Medical Education Manager (Site Based)

Job responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.

Main duties and responsibilities

Responsible for the overall co-ordination of the medical education programmes at the site, including undergraduate, postgraduate and faculty development. To manage the local delivery of the medical education programmes ensuring that the resources available are fully utilised in the provision of the medical education programmes.

To manage and maintain systems and processes for effective, efficient and accurate record keeping for all areas of responsibility and to capture measurable activity which is in line with the commissioners/regulators requirements. To ensure processes are in place to capture records of attendance, and evaluation, and reporting into the appropriate educational governance structures. Collate and produce reports on areas of responsibility as required by the DME and Education Academy Senior Team.

Working closely with the Director/Deputy Director of Medical Education (DME/DDME), the Foundation Programme Training Directors (FTPD), Undergraduate Dean and the Education Academy to ensure trainees and students are supported during their time with the Trust and they are aware of the Medical Education Team and the services provided.

To review, interpret and implement policies, procedures and protocols to ensure good practice for the delivery of medical education; provide specialist knowledge to the Site team and wider faculty. Assist in work streams and project implementation including monitoring, evaluation and adjustment of protocols and procedures and as directed.

Work closely with the other site MEMs, sharing good practice and lessons learnt to develop Medical Education across the Trust. To develop networks with other MEMs, external to the Trust, to seek ideas for innovation, overcome challenges and share good practice.Responsible for ensuring the Induction of the medical students and postgraduate medical staff and that the Trust policy is adhered to. Working in conjunction with colleagues across the Trust to ensure the induction programme is delivered effectively and efficiently and that compliance with the Trust Statutory and Mandatory policy is appropriately recorded. To work with the Divisions to identify local leads with a responsibility to deliver local Induction for all junior medical staff.To manage the relationships with internal personnel associated with the training of medical students and postgraduate doctors; this includes the College Tutors, Divisional Managers, Educational Supervisors and Clinical Supervisors and Clinical Leads.

To manage the relationships with external personnel associated with the training of medical students and postgraduate doctors; this includes the Commissioners, the Foundation School, Royal Colleges, the GMC and the providers of commissioned programmes.

To manage appropriate points of contact and support for medical students and postgraduate doctors which are clearly signposted. To deal with sensitive and confidential information and queries/issues in a timely and effective manner to improve situations which impact of the trainees/students learning.

The post holder will need to respond in a professional, and timely manner, to requests which come from the Education Academy Senior Team.

Staff Management and Leadership

To provide supervision and line management of the administrative staff at the site including overall supervision, quality and performance, leave, appraisal and personal development and disciplinary matters.

The post holder will ensure all aspects of the Department run efficiently and effectively, including participation in the recruitment, selection and induction of the Administration staff, including temporary cover.

To manage the training and development of staff to ensure that cover is available for all areas; liaising with the other site MEMs and the Education Academy Team to enable cross site cover as and when required.

Educational Governance

Working closely with the DME and Risk Managers ensure that SI reporting is appropriately recorded at a Trust level and to the Postgraduate Dean.Responsible for ensuring all training posts are notified of working with the Educational Leads ensure that the Trust maintains a high level of response rate to the GMC National Surveys. Responsible for circulation of the GMC NTS results and working with the Educational Leads and trainee to put together appropriate SMART action plans.

To ensure the Site supports the quality assurance processes of the Commissioners, including Annual Quality Visits, regulatory visits and visits of concern and any follow up action as required.

Responsible for managing and maintaining a database for all trainers on site and to liaise with appropriate teams for updates and reports as required. Working closely with the DME to ensure the site meets the requirements of the GMC Standard for Recognition and Accreditation of Trainers.

In liaison with the Education Academy Team and DME to provide training activities for faculty development, ensuring that external training provision is made available to faculty.

Meetings and committees

The post holder is responsible for ensuring the effective management of the annual programme of meetings, including timely distribution of papers.

To attend the MEM Senior Team Meetings and ensure regular local team meetings take place in order to disseminate information and pick up questions from the team.

Where appropriate to represent the Trust at external meeting and groups and to bring back key messages for dissemination to the wider team.

Responsibility for Patient care

Overall there will only be occasional incidental contact with patients, except when supporting the clinical teaching examinations for students and postgraduate doctors, which may involve patients.

Physical and Financial Resources

Manage the budget allocation for the Site and medical education programme activity, ensuring that suitable education and training resources and facilities are available to deliver the programmes

General Responsibilities

Guided by standard procedures, good practice and understands the standards and results that are to be achieved.

The post holder is required to manage and prioritise their own workload working with minimal supervision and using own initiative. In liaison with colleagues in medical education across the Trust to deliver the requirements of the role; where required to provide cover as necessary for colleagues in the department for leave and sick and when pressure of work requires.

Ensuring material on the internet and intranet are up to date and accurate.

Experience

Essential

• Experience and competence in administration and data analysis and reporting
• Administrative experience in NHS and medical education environment
• Proven track record of Administration experience in a complex environment
• Supervision and line management of staff

Desirable

• Project management experience
• Experience of working with internal and external commissioners of programmes

Skills

Essential

• Good interpersonal and communication skills
• Ability to work with clinical, management and deliver a range of task and projects to tight deadlines
• Ability to initiate and implement change and improvements with the input from the medical education team
• Advise and respond in a timely way
• Plan and organize own priorities and work to meet deadlines
• Supervision and management of staff
• Organisation of training programmes
• Collection and collation of data and systematic analysis and reporting
• Record keeping - efficient and effective
• Use of Microsoft Office and outlook - strong skills word and excel
• Adaptable and flexible attitude
• Self-motivated - uses initiative and ability to work independently

Desirable

• Demonstrable experience of database and spreadsheet usage at a high level
• Internet and web page update and design

Knowledge

Essential

• Knowledge of Medical Education
• Knowledge of the NHS

Qualifications

Essential

• Diploma or equivalent / Senior administrative/co-ordinator experience in medical education administration at similar level for at least three years

Desirable

• Completion of Management certificate /qualification

Other

Essential

• Support colleagues in other areas of Medical Education at peak times and as directed
• Travel between sites and work temporarily on other sites
• Flexible hours if necessary for delivery of programmes and attending key meetings

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.

Certificate of Sponsorship

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).