Foundation School Co-ordinator and Study Leave Co-ordinator

Job overview

We are looking for an enthusiastic, experienced Medical Education Co-ordinator to join our Whittington Heath Postgraduate Medical Education (PGME) Team. The postholder will work with the Trust’s Education Faculty and external education leads based with NHS England (NHSE) to support the provision of high-quality postgraduate medical education and training at the Trust. This post is offered as 5 days a week contract for 6 months.

The ideal candidate will have very good organisational skills as well as strong oral and written communication skills. They will be a good team player, able to quickly build collaborative relationships with clinical and professional services colleagues across and between Trusts. They will possess strong IT skills, particularly across MS Office and will have experience of managing PGME processes.

For 2.5 days per week, the postholder will focus on supporting and assisting with the planning, delivery, management and quality assurance of the Trust’s PGME programme for Foundation doctors. For 2.5 days per week, the postholder will work with other members of the PGME team to provide support for other aspects of specialty training within the Trust, including study leave processes.

Main duties of the job

• A. Foundation Programme

The postholder will support and assisting with the planning, delivery, management and quality assurance of the Trust’s PGME programme for Foundation doctors. They will assist with specific aspects essential to running the programme, to ensure provision of efficient and effective medical education and training. They will provide administrative support with data entry, scheduling, record keeping and answering queries.

B. Specialty training and study leave processes

The postholder will work with other members of the PGME team to provide support for other postgraduate medical specialty training programmes within the Trust, including contributing to the management of study leave processes and locally delivered courses.

Detailed job description and main responsibilities

• Assist with the delivery of Foundation Programme training within the Trust ensuring standards are met.
• Organise recruiting speakers, scheduling the programme and liaising with departmental administrators to ensure bookings are made in advance.·
• Record teaching attendance on relevant systems.
• Edit recorded teaching sessions and manage the Foundation teaching pages on Elev8.
• Collate and analyse teaching feedback to ensure quality is maintained.
• Send feedback and certificates to speakers
• Assist with booking training including Simulation education and Advanced Life Support.
• Monitor the Foundation Mailbox to ensure queries are responded to promptly.
• Assist with the maintenance of spreadsheets to manage the allocation of Foundation Doctors to posts/rotations.
• Liaise with the London Foundation School for various matters including assisting doctors in difficult circumstances.
• Create and update eportfolio accounts for Foundation doctors.
• Manage the administration of portfolios such as adding rotations, changing supervisors.
• Action queries to assist Foundation doctors with amending their portfolio
• Foundation

Induction sessions for Resident Doctors

• Contribute to development, organisation and delivery of the Trust's Foundation doctor induction programme
• Assist with Resident Doctor induction days, helping organise, register and welcome incoming resident doctors and supporting the PGME team.

General PGME activities

• Assist with the PGME Mailbox to ensure queries are responded to in good time and signposted appropriately.
• Work to improve PGME webpages, both internet and intranet

Study leave and locally delivered courses

• Work under the supervision of the Study Leave Co-ordinator to ensure the study leave processes are correctly provided and regularly updated.
• Accurately record all study expenses payments to ensure reimbursement from NHSE.
• Actively liaise with NHSE to review eligibility of locally delivered courses for funding.
• Submit funding requests for locally delivered courses to NHSE.
• Contribute these records (for study expenses and locally delivered courses) to monthly review of income to the Trust from the Education Contract, to ensure funding is correctly reimbursed to different Trust budgets (£220,000 per annum).
• Ensure that applications for study leave and study leave expenses are authorised prior to sign off and that financial claims are evidenced.
• ·