Job summary
The role of PGME Administrator is key to the efficient management of Medical Education at The Royal Marsden. The role involves providing a confidential, comprehensive administrative service supporting the Director of Medical Education and the PGME and Mandatory Training Manager to facilitate excellent training and development opportunities for junior doctors at the Trust.
Main duties of the job
Being the first point of contact for Junior Doctors and Faculty to the PGME Department dealing with staff and visitors, dealing with telephone enquiries and managing the PGME team inbox.
Providing a comprehensive administrative service to the PGME Department including processingcorrespondence, responding to enquiries, liaising with the clinical PA to the Director ofMedical Education.
Maintaining an up-to-date diary for the Director of Medical Education, including the organisation ofmeetings and seminars, in conjunction with the Clinical PA to the Director of Medical Education.
Supporting the organisation of medical teaching sessions, Local Faculty Group meetings and otherPGME meetings.
Acting as secretary at meetings, preparing and distributing agendas and taking and distributingminutes.
About us
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification.
- Supporting the improvement of compliance for Junior Doctors in mandatory training and local induction.
- Providing administrative support to PGME quality visits and other visits from Specialty Schools, Royal Colleges or Lead Providers, organising schedules and paperwork. This will involve contact andcommunication with external Trusts, other NHS bodies and education providers.
- Updating the PGME hub on the Trusts Learning Management System, and inputting Induction attendance, Local Induction, Mandatory Training compliance and Local Teaching onto the LMS.
- Processing Study Expenses applications for Junior Doctors, Consultants and Specialty Doctors in linewith Trust and Health Education Englands guidance.
- Maintaining an accurate database of study leave applications and approvals, producing monthly reports to Health Education England and other ad-hoc reports as and when required.
- Maintaining a database of active Clinical and Educational Supervisors.
- Assisting the PGME and Mandatory Training Manager in organising monthly Junior DoctorsInduction, supporting the Junior doctors induction on the day.
- Supporting the Trusts work experience programme focussing on organising placements for aspiringmedical students.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification.
- Supporting the improvement of compliance for Junior Doctors in mandatory training and local induction.
- Providing administrative support to PGME quality visits and other visits from Specialty Schools, Royal Colleges or Lead Providers, organising schedules and paperwork. This will involve contact andcommunication with external Trusts, other NHS bodies and education providers.
- Updating the PGME hub on the Trusts Learning Management System, and inputting Induction attendance, Local Induction, Mandatory Training compliance and Local Teaching onto the LMS.
- Processing Study Expenses applications for Junior Doctors, Consultants and Specialty Doctors in linewith Trust and Health Education Englands guidance.
- Maintaining an accurate database of study leave applications and approvals, producing monthly reports to Health Education England and other ad-hoc reports as and when required.
- Maintaining a database of active Clinical and Educational Supervisors.
- Assisting the PGME and Mandatory Training Manager in organising monthly Junior DoctorsInduction, supporting the Junior doctors induction on the day.
- Supporting the Trusts work experience programme focussing on organising placements for aspiringmedical students.
Person Specification
Education/Qualifications
Essential
- IT qualifications such as ECDL or equivalent level of computer literacy including MS Word, Excel PowerPoint, and Outlook
- Educated to GCSE level including English & Maths at Grade C or equivalent
Experience
Essential
- Diary management
- An office administrative role and providing high quality administrative support to others
- Using computer systems for data input, reporting and statistical manipulation
- Maintaining administrative systems and procedures and providing administrative support to others
- Providing a quality service to customers and diffusing difficult situations
Desirable
- Previous Experience as a secretary or PA
- Previous experience working in Medical Education
Skills Abilities/knowledge
Essential
- Good written communication skills: ability to produce and compose documents to a high standard of presentation
- Good oral communication and interpersonal skills; ability to provide clear instruction, convey confidence and use questioning to check understanding and ability to confidently communicate with staff at all levels
- Excellent computer skills
- Ability to work without close supervision, organise, anticipate, and plan workload
- Ability to remain calm when under pressure and cope with changing priorities
- Ability and initiative to prioritise a busy workload
- Attention to detail when managing multiple tasks
- Good organisational, coordination and planning skills
- Able to 'think on your feet' to solve problems when they arise
Desirable
- Knowledge of HEE Study Expenses guidance
- An understanding of the structure of Medical Education including the different levels of training posts and the roles of the organisations involved
Person Specification
Education/Qualifications
Essential
- IT qualifications such as ECDL or equivalent level of computer literacy including MS Word, Excel PowerPoint, and Outlook
- Educated to GCSE level including English & Maths at Grade C or equivalent
Experience
Essential
- Diary management
- An office administrative role and providing high quality administrative support to others
- Using computer systems for data input, reporting and statistical manipulation
- Maintaining administrative systems and procedures and providing administrative support to others
- Providing a quality service to customers and diffusing difficult situations
Desirable
- Previous Experience as a secretary or PA
- Previous experience working in Medical Education
Skills Abilities/knowledge
Essential
- Good written communication skills: ability to produce and compose documents to a high standard of presentation
- Good oral communication and interpersonal skills; ability to provide clear instruction, convey confidence and use questioning to check understanding and ability to confidently communicate with staff at all levels
- Excellent computer skills
- Ability to work without close supervision, organise, anticipate, and plan workload
- Ability to remain calm when under pressure and cope with changing priorities
- Ability and initiative to prioritise a busy workload
- Attention to detail when managing multiple tasks
- Good organisational, coordination and planning skills
- Able to 'think on your feet' to solve problems when they arise
Desirable
- Knowledge of HEE Study Expenses guidance
- An understanding of the structure of Medical Education including the different levels of training posts and the roles of the organisations involved
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
