Lead Postgraduate Medical Education Administrator

Job Summary

This post will act as the senior administration contact for post graduate doctors in training providing a specialised, comprehensive, and confidential administration service. As part of a team of administrators the post holder will be responsible for overseeing and coordinating parts of the medical teaching programme for Foundation Years 1 and 2 in the West Midlands South Foundation rotation and the IMT residents programme s involves working with the Foundation team and the IMT team (Foundation Training Programme Directors for FY1 and FY2, the IMT Clinical tutors and the medical education administration team).

The post holder will work closely with other members of the Medical Education team at UHCW to ensure that all the services offered by the department are fully supported and the students, staff, doctors in training, and visitors receive a high-quality seamless service in accordance with Departmental, Trust and National standards, policies, and procedures.

• The post holder will oversee the Foundation 1 & 2 training programmes.
• The post holder will be the senior point of contact to respond to all trainee queries about access to HORUS (the e portfolio system for foundation residents).
• The post holder will also need to demonstrate the ability and willingness to provide cross cover and work effectively as part of the full medical education administration team.
• The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
• To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.
• To continually contribute to training improvement agendas. This will require undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant data is collected and input accurately in line with Trust guidelines.
• Share ideas for potential service improvement. To implement and maintain an efficient office management system/procedure to enable the department to optimise their standards of service. This will require effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed; preparation of correspondence and reports;
  
  effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery is maintained and processing orders as required.
• To support team members. This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross‑cover on a reciprocal basis in the absence of colleagues and providing day to day mutual support for colleagues where required.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK. We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do. Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to…