Job summary
This post is fixed term/secondment for 31st May 2025 due to - meet the needs of the service
If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
The post holder will provide comprehensive administrative support to the GP Training School.
The post holder will support the GP Training Team in the planning and delivery of recruitment, ARCPs and training processes for GP specialty trainees and GP trainers.
The post holder will support the GP Training Team in the planning and delivery of GP Induction and Refresher placements for qualified GPs wishing to return to work in the NHS.
The post holder will develop effective working relationships with key stakeholders.
The post holder will be expected to work to strict deadlines working to agreed national and local policies and processes for GP Training.
Although this post has been advertised as a fixed term appointment, NHS staff will be offered the appointment as a secondment. If you wish to apply as a secondment opportunity, you must have your line manager's approval. This post may be extended or made permanent at the end of the fixed term/secondment period depending on available funding and business needs.
Main duties of the job
To provide support for all aspects of GP Trainee Progression within the GP Training team, including:
To organise the administration of GP Trainee ARCP Panel dates.
To organise the administration of setting up ARCP Panel groups on the RCGP eportfolio.
In liaison with other team members, to screen GP trainee eportfolios prior to ARCP Panels, highlighting issues to be considered by the ARCP Panel.
To coordinate the process for payment of the Educational Supervisors grant as appropriate.
To organise the administration of Trainee CCT date changes and inform the relevant stakeholders.
To ensure all relevant databases are maintained and up to date.
In liaison with senior colleagues, to provide administrative support for Out of Programme Applications.
In liaison with senior colleagues, to provide administrative support for Less than full time training (LTFTT).
In liaison with senior colleagues, to provide administrative support for the process of Inter/Intra Deanery Transfers
In liaison with senior colleagues, to coordinate the process of Revalidation recommendations for GP trainees.
In liaison with senior colleagues, to coordinate the support referrals for trainees who fail exams.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners: Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.
HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:
- Respect for All in every contact we have with others,
- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,
- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.
What you can expect:
- a corporate induction and 90-day Welcome itinerary,
- compassionate leadership,
- a meaningful values-based performance appraisal process,
- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.
Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Person Specification
Qualifications and / or knowledge
Essential
- 5 GCSES Grade A-C including English and Maths or equivalent.
- Commitment to Professional Development.
- NVQ Level 3 Diploma in Administrative function or equivalent experience.
Desirable
- Degree or an equivalent qualification.
- Knowledge of postgraduate medical specialty training and /or NHS recruitment processes.
Experience
Essential
- Experience of working in an administrative role.
- Demonstrable experience of establishing administrative systems and procedures making improvements where necessary
- Experience of working to strict deadlines
- Evidence of handling confidential and sensitive information
- Knowledge of data protection requirements
Desirable
- Experience of working in the NHS
- Knowledge of medical recruitment processes and/or Specialty Training.
- Knowledge of employment law/regulations
Other
Essential
- Ability to travel across different sites in a timely manner
- Flexible approach to work
Values
Essential
- Proven ability to work effectively in a team.
- Ability to use own initiative
- Motivated
- Organised
- Approachable.
- Adaptable
Aptitude and Abilities
Essential
- Excellent IT skills
- Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
- Ability to advise and influence key stakeholders.
- Ability to explore customers' needs and adapt the service accordingly to ensure a quality service is delivered.
- Ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.
- Ability to analyse processes and procedures, and advise on improvements.
- Ability to work unsupervised to deadlines, planning and setting priorities for own work.
- Ability to maintain strictest confidentiality at all times.
Person Specification
Qualifications and / or knowledge
Essential
- 5 GCSES Grade A-C including English and Maths or equivalent.
- Commitment to Professional Development.
- NVQ Level 3 Diploma in Administrative function or equivalent experience.
Desirable
- Degree or an equivalent qualification.
- Knowledge of postgraduate medical specialty training and /or NHS recruitment processes.
Experience
Essential
- Experience of working in an administrative role.
- Demonstrable experience of establishing administrative systems and procedures making improvements where necessary
- Experience of working to strict deadlines
- Evidence of handling confidential and sensitive information
- Knowledge of data protection requirements
Desirable
- Experience of working in the NHS
- Knowledge of medical recruitment processes and/or Specialty Training.
- Knowledge of employment law/regulations
Other
Essential
- Ability to travel across different sites in a timely manner
- Flexible approach to work
Values
Essential
- Proven ability to work effectively in a team.
- Ability to use own initiative
- Motivated
- Organised
- Approachable.
- Adaptable
Aptitude and Abilities
Essential
- Excellent IT skills
- Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
- Ability to advise and influence key stakeholders.
- Ability to explore customers' needs and adapt the service accordingly to ensure a quality service is delivered.
- Ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.
- Ability to analyse processes and procedures, and advise on improvements.
- Ability to work unsupervised to deadlines, planning and setting priorities for own work.
- Ability to maintain strictest confidentiality at all times.
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).
