ST. MARTIN S POSTGRADUATE CENTRE St. Martin s Hospital, Littlebourne Road, Canterbury, Kent 1. JOB DETAILS Job Title: Accountable to: Responsible to: Location: Postgraduate Administrator Director of Medical Education Medical Education Manager Education Centre, St. Martins Hospital Hours: 37.5 Level: Band 3 2. JOB PURPOSE The post-holder will: Assist and support the Director of Medical Education (DME), Locality Tutors and the Medical Education Manager (MEM) to run the Kent and Medway NHS and Social Care Partnership Trust Rotational Training Scheme regarding training and educational supervision for all junior doctors and medical students in Psychiatry. The post holder will be required to liaise with a wide range of contacts, including senior, junior medical staff, managers and other staff of all disciplines in the Trust to achieve a comprehensive booking system to enable the full potential usage bookings in the Education Centre. There will be a requirement to liaise with external bodies and organisations such as HE KSS (Health Education Kent, Surrey and Sussex) and other NHS Trusts on behalf of the Medical Education Manager Keep up to date accurate Continued Professional Development (CPD) and mandatory training records for all Medical Staff including all trainees by providing full administrative/data entry using the trust At-Learning system and the doctors Databases that retains the records of training and educational sessions of each trainee doctor. Updated 10/03/17 1
3. DIMENSIONS Finance The post holder will: 1. Order when required necessary stock and non-stock items from the supplies department for the Education Centre and keep accurate expenditure records using Excel spreadsheets. 2. Assist in the management of study leave budgets for doctors. Keep accurate records and produce individual reports for junior doctors on request of their study leave and expenditure. 3. Assist the MEM in keeping accurate petty cash records on an excel spreadsheet and making sure cash in safe matches balance for the Education Centre. Education Centre The Education Centre is a venue that can hold up to 70 delegates for a training event. The Centre should be used for the provision of education and training of doctors firstly and then marketed out to KMPT departments second. If any availability of this venue remains the education team will endeavour to offer to external trainers or departments for a charge. The post holder will: 1. Administrate to all activities held in St. Martin s Education Centre Conference Room. 2. Assist in the planning of bookings and maintain this system to ensure optimum usage of the Centre s facilities. 3. Ensure trainers and facilitators using the Centre are aware of health & safety and fire regulations issues. 4. Ensure facilities and cleanliness of the Centre is of high standard, and liaise with Hotel Services when necessary. 5. Organise the portable equipment for staff on request for meetings/venues held elsewhere, given practice training and instructions on how to use this equipment. Keep a record of equipment whereabouts. Report any faults to IT or estates. 6. Organise seating and table arrangements and liaise with Hotel Services when necessary. 7. Help visitors with any IT Queries if required. 8. Organise beverages when required for doctors training in the education centre, and ensure adequate stocks of refreshments are always available. 9. Be available to answer any queries relating to the centre bookings when made in person or on the telephone. Deal with messages for delegates who are in the education centre in meetings and training events, and pass on these messages using discretion. Updated 10/03/17 2
Manpower Manages: None Other Confidentiality: Manage the confidential handling of all consultant study leave applications and expense claims. Take responsibility for the confidential handling of all student and junior doctor records, assessments and examinations. Quality:. Team work: Personal qualities: Keep up to date records of study leave and mandatory training of Consultant Psychiatrists and Senior Medical Staff for Kent and Medway Trust. Must be an integral part of the medical education team and liaise with external stake holders (HE KSS staff). Attend all relevant meetings pertaining to this role and feed back to the team. The job entails communicating and co-operating with a wide range of people, including senior and junior doctors, medical students, medical schools and universities, external conference organisers and other professional groups. A confident, calm and cheerful manner will be required. 4. ORGANISATION CHART See attached 5. KNOWLEDGE, SKILLS AND EPERIENCE Education/ Qualifications Sound educational background GCSE English Language General secretarial qualifications: typing, word processing. IT - knowledge of Microsoft Word, Excel spreadsheets, Powerpoint, Email and internet Other Knowledge A working knowledge and understanding of the NHS/Public Sector A working knowledge and understanding of medical education and university degree procedures desirable Skills Communication skills, both oral and written Planning and organisational skills Ability to relate to and pastor medical students and junior doctors. Problem solving, ability to be innovative and creative Interpersonal skills in diplomacy and tact desirable Ability to implement and communicate new directives or changes for student management Ability to set up meetings and take minutes To be organised, thorough and accurate with detail Ability to work under pressure, prioritise workloads and plan to meet deadlines High standard of keyboard and PC skills desired Ability to be flexible and work in a team Access databases and other software packages. Basic financial record keeping Updated 10/03/17 3
