Medical Education Assistant

Job summary

This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust.

An exciting opportunity has arisen to join the Medical Education Department as a Medical Education Assistant.

We are seeking to recruit a Medical Education Assistant. This is a full-time Countywide post covering both the Worcester and Alexandra Hospital, so the post holder must be able to travel between Sites occasionally. The main Site base will be Worcester Royal Hospital.

The successful applicant will be an experienced administrator and possess excellent organisational, IT and communication skills. The post requires the ability to prioritize work effectively and to produce accurate and timely work. The Medical Education team is a friendly and supportive team working across the Worcestershire Acute Hospitals NHS Trust, on the Worcestershire Royal and Alexandra sites.

Occasional flexibility around start/finish times will be required.

For more information, please contact Amy Callaghan, Medical Education Manager or Christine Green, Deputy Medical Education Manager:

amy.callaghan@nhs.net / chrisgreen4@nhs.net

Main duties of the job

Provision of administrative support for Medical Education, in particular to the various Tutors and to the Director of Medical Education.

Provide administration support to the Chief Registrar, Medical Education Manager and Deputy Medical Education Manager.

Assist in the administration of local training programmes for junior doctors, to include Induction of new Doctors in Training joining the Trust.

Assist in the administration of teaching sessions in particular for GPVTS trainees.

Assist with keeping e-Portfolios up to date for trainees.

Raise invoices for Room Hire, Annual Fees and Rent for the Charles Hastings Education Building.

Organise and co-ordinate training programmes as required. Servicing meetings as appropriate.

Act as the first point of contact for Trust appointed Physician Associates.

Providing an effective, efficient and courteous reception to users of both Education Centres in person and over the telephone.

Maintenance of up to date e mail contact lists.

Keep the Accredited Educational and Clinical Supervisors database up to date and send to the GMC quarterly.

Process stationery orders and non-stock requests on the Trust iProcurement system when required for the Medical Education Office at Worcester.

The post holder will be expected to be an active team member, aware of when other team members are pressured and need assistance.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Details

• Date posted: 15 June 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time
• Reference number: C9365-26-0445-S1
• Job locations: Charles Hastings Way, Worcester, Worcestershire, WR5 1DD, United Kingdom, The Alexandra Hospital, Woodrow Drive, REDDITCH, Worcestershire, B98 7UB, United Kingdom

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Medical Education Administrator

Pay Band: 3

Hours: Full time 37.5 hours

Location: Countywide Post predominantly based at Worcester Royal Hospital within the Charles Hastings Education Centre

Accountable to: Director of Medical Education

Reports to: Medical Education Manager

Key Working Relationships:

Internal: Consultants and junior medical staff working at Worcestershire Acute Hospitals NHS Trust, nursing staff, midwives, clerical staff and all other users of the Centre and accessing the service on the Worcester site.

External: Representatives from Pharmaceutical companies, GPs and any other external users of the Centre

Work with display screen equipment and electrical equipment when setting up courses and meetings. Occasional moving of furniture/room dividers to alter room settings in the Centre.

Job Purpose:

The post holder will:

Support the running of Postgraduate Medical Education predominantly in Charles Hastings Education Centre at the Worcestershire Royal Hospital. There will be a requirement to provide countywide cover in addition to being there regularly to support North GPVTS Scheme which will mean travelling to the Alexandra site.

The post holder will be expected to work closely with colleagues in the Education Centres, and also work on their own initiative.

Provide an efficient, professional and friendly service.

Key Duties:

Provision of full administrative support for Medical Education, and in particular to the various Tutors and to the Director of Medical Education.

Provide administration support to the Chief Registrar, Medical Education Manager and Deputy Medical Education Manager.

Assist in the administration of local training programmes for junior doctors, to include Induction of new Doctors in Training joining the Trust.

Assist in the administration of teaching sessions in particular for GPVTS trainees, providing registers, maintaining attendance records and summarising evaluations.

Assist with keeping e-Portfolios up to date for trainees, entering and editing information as required, with particular reference to Fourteen Fish used by GPVTS Trainees.

Raise invoices for Room Hire, Annual Fees and Rent for the Charles Hastings Education Building.

Organise and co-ordinate GP study days and other training programmes as required. Servicing meetings as appropriate including production of course documentation, liaising, booking and invoicing external trusted Drug Companies to provide stands, packs, badges and handouts as required, registers, certificates, etc. and acting as a reference point for queries.

Act as the first point of contact for Trust appointed Physician Associates, to include arranging car parking permits and ID badges for new starters, arranging access to the HORUS e-Portfolio and updating rotations and Supervisors when required.

Providing an effective, efficient and courteous reception to users of both Education Centres in person and over the telephone. Meet speakers on arrival, welcome and sort out audio-visual requirements etc.

Assisting in the practical administration of meetings, and functions held in the Centre, including altering the layout of rooms by movement of furniture, visual aid equipment and materials and in liaison with caterers.

Maintenance of up to date e mail contact lists.

Dealing with telephone enquiries to Medical Education and exercising own judgement in deciding the importance and prioritising these enquiries.

Keep the Accredited Educational and Clinical Supervisors database up to date and send to the GMC quarterly.

Process stationery orders and non-stock requests on the Trust iProcurement system when required for the Medical Education Office at Worcester.

The appointed post holder will be expected to be an active team member, aware of when other team members are pressured and need assistance. There will be an expectation that the post holder will assist others at busy times when the workload in the department requires this.

General duties:

The postholder may be required to undertake such other duties and training and/or hours of work as may be reasonably required to be consistent with the general level of responsibility of the post.

Confidentiality. It is a condition of employment that confidential information which may be obtained in the course of duty must not be disclosed.

The Trust reserves the right to vary the content of the job description, after consultation, to reflect changes to the role and/or service developments.

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.