Job summary
The Medical Education Office, is looking for a new Medical Education Officer. This is an exciting opportunity for an administrator to organise the teaching and training for Undergraduate and Postgraduate Doctors; supporting them throughout their placement with us. The post holder will become part of a dynamic, supportive team and will fulfil a key administration role, ensuring the delivery of a high quality, effective medical education service, in line with the requirements of the Trust, GMC and NHS England.
This position will not be supported for visa sponsorship. All applicants are expected to have valid right to work document to work in the UK when applying for this position.
Main duties of the job
The post holder will be responsible for the day-to-day administration, coordination and organisation of administrative processes to support the education ofmedical students, doctors in training and senior clinicians who support learning and education.
Organising teaching and courses; contacting speakers, arranging rooms and AV equipment.
Arranging meetings; booking rooms, preparing paperwork, including PowerPoint presentations, taking minutes and co-ordinating completion of the action points.
Updating and maintaining excel spreadsheets.
Supporting medical students, trainee doctors and supervisors with the curriculum requirements and use of the e-portfolio platforms.
Offering pastoral support to the trainee doctors and students, with support from Medical Education Manager, when required.
Building and maintaining good working relationships with Consultant Leads and Supervisors.
Working as part of a team.
Candidates should be highly efficient in Microsoft Office including Word, Excel, Outlook and PowerPoint and have good written and verbal communication skills, which will be tested at interview, and the ability to work under pressure with minimum supervision, maintaining attention to detail.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
General Administration
Provide advice and secretarial and administrative support to the College Tutors/Training Programme Directors in all matters relating to the delivery of Speciality Training within the Trust.
Attend and take minutes of the Local Faculty Group Meetings and participate in the Local Academic Board Meetings, ensuring all relevant Speciality Training related action points are acted upon.
Arrange sufficient representation by medical and non-medical staff for any Speciality School activity such as recruitment and ARCP panels.
Reporting
Maintain a record of all non-statutory leave for Speciality Trainees and report to the Medical Educational Manager.
Maintain a confidential record of any Trainee Requiring Additional Support.
Respond to requests for data and information from Health Education England.
Rotations and Educational/Clinical Supervision
Liaise with College Tutors regarding the allocation and placement of Speciality Trainees to training posts.
Ensure each Educational and Clinical Supervisor and College Tutor is aware of the allocation of supervisor/trainee on commencement for the year within the Trust.
E-Portfolio, Assessment and Teaching
Develop expertise in the e-Portfolios. Take responsibility for the up-keep of the e-portfolio for medical trainees including data entry and reporting.
Arrange and administratively support the teaching programmes for Postgraduate Doctors and students.
Communication and Data Management
Develop expertise to enable the competent handling of day-to-day enquiries concerning Specialty Training within the Trust including curriculum delivery, teaching topics, assessment, leave and learning.
Establish and maintain good lines of communication with those involved in Specialty Training i.e. Programme Directors and Educational Supervisors to ensure an effective flow and recording of information
Represent the Trust by attending internal and external meetings in relation to Specialty Training and to keep abreast of development and changes to the delivery of training
Assist with the marketing of Darent Valley Hospital to Medical Students and Postgraduate Doctors at all grades
Provide advice and information on the study leave process.
Induction
Co-ordinate the publication of induction documentation for all Speciality Trainees
Liaise with relevant specialties to ensure that departmental inductions fulfil the clinical governance requirements at the start of each rotation
Collect, record and report on attendance at Trust and Departmental Induction
Organise and arrange the delivery of induction for Medical Students at the beginning of each placement block, or as they arrive, booking Centre facilities and resources as appropriate.
Undergraduates Placements
Work with the Director of Undergraduate Medical Education (DUME), other Trust staff and external agencies to ensure that medical student placements are well organised and effective.
Liaise with relevant Trust departments notifying them of future student placements and ensure that accommodation is booked accordingly for medical students.
When completing your application, please read through the person specification table at the back of the job description document and explain in your supporting statement how you meet these criteria. This will help us to shortlist your application.
Job description
Job responsibilities
General Administration
Provide advice and secretarial and administrative support to the College Tutors/Training Programme Directors in all matters relating to the delivery of Speciality Training within the Trust.
Attend and take minutes of the Local Faculty Group Meetings and participate in the Local Academic Board Meetings, ensuring all relevant Speciality Training related action points are acted upon.