A driving licence and willingness to undertake occasional journeys elsewhere in the Trust would be desirable Experience Previous experience in the NHS desirable Knowledge of postgraduate training for doctors desirable Minimum of 3 years secretarial/administration experience 6. KEY RESULT AREAS Responsibilities All administration relating to Continued Professional Development for study leave applications including invoicing and budgetary monitoring for Consultant Psychiatrists for Kent and Medway Trust. Administer to the CPD on line package. Helping to organise and administer the East Kent weekly CPD Consultant programmes working closely with the CPD Lead. Assisting the MEM in organising and administering the Trust Wide CPD for all Consultants, Speciality doctors and Higher trainees working across the Trust. This includes conference room bookings, ordering catering and facilitating the day. Helping to administer the weekly Journal Club and Balint groups in East Kent for junior doctors working closely with the CPD Lead. Active member of Medical Education Team and supporting other activities to include induction of junior doctors and medical student rotations. Receiving, monitoring and recording applications for study leave and associated funds, keeping accurate records and reporting any issues to the Medical Education Manager and Medical HR Manager. Responding to these applications, gaining approval through the protocol for medical education external study leave. Liaising with Medical HR, Training department and Consultant secretaries on relevant CPD and mandatory training for substantive medical staff. Dealing with enquiries regarding consultant CPD and mandatory training. Notification and distribution of confirmation of approved study leave, courses and funding. Implementing course bookings Database entry of study leave, keeping an accurate individual records and reporting as requested by managers and consultants. Monitoring attending and producing certificate for doctors who attend CPD so they can use this as evidence for part of their appraisal. Raising purchase orders for delegate fees and ensuring prompt payment of invoices for conferences. Other Responsibilities To assist the medical education team where appropriate with the organisation and delivery of junior doctors inductions. Minute meetings across the educational spectre (LFGs, LAB, Strategy Group) as required, To assist the MEM in the organisation of conferences/training days for medical staff from within and outside the Trust, eg Annual Neuropsychiatry Conference. Administrative/Secretarial Areas To ensure the smooth running of the Centre in the absence of the Manager, with reference to the Education Centre Administrator. To be completely conversant with all activities of the Centre and to become a key part of the team in order to deal with and support all customers. To give cover when colleagues are absent or on leave, and to be flexible when dealing with the service provision in the Centre. Updated 10/03/17 4
Deanery and GMC Visits To support the Medical Education team in all visits, from internal and external stake holders, relating to verification and accreditation. 7. COMMUNICATIONS AND WORKING RELATIONSHIPS Internal Centre staff Medical Education Directorate personnel, both on site and within the Trust Medical Staffing Consultants Junior doctors Medical students Clinical staff Non clinical staff within the KMPT NHS Trust External to KMPT Medical schools, e.g. Guy s, Kings & St Thomas (GKT) Conference Organisers Postgraduate Centres at Linked Acute Trusts (Maidstone & Tunbridge Wells, Dartford, Medway and East Kent Hospitals). Other NHS Trusts Health Education England staff Other NHS Undergraduate and Postgraduate Administrators in NHS Trusts. 8. MOST CHALLENGING PART OF YOUR JOB To provide accurate and responsive service to Consultant Psychiatrists and Senior Medical Staff regarding their CPD and mandatory training in a timely and professional manner. To work accordingly and to the demanding expectations of medical education field; being a pro-active member of the Medical Education Directorate team towards ensuring the continued high quality learning environment within the trust. Job Title: Administrator Medical Education APPENDI A A QUALIFICATIONS Essential Desirable To be evidenced by GCSE English GCSE Maths Intermediate skills in various software packages such as MS A/C Updated 10/03/17 5
office and databases Secretarial qualifications NVQ level 2 Web based packages B EPERIENCE Ability to use own initiative Ability to work well on own or within a team To have a proactive approach to work Ability to work to tight deadlines and well under pressure Ability to Juggle many tasks at once Knowledge of NHS and medical education C KNOWLEDGE, SKILLS AND COMPETENCIES Core Dimensions and level required Communication (Level 2) Personal & People Development (Level 2) Health, Safety & Security (Level 1) Service Development (Level 1) Quality (Level 1) Equality, Diversity and rights (Level 1) Specific Dimensions Data processing (Level 1) Learning and Development (Level 1) Procurement and Commissioning (Level 1) Services & Project Management (Level 1) Other Technical Skills and Competencies I.T OFFICE 2000 Word Intermediate Level Excel Intermediate Level Access Outlook (e-mail) Updated 10/03/17 6
Publishing D VALUES Supports and assists in the contractual obligations to training contracts of all Training and non training grade doctors in Education I E PERSONAL ATTRIBUTES To gain further skills through training opportunities Flexibility to work when needed (evening lectures) Open, honest, approachable, reliable, resilient calm, professional, able to tolerate pressure/stress. Team player. Must be able to maintain confidentiality at all times and have good diplomacy skills Sense of humour Key: A = Application Form, I = Interview, T = Test, C = Certificate JOB DESCRIPTION AGREEMENT Job Holder's signature: Manager's signature: Date: Date: Updated 10/03/17 7