Job summary
The PGMDE Coordinator will manage and deliver a high quality Medical Induction for doctors in training and non-training doctors.
The post holder will be working with colleagues from across the Trust in overseeing and monitoring the quality and effectiveness of Local Induction. They will also provide administrative support to the GPVTS training scheme.
We are looking for someone with high level customer service, communication and organisational skills to provide support for our training programmes and activities.
The post holder will deputise for the PGMDE Service Manager - DH site, in their absence, as appropriate.
Main duties of the job
Manage, plan, implement, facilitate and deliver the monthly Medical Inductions. Ensure the smooth running of Medical Induction events and make recommendations for and implementchanges. The post holder will be pivotal in ensuring the administration and delivery of Medical induction is of high quality.
Additionally they will:
- Oversee expenditure for Medical Induction events
- Manage and monitor local induction compliance
- Provide short and long term support for PGMDE training programmes and activities, as and when deemed necessary
- Provide administration support for the GP Vocational Training Scheme (GPVTS)
- Deputise for the PGMDE Service Manager - DH site, in their absence, as appropriate
- During quieter periods, support any other work streams within Medical Education
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
Medical Induction
- To oversee the coordination of the Medical Induction, to manage, plan, implement and facilitate all aspects of the monthly Medical Inductions
- Main point of contact for Medical Induction for Denmark Hill site and to work closely with the coordinator at the PRUH site.
- Devise the Induction Programme (including Consultants' Induction programme) and update related induction materials and communications and the standard operating procedures in conjunction with the Medical Education Manager and teams across site.
- Effective communication from the start of the process when inviting doctors & dentists pre-employment to Medical Induction and managing all enquiries from junior doctors throughout the induction process.
- Organise medical induction key speakers and the programme, providing any key welcome updates.
- Liaise with Key Stakeholders including but not exhaustive: Medical Induction Chair, Educational Leads, Medical Staffing, HR, Local Rota Coordinators, Recruitment, Occupational Health, IT Computer Services (passwords), EPIC Team, Resuscitation Team, KCL Library Security regarding relevant issues and arrangements.
- Make appropriate arrangements for booking venues, ensuring all the audio visual equipment is working and ordering hospitality.
- Coordinate the management of e-learning LEAP accounts with the LEAP team for all Doctors and Consultants attending Medical Induction for completion of Statutory and Mandatory online training, prior to attendance at Medical Induction.
- Liaise with medical reps for sponsorship, as required
- Monitoring Statutory and Mandatory online (LEAP) training compliance and reporting as necessary.
- Manage attendance recording of Medical Induction on LEAP for all monthly Medical Inductions and reporting on induction attendance to Divisions. Report DNAs to Divisional leads.
- Collate and report on Medical Induction feedback. Disseminate accordingly for quality improvement purposes.
- Maintain a central database of all junior doctors at Kings on the Denmark Hill site
- Maintain a database of Educational Leads and Department Rota Coordinators
- Manage and monitor administrative systems used for Medical Induction.
- Keep up to date with the recruitment processes, both internally and externally.
- Coordinate the Medical Staffing Coordinator Meetings. Arrange dates take minutes, send invitations and take registration. Book room and arrange refreshments.
- Manage and facilitate regular Medical Induction briefings and debrief meetings with all key stakeholders across the trust.
- Analyse data and make recommendations for improvements, or develop solutions for problems across sites and with the wider team.
- Manage relationships with internal personnel associated with the training of junior doctors including the Royal College Tutors, Divisional/Service Managers, Educational Supervisors, Specialty Leads, Rota Planners and Corporate Services, as is necessary.
- Manage sensitive information and queries/issues relating to Medical Induction in a timely and effective manner to improve situations which impact on Junior Doctors in training.
- Maintain the Medical Induction handbooks and videos and liaise with key stakeholders to update information.
Local (Departmental) Induction
- To advise Divisions on local induction arrangements for Medical & Dental staff on a regular basis.
- Report on local induction compliance on LEAP.
- To ensure that local induction procedures and checklists are in place by local coordinators, and that these are available upon request for auditing purposes.
- To liaise with Specialty local coordinators to ensure Local Induction materials are up-to-date, keeping copies on local drives.
- Reporting to Risk group results of local induction audit highlighting any low compliance and areas for improvement.
GP Vocational Training Scheme
- Provide administration support for the GP Vocational Training Scheme (GPVTS)
- Maintain the GP shared email mailbox answering emails in a timely manner and distributing key information.
- Organise and book weekly teaching venues, organise catering and provide sign in sheets.
- To provide administration and support for protected teaching sessions for all speciality programmes.
- Support trainees and educational supervisors with e-portfolio queries, in a timely manner.
- Assist with the preparation for meetings of the GPVTS Faculty Groups and to keep records of meeting minutes and send out timely reminders.
- To update and keep PGMDE databases and contact lists up to date.
- Arrange meetings as required, ordering hospitality and booking venues.
Other duties during quieter periods
- Support the Service Manager with the PGMDE newsletter
- Co-ordinate Induction and GPVTS content on the Trusts intranet. Liaise with Communications and colleagues to ensure information is current and relevant.
- Provide short and long term support for PGMDE training programmes and activities, as and when deemed necessary
- Additional areas of responsibility will be delegated, by agreement with Senior PGMDE management to the post holder on a project basis
- Deputise for the PGMDE Service Manager DH site, in their absence, as appropriate.
