitation of the Resident doctor Trust Inductions to ensure complete on-boardinginadherence tooureducation contract with NHSE.

About us

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).

After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.

Date posted

08 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£32,199 to £34,876 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

200-NN-7690638-A&C-Z

Job locations

Epsom Hospital

Dorking Road

Epsom

KT18 7EG

Job description

Job responsibilities

Main Duties/Key Results Areas:

Act as main point of contact for enquiries about medical (PGME) study leave, entitlements and applications using Trust systems (i.e.:StudyWise) providing an excellent customer service

Data cleanse,updateand uploadResidentplacements/rotations tomaintainthe study leave database, ensuring data held onResidents,approvers and administrators is correct and up to datethroughout the training year

To interpret the documentary submissions and accurately record this information on to the on-line system (currently Intrepid)

Regularlymonitorstudy leave applications made byResidents totroubleshoot any delays in rota co-ordinator or educational supervisor approvals to avoid delays in reimbursements forResidents.

To process all stages ofstudyleave applicationsin a timely mannerandin accordance withbothNHSE / Shared Services policy and the Trust procedures for reimbursement of expenses.

Liaise with the DMEand PGMDE Managerregardingany policy queries and appeals.

To liaise with other Trusts and external system provider HICOM on discrepancies and system requirements forStudyWise. Attending development meetings on behalf of the trust asrequired

Providetraining whenrequiredto doctors on the use of Leave Manager and attend Inductions to explain the Trusts study leave policy and process.

Produce andmaintainstandard operating procedures and process maps for all aspects of medical study leave forResidents.

General Administrative Duties

To undertake reception / front desk dutiesas scheduled/requiredbetween 07.30 17:00, including opening or closing the centre asrequired

To ensure thattraining rooms are kept tidy, adequatelypreparedand fully equippedin accordance withtraining needs

Provide administrative support to the PGMDE team asrequired

Work with the PGME Administrator tomaintainthe medical induction laptops in working order with functioning connection to the Trustwifi.

Co-ordinateidentifiedmeetings and taking minutes asrequired

Support Foundation & Medical Inductions updating internal databases, creating accounts, sending correspondents, providinghandouts, booking rooms and ordering refreshments

Submittingrequests, processing invoices,chequesand orders using Trust systems within established timescales

UpdateePortfolioregularly and upon request, ensuringResidentinformation isaccurateand up to date

Provide support at educational events and meetings taking place out of hours asrequired

Training Administration

Work collaboratively with theTraining Programme Directors, educationalsupervisorsand clinical supervisors to provideadministrative supportasrequired

Prepare correspondence andtraining materials related to PGME courses, book rooms and liaise withtrainers asrequired

Advertise and market departmental courses

Advise staff on availability/appropriateness oftraining programmes asrequired

Toassistwith the set up and maintenance of hybrid teaching via Teams

Customer Care

Receive,assistand screen visitors/callers courteously

Respond appropriately to customers specific requests for information

Monitor, respond to and resolve enquiries received via the designated mailbox within agreed timescales, escalating any complex queries to PGMDE Manager as appropriate

Process incoming and outgoing telephone callsin a timely manner

Receive and relay oral and written messages promptly and accurately and takeappropriate actionwhenrequired

Contribute to the maintenance and initiation of procedures and systems to ensure an effective delivery of service

Draft business communicationsasrequired

Todemonstrateunderstanding of working with vulnerable children/adults as it applies to the workplace