Study Leave Co-Ordinator

Job overview

Applicants are invited to apply for the role of Study Leave Coordinator, which oversees and provides a central administration service for all Study Leave requests received by doctors in training employed by the Trust and should have all the essential requirements as outlined in the person specification.

We are looking for an individual who is a self-starter and has the ability to perform both autonomously and as part of the team. You will be able to manage and prioritise a highly demanding, and at times complex workload, which can require meticulous attention to detail and the ability to be able to work under pressure adhering to tight deadlines. You will possess excellent I.T skills and be able to provide, receive and process multifaceted data to meet the desired outcomes.

Manage and prioritise a highly demanding, and at times complex workload, which can require meticulous attention to detail and the ability to be able to work under pressure adhering to tight deadlines. You will possess excellent I.T skills and be able to provide, receive and process multifaceted data to meet the desired outcomes.

You will have a flexible approach to work and be able to adapt quickly to any operational issues and unforeseen challenges, that require immediate and prompt resolution to support the continued smooth running of the services in which we offer.

Main duties of the job

Key Responsibilities

Study Leave Administration

Process study leave expense claims in accordance with Trust and NHSE guidance for resident doctors.

Review and, where necessary, decline claims that lack required approvals or exceed permitted expenditure limits, seeking guidance from the Business & Operations Manager when appropriate.

Ensure that up‑to‑date study leave information is accessible to resident doctors across all internal systems and websites

Maintain accurate financial spreadsheets detailing payments made for study leave, for submission to the NUH Finance Department.

Financial Administration

Support the Business & Operations Manager in preparing journals for internal recharges based on weekly booking sheets and clinical skills course activity.

Assist in maintaining income and expenditure spreadsheets for both centres.

Accurately record all income received via card payments for car parking, course fees, and refreshments, ensuring daily submission of transactions to the Finance Department.

Process payments in person or by telephone, issue receipts, and maintain clear audit trails.

Support the Business & Operations Manager in ensuring all Elior catering charges to the PGEC are correctly allocated to PMED accounts, raising queries where discrepancies arise

Detailed job description and main responsibilities

The role requires a dynamic individual with excellent organisational and communication skills. The role involves communicating with a wide range of people at all levels, both internal and external to the organisation.

The Study Leave Coordinator is responsible for administering study leave expense claims for all NUH resident doctors, using the NHSE Accent system and the NUH Easy Expense Payroll system. The post holder will act as a primary point of contact for enquiries relating to study leave expenses, policy compliance, and associated administrative processes.

The role also includes maintaining accurate financial records, supporting the production of routine and ad‑hoc financial reports, and ensuring that all internal and external recharging is completed accurately and in a timely manner.

This position requires cross‑site working between the Postgraduate Education Centre, City Hospital, and the QMC Campus.

The successful candidate will be an effective team player, able to manage challenging situations professionally, and work well under pressure. Previous experience in customer service and finance administration is essential.