Medical Education Administrator

Go back Guy\’s and St Thomas\’ NHS Foundation Trust

Medical Education Administrator

The closing date is 05 November 2025

The post holder will provide comprehensive administrative support and data management within Medical Education. They will assist senior management in delivering high-quality training across two sites by managing teaching and training programmes and overseeing quality assurance processes. The post holder will be based at the Royal Brompton Hospital & Harefield Hospital, with some cross-cover responsibilities within HLCC across Guys and St Thomas\’, as well as providing support across teams.

Main duties of the job

1. To carry out administrative/secretarial duties to provide an efficient and effective administrative service to the Department of Medical Education and the DME based at Royal Brompton and Harefield Hospitals.

2. To liaise with doctors in training, department managers, educational and clinical supervisors, and external organisations where necessary to facilitate the work of the Medical Education Department.

3. Typing correspondence, spreadsheets, presentations, and course advertising materials.

4. To assist in setting up education programmes for the Trust, as directed.

5. To arrange meetings and take minutes as appropriate.

6. To provide on-site receptionist and clerical cover for the Clinical Skills & Simulation Centre and STaR Centre

About us

Organisational Values:

Our values help us to define and develop our culture, what we do and how we do it. It is important that we all understand and reflect these values in our work.

We are:Caring – we put patients firstAmbitious – we innovate and strive for excellenceInclusive – we respect each other and work collaboratively

Our values and behaviours framework|describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.

Job responsibilities

Key Responsibilities:

• Provide comprehensive and efficient administrative support: Deliver a full range of administrative services to ensure smooth operation within the Medical Education department.
• Organise and manage teaching and training programmes: Coordinate all aspects of educational events, including booking delegates, managing registrations, and processing payments where required to facilitate seamless programme delivery.
• Minute taking and document circulation: Accurately take comprehensive minutes during meetings, ensuring timely distribution of papers and clear highlighting of action points for follow-up.
• Prepare reports and presentations: Produce detailed reports, spreadsheets, presentations, and other documents as requested, ensuring they adhere to required formats and standards.
• Manage correspondence: Acknowledge and respond promptly to all forms of communication, maintaining professional and timely interactions with internal and external stakeholders.
• Coordinate logistical arrangements: Book venues, catering, equipment, and other necessary resources to support meetings, training sessions, and events efficiently.
• Support the Medical Education Senior Management Team (SMT): Provide dedicated administrative assistance to senior management as needed, supporting their strategic and operational activities.
• Lead team projects: Take ownership of assigned projects, driving implementation with minimal supervision, ensuring delivery within agreed goals and timelines.
• Draft and distribute communications: Prepare and disseminate relevant materials and information to appropriate audiences throughout the year, adhering to agreed schedules and approvals.
• Stay informed and communicate updates: Keep up to date with changes in training programme requirements and proactively inform relevant staff and stakeholders to ensure compliance and awareness.
• Support quality assurance and compliance: Assist in monitoring and reporting on contract compliance and quality assurance activities, including administrative support for quality visits, inspections, data collection, audit processes, and documentation preparation.
• Provide technical support for CSSC: Offer technical assistance related to the Clinical Skills Support Centre (CSSC) systems and processes as required.
• Manage website updates and projects: Oversee updating and project management tasks for the Medical Education website to ensure information is current and accessible.
• Support medical student induction: Assist in coordinating the induction process for medical students, including managing system logins and ensuring they have the necessary resources to begin their placements.
• Lead administration for Medical Education Committee (MEC) and Resident Doctor Forum (RDF): Organise meetings, prepare agendas, take minutes, and manage follow-up actions.
• Coordinate study leave and locally delivered claims: Manage applications and approvals for study leave and process claims related to locally delivered training activities.
• Support work experience students: Facilitate placements and provide guidance for students undertaking work experience within the department.
• Assist with app development projects: Provide administrative and coordination support for any ongoing or new app development initiatives related to Medical Education.
• Support Medical Education clinical fellows: Offer administrative and organisational assistance to clinical fellows involved in Medical Education activities.

Office Management

Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.

Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary

Act as a Trust liaison for Medical Education within the hospital and from external parties.

Deliver, collect and distribute departmental post.

Receive and provide highly complex and sensitive information in a strictly confidential and professional manner.

Implement local policies within own area of work and proposes changes to working practices.

Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary.

Set up/down rooms for events, meetings and training courses. This will involve moving and handling when setting up furniture, clinical equipment, audio visual equipment and refreshments as and when required.

Contribute to the maintenance of the website/s and ensure all content is up to date.

In the absence of members of the Medical Education team, provide appropriate cover to ensure the quality of service is maintained.

Person Specification

Education and Qualifications

• Good general education with English and Maths to GCSE standard or equivalent
• Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience.
• Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
• Previous experience working in a hospital setting.
• A clear grasp of the various grades and roles of resident doctors, along with the regulations that guide their training
• Previous experience working in an education setting.
• Experience working in a customer service setting.

Skills/Knowledge/ Ability

• Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel.
• Ability to work as part of a team as well as using own initiative.
• Excellent organisational skills and attention to detail. Confidence in making decisions when dealing with competing priorities.
• Excellent command of English – both written and spoken. Able to demonstrate excellent written English including grammar, punctuation and structuring written text.
• Ability to work methodically in a busy environment and meet deadlines.
• Ability to develop and maintain good working relationships with all levels of staff
• Ability to handle confidential and sensitive information appropriately

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.

Guy\’s and St Thomas\’ NHS Foundation Trust