Arrange sufficient representation by medical and non-medical staff for any Speciality School activity such as recruitment and ARCP panels.
Reporting
Maintain a record of all non-statutory leave for Speciality Trainees and report to the Medical Educational Manager.
Maintain a confidential record of any Trainee Requiring Additional Support.
Respond to requests for data and information from Health Education England.
Rotations and Educational/Clinical Supervision
Liaise with College Tutors regarding the allocation and placement of Speciality Trainees to training posts.
Ensure each Educational and Clinical Supervisor and College Tutor is aware of the allocation of supervisor/trainee on commencement for the year within the Trust.
E-Portfolio, Assessment and Teaching
Develop expertise in the e-Portfolios. Take responsibility for the up-keep of the e-portfolio for medical trainees including data entry and reporting.
Arrange and administratively support the teaching programmes for Postgraduate Doctors and students.
Communication and Data Management
Develop expertise to enable the competent handling of day-to-day enquiries concerning Specialty Training within the Trust including curriculum delivery, teaching topics, assessment, leave and learning.
Establish and maintain good lines of communication with those involved in Specialty Training i.e. Programme Directors and Educational Supervisors to ensure an effective flow and recording of information
Represent the Trust by attending internal and external meetings in relation to Specialty Training and to keep abreast of development and changes to the delivery of training
Assist with the marketing of Darent Valley Hospital to Medical Students and Postgraduate Doctors at all grades
Provide advice and information on the study leave process.
Induction
Co-ordinate the publication of induction documentation for all Speciality Trainees
Liaise with relevant specialties to ensure that departmental inductions fulfil the clinical governance requirements at the start of each rotation
Collect, record and report on attendance at Trust and Departmental Induction
Organise and arrange the delivery of induction for Medical Students at the beginning of each placement block, or as they arrive, booking Centre facilities and resources as appropriate.
Undergraduates Placements
Work with the Director of Undergraduate Medical Education (DUME), other Trust staff and external agencies to ensure that medical student placements are well organised and effective.
Liaise with relevant Trust departments notifying them of future student placements and ensure that accommodation is booked accordingly for medical students.
When completing your application, please read through the person specification table at the back of the job description document and explain in your supporting statement how you meet these criteria. This will help us to shortlist your application.
Person Specification
Education and Training
Essential
- Educated to Diploma level or equivalent qualification or level of experience
Knowledge & Experience
Essential
- An in-depth knowledge of Postgraduate Education administration processes and an understanding of Specialty Training
- Sound practical knowledge of and experience in electronic communications including social media and website management
- Sound knowledge and understanding in the use and maintenance of databases.
- Ability to take responsibility for large projects including experience of project planning, deadlines and reporting
- Ability to plan and organise workload in order to ensure continuity and effective management of the Specialty trainees
- Ability to take responsibility for whole projects seeing through from start to finish and ensure that deadlines are met
- Ability to produce reports from data gathered on projects
- To be able to manage and process the variety of assessment documents accurately and timely
- Proven skills in IT with an in depth knowledge of Microsoft word, access, excel and power point
Desirable
- Aware of data protection legislation relating to marketing activity
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions ng activity
Experience
Essential
- Extensive experience in secretarial and administrative procedures.
- Experience of the provision of pastoral care
- Prioritise and organise workload according to varying needs
Person Specification
Education and Training
Essential
- Educated to Diploma level or equivalent qualification or level of experience
Knowledge & Experience
Essential
- An in-depth knowledge of Postgraduate Education administration processes and an understanding of Specialty Training
- Sound practical knowledge of and experience in electronic communications including social media and website management
- Sound knowledge and understanding in the use and maintenance of databases.
- Ability to take responsibility for large projects including experience of project planning, deadlines and reporting
- Ability to plan and organise workload in order to ensure continuity and effective management of the Specialty trainees
- Ability to take responsibility for whole projects seeing through from start to finish and ensure that deadlines are met
- Ability to produce reports from data gathered on projects
- To be able to manage and process the variety of assessment documents accurately and timely
- Proven skills in IT with an in depth knowledge of Microsoft word, access, excel and power point
Desirable
- Aware of data protection legislation relating to marketing activity
- Ability to use AV equipment and understand other clinical equipment within the centre when assisting with teaching sessions ng activity
Experience
Essential
- Extensive experience in secretarial and administrative procedures.
- Experience of the provision of pastoral care
- Prioritise and organise workload according to varying needs
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.
