Medical Education Administrator – General Practice, Band 4

Job description

Job responsibilities

Knowledge, Skills and Experience Required:

Extensive secretarial and administrative experience with a comprehensive knowledge and understanding of the GP Specialist Training Programme and allocation of Monies and Trainees.

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 training for PG Resident Doctors within Hospital and General Practice Training Posts, leading to Qualified GPs.

Ability to operate 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, 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 and able to work without direct supervision.

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 can exhibit the personal quality of sharing ones own time to support others unconditionally.

Previous significant 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 and NHSE.

Key Result Areas:

Working closely with the SoPC, Associate Dean, TPDs and GP Training Manager to manage the mechanisms for GP Resident Doctor specialist training and GP education, ensuring these are robust and fit for purpose.

Providing an efficient and effective administrative service to the APD, the TPDs, GGPET Committee, Deputy/Medical Education Manager and GP Training Manager.

Collating and providing data, reports and information as requested, and to be able to meet deadlines. Working closely with the GPC Co-ordinator to ensure the AD and GP Education Team are kept up to date about issues relating to the GPSTs, and their Training Programme.

Monitoring GP Resident Doctor training attendance and advising trainees if falling short of percentage attendance target. Bringing to the attention, using discretion and confidentiality to the APD/TPD and GP Programme Manager, any concerns relating to their attendance, which highlights potential trainees in need of support (TINS).

Entering data relating to GP Resident Doctors using relevant IT systems including Departmental and External Electronic Databases for GP STs ensuring data is accurate and up to date and available for current reporting purposes.

Responsible for planning Annual Teaching Programme and events to enable the TPDs to deliver curriculum-based teaching across 3 years of training, monitoring and adjusting as required. Liaise with speakers and other education providers to ensure the smooth running of each training session.

Planning and organise conferences and workshops for GPs and GP PGDiTs, including the AGM. Liaising with Calder HM Government Agency to book external venues for TP Trainee event and APD/TPD Conference ensuring Best Price Policy.

Attending TPD monthly planning meetings by contributing and suggesting changes and improvements to the delivery of GP Resident Doctors Training Programmes.

Manage trainee survey requirements to enable effective feedback and to quality assure GP training, including analysis of results, monitoring responses and providing access. Using analysis of relevant data to produce reports for NHSE-SW.

Manage Nomination Process for Annual Trainee Awards Scheme.

Ensure the provision of expert, helpful and informative service to GP Resident Doctors, GPs and Practice Managers this relates to the Education Training Programme for Trainees continuing professional development for GPs whilst also negotiating in respect of Practice Inspections.

Attention Regional and Local Conferences, Meetings and Events as required, fully participating in discussions and developments to enhance success of Patch and Regional GP Resident Doctors Training.

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.

The Post-Holder will demonstrate a professional attitude at all times, and across all levels of Internal/External Stakeholders, exhibiting excellent written and verbal communication skills.

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.

Advanced knowledge of Microsoft Office applications.

Ability to make sound judgements and interpretations on the integrity and reliability of highly complex internal/external data.

To be committed to the direct delivery of the Post-Graduate Medical Education Service within GHNHSFT, whilst adhering to compliance with the Local Development Agreement issued by HEE.

Person Specification

Qualifications

Essential

• Professional Management qualification or extensive Medical Education experience

Desirable

• Further specialist knowledge acquired through study or management
• Continuing Ongoing CPD/Resident Doctors knowledge/awareness

Experience

Essential

• Substantial experience of successfully working within an NHS provider organisation
• Experience of working in a blended external/internal Stakeholder Team

Desirable

• Experience of developing solutions to meet education needs and implementing change
• Experience of working collaboratively within a wide range of Local and National Stakeholders
• Experience of budget management and procurement
• Responsible for the management/delivery/minute-taking of Board Minutes at Senior Level

Knowledge, Skills, Abilities

Essential

• Knowledge/Awareness of Post-Graduate Resident Doctors for General Practitioners
• Previous significant experience within the NHS in an Acute DGH
• Personally resilient and able to manage complexity and work in an ambiguous or changing environment
• Able to work as an autonomous practitioner
• Excellent presentational & highly developed communication and negotiation skills
• Able to prioritise and monitor workloads
• Ability to lead, manage and motivate all staff within sphere of responsibility

Desirable

• Knowledge of GMC Standards
• Demonstratable Self-Judgement to deal with Training/Rotational Contracts
• Able to assess and manage health and well-being - Mental Health First-Aider
• Lead on the development, implementation, monitoring and evaluation of policies/protocols/ guidelines relevant to area of practice

Qualities

Essential

• High performing and achieving ethos
• Enthusiastic, creative and flexible
• Resilient under pressure
• Team focused - demonstrating equality and diversity
• Reliable, Adaptable and Dependable

Desirable

• Leads and manages with compassion and self-awareness

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Sandford Education Centre

Keynsham Road

Cheltenham

GL53 7PX

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)