Financial Management
- To oversee expenditure for Medical Induction events.
- Responsible fornegotiating sponsorship with industry representatives for Medical Induction.
- Responsible for identifying areas of income generation and savings to support service developments.
Job description
Job responsibilities
Medical Induction
- To oversee the coordination of the Medical Induction, to manage, plan, implement and facilitate all aspects of the monthly Medical Inductions
- Main point of contact for Medical Induction for Denmark Hill site and to work closely with the coordinator at the PRUH site.
- Devise the Induction Programme (including Consultants' Induction programme) and update related induction materials and communications and the standard operating procedures in conjunction with the Medical Education Manager and teams across site.
- Effective communication from the start of the process when inviting doctors & dentists pre-employment to Medical Induction and managing all enquiries from junior doctors throughout the induction process.
- Organise medical induction key speakers and the programme, providing any key welcome updates.
- Liaise with Key Stakeholders including but not exhaustive: Medical Induction Chair, Educational Leads, Medical Staffing, HR, Local Rota Coordinators, Recruitment, Occupational Health, IT Computer Services (passwords), EPIC Team, Resuscitation Team, KCL Library Security regarding relevant issues and arrangements.
- Make appropriate arrangements for booking venues, ensuring all the audio visual equipment is working and ordering hospitality.
- Coordinate the management of e-learning LEAP accounts with the LEAP team for all Doctors and Consultants attending Medical Induction for completion of Statutory and Mandatory online training, prior to attendance at Medical Induction.
- Liaise with medical reps for sponsorship, as required
- Monitoring Statutory and Mandatory online (LEAP) training compliance and reporting as necessary.
- Manage attendance recording of Medical Induction on LEAP for all monthly Medical Inductions and reporting on induction attendance to Divisions. Report DNAs to Divisional leads.
- Collate and report on Medical Induction feedback. Disseminate accordingly for quality improvement purposes.
- Maintain a central database of all junior doctors at Kings on the Denmark Hill site
- Maintain a database of Educational Leads and Department Rota Coordinators
- Manage and monitor administrative systems used for Medical Induction.
- Keep up to date with the recruitment processes, both internally and externally.
- Coordinate the Medical Staffing Coordinator Meetings. Arrange dates take minutes, send invitations and take registration. Book room and arrange refreshments.
- Manage and facilitate regular Medical Induction briefings and debrief meetings with all key stakeholders across the trust.
- Analyse data and make recommendations for improvements, or develop solutions for problems across sites and with the wider team.
- Manage relationships with internal personnel associated with the training of junior doctors including the Royal College Tutors, Divisional/Service Managers, Educational Supervisors, Specialty Leads, Rota Planners and Corporate Services, as is necessary.
- Manage sensitive information and queries/issues relating to Medical Induction in a timely and effective manner to improve situations which impact on Junior Doctors in training.
- Maintain the Medical Induction handbooks and videos and liaise with key stakeholders to update information.
Local (Departmental) Induction
- To advise Divisions on local induction arrangements for Medical & Dental staff on a regular basis.
- Report on local induction compliance on LEAP.
- To ensure that local induction procedures and checklists are in place by local coordinators, and that these are available upon request for auditing purposes.
- To liaise with Specialty local coordinators to ensure Local Induction materials are up-to-date, keeping copies on local drives.
- Reporting to Risk group results of local induction audit highlighting any low compliance and areas for improvement.
GP Vocational Training Scheme
- Provide administration support for the GP Vocational Training Scheme (GPVTS)
- Maintain the GP shared email mailbox answering emails in a timely manner and distributing key information.
- Organise and book weekly teaching venues, organise catering and provide sign in sheets.
- To provide administration and support for protected teaching sessions for all speciality programmes.
- Support trainees and educational supervisors with e-portfolio queries, in a timely manner.
- Assist with the preparation for meetings of the GPVTS Faculty Groups and to keep records of meeting minutes and send out timely reminders.
- To update and keep PGMDE databases and contact lists up to date.
- Arrange meetings as required, ordering hospitality and booking venues.
Other duties during quieter periods
- Support the Service Manager with the PGMDE newsletter
- Co-ordinate Induction and GPVTS content on the Trusts intranet. Liaise with Communications and colleagues to ensure information is current and relevant.
- Provide short and long term support for PGMDE training programmes and activities, as and when deemed necessary
- Additional areas of responsibility will be delegated, by agreement with Senior PGMDE management to the post holder on a project basis
- Deputise for the PGMDE Service Manager DH site, in their absence, as appropriate.
Financial Management
- To oversee expenditure for Medical Induction events.
- Responsible fornegotiating sponsorship with industry representatives for Medical Induction.
- Responsible for identifying areas of income generation and savings to support service developments.
Person Specification
Experience
Desirable
- Experience in a Medical Education role
Education
Essential
- University Degree or equivalent experience
Knowledge & Training
Essential
- Numerical and data analytical skills including spreadsheets and databases
Planning & organisation
Essential
- Experience of planning and organising ongoing activities.
Person Specification
Experience
Desirable
- Experience in a Medical Education role
Education
Essential
- University Degree or equivalent experience
Knowledge & Training
Essential
- Numerical and data analytical skills including spreadsheets and databases
Planning & organisation
Essential
- Experience of planning and organising ongoing activities.
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.
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).
Additional information
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.
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).
