Job responsibilities
Dimensions:
Responsible for collating and reporting accurate analytical, and accounting/income/expense information to the Externally employed GGPET Treasurer and Bookkeeper with the data prepared and presented at the GGPET Boards and annual Externally held Annual General Meeting.
Within strict deadlines, using business intelligence relating to Current GGPET Memberships, Expired Memberships, Surgery Memberships, Workshop Attendances and Evaluated Feedback analyse the data collated and prepare the bi-annual report for the GGPET Boards and the annual Trustees' Externally held Annual General Meeting.
Provide Speaker and Delegate organisational management in collating training registers and electronic feedback uploads for all GGPT Teaching Sessions. This includes generating documentation and supporting off-site Countywide Venue held GGPET Teaching events.
To be responsible for data reported to the GGPET Book-keeper collated by the PGME & GGPET Administrator in respect of external sponsorship funds.
To work autonomously in making decisions using analytical and high-level judgement and discretion in escalations, to ensure the continual smooth running and deliverance of the Gloucestershire GP Training Programme, the Enhance Local/South-West Programme and working and supporting TCMS in Gloucestershire.
Must have a proven track record of working without direct supervision as an autonomous practitioner, being responsible for delivering agreed personal objectives and those of the PGME/NHSE/GPPET teams.
Knowledge, Skills and Experience Required:
Extensive secretarial and administrative experience with a comprehensive knowledge and understanding of the Trust IT/Procurement Systems.
NVQ4, RSA 3, or equivalent qualification/standard.
Advanced level competence in Microsoft Office (Word, Excel, Access, Power Point and Outlook) with the ability to demonstrate proficient and accurate use of all packages.
A knowledge of the structure of Medical Training/Provision within Primary and Secondary Care, and a willingness to learn and understand the Under-Graduate TCMS Structures and Delivery Platforms.
Ability to diligently operate and communicate sensitively and robustly where required with independent judgement and initiative.
Excellent communication skills, with the proficiency to liaise with internal and external stakeholders using persuasion and negotiation skills where necessary.
Responsive to change and able to review, adapt and improve working practices and procedures as required.
Ability to manage a mixed work portfolio, to prioritise and organise own workload, with variable and unpredictable demands whilst under pressure from PGME/other sources.
To be able to work to strict deadlines and able to switch tasks readily and frequently without loss of concentration.
Self-motivated with a pro-active approach, be able to make balanced decisions and able to work without direct supervision or leadership.
Delivering on our own Trusts and NHSEs Health and Well-Being Agenda, the Post-Holder to be a Mental Health First-Aider, kind, trust-worthy, and exhibit the personal quality of sharing ones own time to support others unconditionally.
Previous experience within the NHS in an Acute District General Hospital (DGH), ideally within Medical Education, exhibiting a good broad-based knowledge of developments and priorities in Medical Education, both for GHNHSFT, NHSE and Undergraduate Medical Training.
Key Result Areas:
Ability to communicate with a broad-range of Internal and External Stakeholders whilst building and maintaining working relationships, and delivering complex and sensitive information/cascading of Papers which may receive negative criticism.
This role requires the need to exhibit consistently, highly developed communication skills, in the virtual, face-to-face and digital forums, whilst also holding the ability to continually demonstrate confident interpersonal and negotiating skills.
Administrative matters requiring developed interpersonal and oral/written skills, taking formal Minutes/Sensitive Communications and attending Team Meetings as appropriate.
Produce comprehensive Draft Reports and Minutes, sourcing information for various systems and sources, for use by NHSE/PGME/GHNHSFT, producing inter-specialty Educational Materials.
Support the GHNHSFT Enhance Trail-Blazer Programme and PGME in collating analytical data/preparing Report for circulation to Local/National Stakeholders.
Excellent developed Problem-Solving Skills, and ability to use own judgement to find solutions, without direction/over-sight from Senior Colleagues, thus exhibiting the ability to respond to sudden unexpected demands.
To demonstrate, excellent and highly developed Time Management Skills, with the ability to recognise conflicting priorities, and re organise and adjust Work Portfolio as required.
Well-developed ability to exercise high levels of diligence when assessing or preparing PGME/NHSE/TCMS documentation, most especially when the information received is from a variety of sources and may be conflicting.
Organisation of Travel, Training and Conference Accommodation, Internal and External Catering, External Venues including navigating Contractual obligations, Meetings Rooms, Guest Speakers for Away Days and Faculty Events.
Creation of Engaging Online Feedback Surveys and Analysing/Preparing results for formal distribution supporting Internal/External, Meetings and Events.
Diligent Monitoring of Multiple E-mail Inboxes and Diaries, whilst responding to enquiries in a timely manner.
Contributing to the effectiveness, Creation, Preparation, Review and Distribution of Agenda/Papers for a variety of Educational Events/Examinations, whilst being pivotal in the coordination and delivery of TCMS examinations and assessments as required by TCMS ensuring they adhere to all TCMS Guidelines and Regulations.
Be aware of information relating to TCMS student attendance (including Students on Tiear4 Visas) ensuring this complies with Data Protection and Information Governance Policies.
Creation of Monthly Newsletter for the GHNHSFT Enhance Team, alongside managing the Enhance Publications on the Trust Intranet, managing circulation to the wider NHSE Team.
Being pivotal with the Discussion/Creation of Teaching and Training Timetables for Students/Medical/Health Professional Cohorts as required.
First Point of Contact for all General Enhance and TCMS Enquiries from Medical/AHP/Nursing/Undergraduate Students, both Internally and Externally to GHNHSFT.
The face-to-face contact for all TCMS enquiries be that by telephone/e-mail/f2f, of which may be complex and/or sensitive, whilst always mindful of firstly ones own well-being, ensuring confidentiality but also have the knowledge, skills and confidence to escalate appropriately.
Support and inform the requirement and targeting of Resources, Monitoring, Implementing and Evaluating Jobs, alongside the delivery of Financial Recovery/Savings Plans by providing High Quality Information and Analysis.
Using Systems and resources available to monitor and produce financial reports.
Contribute to the financial delivery and accountability of the agreed Work Portfolio.
Reconciling and timely updating Local Budgetary Information weekly.
Adhere to high standards of professionalism and confidentiality to communicate information regarding trainee/trainer/staff issues in a timely, effective and governance manner. This may at times be distressing.
Positive Advocate for Enhance Trail-Blazer Programme, TCMS and PGME, exhibiting and having a professional attitude at all times.
Assist/Support and be committed with PGME/TCMS/Enhance Session Planning and overall Preparations.
Attend Regional and Local Conferences, Meetings and Events as required, fully participating in discussions and developments in the support of Undergraduate and Post-Graduate Medical Education.
To assist with the setting-up of Training Rooms both internally and externally to Redwood and Sandford Education Centres, which often requires moving furniture and setting-up IT. The Post-Holder must be willing to keep up-to-date and learn new innovating IT systems both held internally to GHNHSFT and with those of our External Stakeholders.
To undertake any other Under-Graduate/Post-Graduate office administration tasks as requested by TCMS/Medical Education Manager and Deputy/Enhance Lead, commensurate with Band.
