Foundation School Co-ordinator and Study Leave Co-ordinator

Foundation School Co-ordinator and Study Leave Co-ordinator

NHS AfC: Band 5

Main area PGME Team Grade NHS AfC: Band 5 Contract Fixed term: 6 months (FTC-6 months (funding ends)) Hours Full time - PGME Office, 1st Floor, Jenner Building Job ref 220-WHT-8347502

Employer Whittington Health NHS Trust Employer type NHS Site Whittington Hospital Trust Town London Salary £38,488 - £46,852 per annum Inclusive of HCAs Salary period Yearly Closing 10/11/2026 23:59

Please note in order to progress your application, your data will be processed by our 3 rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.

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Whittington Health NHS Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate act ion where necessary.

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We are looking for an enthusiastic, experienced Medical Education Co-ordinator to join our Whittington Heath Postgraduate Medical Education (PGME) Team. The postholder will work with the Trust’s Education Faculty and external education leads based with NHS England (NHSE) to support the provision of high-quality postgraduate medical education and training at the Trust. This post is offered as 5 days a week contract for 6 months.

The ideal candidate will have very good organisational skills as well as strong oral and written communication skills. They will be a good team player, able to quickly build collaborative relationships with clinical and professional services colleagues across and between Trusts. They will possess strong IT skills, particularly across MS Office and will have experience of managing PGME processes.

For 2.5 days per week, the postholder will focus on supporting and assisting with the planning, delivery, management and quality assurance of the Trust’s PGME programme for Foundation doctors. For 2.5 days per week, the postholder will work with other members of the PGME team to provide support for other aspects of specialty training within the Trust, including study leave processes.

Main duties of the job

A. Foundation Programme

The postholder will support and assisting with the planning, delivery, management and quality assurance of the Trust’s PGME programme for Foundation doctors. They will assist with specific aspects essential to running the programme, to ensure provision of efficient and effective medical education and training. They will provide administrative support with data entry, scheduling, record keeping and answering queries.

B. Specialty training and study leave processes

The postholder will work with other members of the PGME team to provide support for other postgraduate medical specialty training programmes within the Trust, including contributing to the management of study leave processes and locally delivered courses.

Working for our organisation

This role will be within the PGME Team at The Whittington Trust. We are a small team of 3 working remotely and in the office in the Jenner Building. Once we recruit for this role there will be 4 of us in the team. This role will be office based in the Jenner Building. We work well together and collaboratively, between us we are responsible for supporting the education & training for the resident doctors within The Whittington Trust. We are also responsible for delivering and attending the PGME Induction which is usually a resident doctors first introduction to the Trust. We are looking for a reliable, hard working team member to join us in delivering high quality education and support for resident doctors.

Detailed job description and main responsibilities

Foundation

• Assist with the delivery of Foundation Programme training within the Trust ensuring standards are met.
• Organise recruiting speakers, scheduling the programme and liaising with departmental administrators to ensure bookings are made in advance.
• Record teaching attendance on relevant systems.
• Edit recorded teaching sessions and manage the Foundation teaching pages on Elev8.
• Collate and analyse teaching feedback to ensure quality is maintained.
• Send feedback and certificates to speakers
• Assist with booking training including Simulation education and Advanced Life Support.
• Monitor the Foundation Mailbox to ensure queries are responded to promptly.
• Assist with the maintenance of spreadsheets to manage the allocation of Foundation Doctors to posts/rotations.
• Liaise with the London Foundation School for various matters including assisting doctors in difficult circumstances.
• Create and update eportfolio accounts for Foundation doctors.
• Manage the administration of portfolios such as adding rotations, changing supervisors.
• Action queries to assist Foundation doctors with amending their portfolio

Induction sessions for Resident Doctors

• Contribute to development, organisation and delivery of the Trust's Foundation doctor induction programme
• Assist with Resident Doctor induction days, helping organise, register and welcome incoming resident doctors and supporting the PGME team.

General PGME activities

• Assist with the PGME Mailbox to ensure queries are responded to in good time and signposted appropriately.
• Work to improve PGME webpages, both internet and intranet

Study leave and locally delivered courses

• Work under the supervision of the Study Leave Co-ordinator to ensure the study leave processes are correctly provided and regularly updated.
• Accurately record all study expenses payments to ensure reimbursement from NHSE.
• Actively liaise with NHSE to review eligibility of locally delivered courses for funding.
• Submit funding requests for locally delivered courses to NHSE.
• Contribute these records (for study expenses and locally delivered courses) to monthly review of income to the Trust from the Education Contract, to ensure funding is correctly reimbursed to different Trust budgets (£220,000 per annum).
• Ensure that applications for study leave and study leave expenses are authorised prior to sign off and that financial claims are evidenced.

Person specification

Education Qualifications & Training

• A level and/or level 3 qualifications
• Degree level or equivalent (NVQ5) or substantial relevant experience
• Relevant academic/professional qualifications in administration or related education or business fields

Knowledge & Experience

• Experience of working in an administrative setting

Skills & Abilities

• Self-directed ability to work autonomously, prioritise own workload and act on own initiative
• Ability to work as a team player and contribute to development of a department
• Excellent communication and interpersonal skills demonstrating assertiveness and persuasion in dealing with busy medical professionals and senior staff
• Able to work accurately with attention to detail
• Ability to manage hectic, pressurised situations and to adhere to strict deadlines
• Able to recognise problems as they arise and identify issues which should be escalated to other staff
• Able to develop and maintain database systems, in order to ensure accuracy and produce meaningful reports
• Experience of dealing with matters of a sensitive nature in a competent and aware manner
• Experience of drafting/preparing correspondences, including on behalf of or to be sent to senior staff
• Extensive knowledge of and ability to use all Microsoft packages
• Confident with ability to present effectively to large groups

Knowledge & Experience

• Experience of working in NHS medical education & training context
• Experience in the management of database systems and electronic portfolios, ideally those relating to postgraduate medical learners
• Experience of monitoring and reconciliation of budgets
• Evidence of contribution to organising study days/training events

Personal Qualities

• Demonstrable commitment to ICARE values
• Excellent communication skills both verbally and in writing to a high standard
• Team player who can work flexibly and cooperatively and cope with changing circumstances
• Enthusiastic and proactive problem solver
• Demonstrates initiative & resilience

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with theLondon Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Your application form –

• Provide only business email address for your referees – we are unable to request references from yahoo, Hotmail, Gmail accounts.
• Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

Our processes –

• Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
• If you do not hear from us up to 3 weeks after the closing date of the job unfortunatelythis means you have not been successfullyshortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
• Please check your emails regularly as all correspondence from us will be via trac.systems – occasionally these emails will go into your Junk folder.
• Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

Other important information –

• You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise WhittingtonHealth NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

If you are offered a role with one of the NLPSS partner trusts, as part of pre‑employment checks youridentity and right to work documentation will be verifiedremotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR

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