Guy’s and St Thomas’ NHS Foundation Trust Hiring for Medical Education Administrator – Study Leave Job at London, England , UK Full Time

The purpose of this post is to provide efficient and responsive administrative and clerical support to the Education Service Manager, Training Programme Directors (TPDs), to the Director of Medical Education, junior doctors and other medical educators in the Trust.

This role will focus primarily on the management of Study Leave (SL) for the Trust’s medical trainees and consultants (
You will work closely with the Lead Tutor for Return to Training and will be in regular liaison with colleagues in Finance and externally with Health Education England.

In addition, you will also provide ad hoc support to the postgraduate medical education team which manages a range of training programmes for all junior doctors.

Main duties of the job:

• Manage the Study Leave inbox, responding promptly to email enquiries and responding to phone enquiries;
• Process study leave applications following HEE and Trust guidelines;
• Provide full range of administrative support to Medical Education Manager with respect to study leave to include processing, maintaining and recording study leave requests and approvals electronically.

Working for your organisation

The Medical Education Department is part of the Medical Director’s Office. The department’s core responsibility is to provide medical education to learners at Guy’s and St Thomas’ NHS Foundation Trust and comprises four teams: Postgraduate Medical Education, Undergraduate Medical Education, Simulation & Interactive Learning, and The School of Improvement.

This post will sit within the Postgraduate Medical Education team, and is based in our Education Centre at Waterloo in a large, friendly open plan office. This broad role offers an excellent opportunity to develop and consolidate your administrative skillset in the medical education context in one of the country’s leading teaching hospitals. It will provide the opportunity to work end-to-end on projects and processes to support delivery of concrete outcomes for stakeholders.

Administrative Support

• To provide a comprehensive and efficient administrative service with specific focus on study leave for junior doctors and consultants
• Take comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
• Prepare and produce reports / spreadsheets, presentations and other documents as requested using the required format.
• Acknowledge and respond to all forms of correspondence in a timely manner.
• Book venues, catering, equipment and all other relevant resources for meetings and events.
• To provide administrative support to the Medical Education SMT when required.
• Responsibility for implementation of team projects, with minimal supervision to agreed goals and timescales.
• Draft and disseminate, with approval, appropriate materials and information relevant to your area of work throughout the year to agreed timescales.
• Keep abreast of changes and take responsibility for informing relevant parties of the requirements of training programmes.
• Support the quality assurance, contract compliance monitoring and reporting processes with respect to relevant programmes as required, including administrative support for quality visits and inspections, data collection and reporting, audit activities, and the preparation of any relevant documentation.
• To organise and administer teaching and training programmes where necessary.

Information Management

• Adapt and maintain effective information management systems, including spreadsheets, databases and filing systems, ensuring both accessibility, confidentiality and adhering to data protection legislation.
• Undertake data entry where necessary.

Financial responsibilities

• Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales
• Order office supplies using Trust systems and adhering to the Trust procurement guidance.

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.
• Undertake photocopying and collating as required.
• 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.
• 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.