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Duties and Responsibilities

Key results from the job holder
•    Provide administrative support to the Medical Education Manager to ensure the planning, delivery and evaluation of Postgraduate Medical Education.
•    Provide administrative support to the Medical Education Manager with regards to the Foundation Training Programme including, but not limited to, the organising of teaching timetables for Foundation Trainees, ARCP admin support, Induction admin support, QA surveys, data inputting for quarterly returns to HEE and the monitoring of attendance and the collation & inputting of teaching feedback.
•    Provide ad hoc administration support to the SuppoRRT Champion and SAS Lead when required
•    Assist the lead tutors and the Medical Education Manager in evaluating  education for junior doctors at the Trust.
•    Co-ordinate the on boarding process for Clinical Attachments, liaising with internal colleges and internal trust departments to ensure a smooth application process and placement experience for local and overseas doctors.

Planning and Organisational Duties
•    Maintain accurate departmental records for medical education and training activity within the trust including inputting data and updating records.
•    To maintain a reminder system for Consultants/Speakers of their scheduled teaching sessions, prepare feedback sheets and obtain any teaching materials, such as presentations and printing of handouts, required in advance.
•    Update information databases to provide evidence for the HEE NW  annual foundation quality report
•    Assist with the planning and organisation of induction for junior doctors in July, August, and February.
•    Assist with the planning and organisation of incoming FY1 shadowing and induction programmes in July/Aug including (but not limited to) organising speakers, sending reminders to speakers and trainees, obtaining presentations in advance of induction, setting up of the room incl setting up MS Teams, recording induction attendance data and chasing up any post-induction documentation from trainees as required.
•    Request and monitor receipt of eLearning activity from new FY1 doctors and input the data onto an excel spreadsheet.
•    Work with the Medical Education Manager to ensure effectiveness in the day to day running of the Education Centre and the management of the centre booking diary.
•    Support the Medical Education Manager with organising simulation training for foundation doctors incl accurate record keeping and ordering catering
•    Ensure that day to day operational issues for the Education Centre are resolved and support the Medical Education Manager in making sure that:

o    All relevant operational policies are produced and adhered to.
o    Activities are efficiently coordinated using the departmental booking system.
o    The education centre continues to be highly regarded, well equipped and developed with the required audio-visual equipment.
o    All risk assessments are carried out and policies and procedures are in place to monitor effectiveness.
•    Assist with the planning, coordination, and organisation of all the educational activities within the department.
•    Provide secretarial support to Educational Committee Meetings and transcribe notes into formal documents as and when required.
•    Ensure equipment in the centre is maintained, all repairs have been reported and followed up including testing of new equipment.   Troubleshoot any equipment issues when required during teaching or educational meetings.
•    Typing of correspondence, reports, minutes of meetings promptly and accurately.
•    Co-ordinate & organise, under the direction of the Medical Education Manager, annual ARCP panels for Foundation Trainees and ensure that all required documentation is available for panel members.
•    Responsible for keeping up to date and timely filing of correspondence, reports and any other documents required by the manager.
•    Produce and circulate ‘flyers’ internally, locally and regionally to promote Medical Education activities.
•    In the absence of reception staff, prepare rooms & equipment ensuring that educational activities are properly resourced and that domestic arrangements are in place including ordering catering as required.
•    Encourage and foster a helpful environment within the Education Centre, promoting teamwork and continuous improvement.
•    Maintain a flexible approach towards assisting in the general smooth running of the Education Department, Education Centre and Reception, especially in times of absence, i.e.: annual and sickness leave. Some evening and weekend work will be necessary to administer courses on a rota basis.
•    To undertake any additional duties in accordance with the grade and nature of the post, as required by the Medical Education Manager
•    Provide administrative support to the Medical Education Manager with regards to the Foundation Training Programme including, but not limited to, the organising of teaching timetables for Foundation Trainees, ARCP admin support, Induction admin support and the monitoring of attendance and the collation and inputting of feedback.
•    Provide data and information in a timely manner to the Medical Education Manager for inclusion in Annual Reports or other work streams
•    Attend the NWoEFS conferences to develop networks with other foundation programme administrative staff across the region and receive key information. 

Communications and Key Working Relationships 

Key Relationships

•    Director of Medical Education
•    Medical Education Manager 
•    Wider Medical Education team
•    Foundation Programme Directors
•    Doctors in training
•    North West of England Foundation School staff
•    Centre users

Responsibility for Finance
•    Responsible for ordering and monitoring all stationery supplies for the department and raising of other requisitions/eProcurement for Medical Education and the Education Centre ensuring that orders are in line with trust policies.  
•    Ensure effective use of resources within own role.

Responsibility for Human Resources
•    Training and development of new starters undertaking clerical support roles 

Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.  

Responsibility for Teaching
•    Maintenance of training databases for postgraduate trainees.
•    Provide assistance with the organisation and monitoring of teaching programmes for junior doctors under the direction of the Medical Education Manager which includes (but not limited to) organising speakers, sending weekly reminders to speakers and trainees, obtaining presentations in advance of teaching sessions, printing any teaching materials, getting the teaching room ready incl setting up MS Teams and inputting teaching attendance data.

Work Circumstances & on-call 

•    Requirement to work evenings on an ad-hoc basis.
•    To maintain own current awareness of NHS issues, local and national health policy.
•    To undertake and participate in Trust-wide and Divisional initiatives 
•    To identify own training and development needs and undertake appropriate training/education as required.
•    To work in accordance with the corporate objectives.
•    To maintain confidentiality at all times in accordance with the NHS and professional codes