About this role
Job summary
East Suffolk and North Essex Foundation Trust is seeking to appoint a Faculty Administrator on a fixed term contract until September 2027.
Working within the multi professional education team, the medical education team supports the educational activities of all undergraduate and postgraduate medical education.
We are looking for an enthusiastic, approachable and highly motivated individual to join the team to provide a high quality administrative service enabling the postgraduate and Medical Education Management teams to deliver an exceptional learning experience for all our trainee doctors.
Based at Colchester Hospital, covering both the Ipswich and Colchester site, this role is designed to be a visible and active presence across multiple faculties, building strong working relationships with trainees, service management teams, clinicians, and Educational Supervisors.
Main duties of the job
To work with Trainees, Trainee Reps, Collage Tutors, Clinical Consultant leads, Clinical supervisors, Educational Supervisors and the wider education network to cultivate a positive working culture and a supportive learning environment. To support faculties and departments by organising and note-take for Faculty Boards, committees and meetings, ensuring invitations, minutes, supporting papers and agendas are distributed to deadlines. To support the planning and conducting of postgraduate inductions, medical training courses and teaching programmes in collaboration with the Medical Education Manager, Postgraduate Administrators, Foundation Programme Directors and Health Education England. To liaise with in-house Medical Human Resources and Locally Employed Doctor leads to ensure trainees and Locally Employed Doctors are allocated supervisors, have access to their e-portfolio and local teaching. Offering them support with their training when required. To provide the Medical Education Management team with administrative support as required.
About us
We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.
We are one of the largest NHS organisations in England, employing more than 12,000 staff.
We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.
We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.
If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.
Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A
Job description Job responsibilities
Responsibilities
Work independently, autonomously and act extensively on own initiative to co-ordinate, organise and deliver a responsive, innovative and high-quality service. Deliver a high quality administrative service, including assisting with room bookings and set up within various areas of the Education Centre and teaching rooms, in accordance with education requirements. Working with College Tutors and Training Programme Directors, organise and advertise relevant teaching events, weekly/monthly teaching sessions, timetables and HUB days, workshops and learning events. Manage any correspondence relating to these events and programmes, including budget keeping. Support with the organisation and set-up of Doctors Inductions. Ensure that trainee doctors are appropriately supported in their learning by liaising with local department leads, Clinical Supervisors, College Tutors and Educational Supervisors as required. Support local faculty's to make improvements in both the learning environment and the quality of learning for trainee doctors across Ipswich Hospital and Colchester Hospital. Work with the Medical Education department to ensure the quality and governance processes of medical education set down by the GMC and Royal Colleges are adhered to. Build upon the relationship between the Trust and the Royal Colleges. Organise, attend, take the notes and keep an action log for Faculty Boards committees, departmental and management meetings, in an accurate and concise manner. - Ensure notes are typed, distributed, and stored, in accordance with group Terms of Reference and Trust policies and procedures. Provide the Medical Education Management team with administrative support as required. Accountabilities
Prioritise own time and workload to ensure the continuity of support and learning functions for trainee doctors. Able to deal appropriately with potentially sensitive and confidential information. Ensure any information is accurate and up to date before sharing internally or externally. Have an understanding of other admin roles within the department and ensure other admin staff have an understanding of own role. Keep up to date with and action information received from the East of England Deanery regarding relevant Specialty Programmes. Ensuring trainees have been informed of changes that affect their training. Give guidance, support and an empathetic approach to any complaints or concerns raised. Liaising with the relevant manager to resolve. Work with Speciality Administrators and Training Leads to support trainees in need of additional help and support actions where appropriate. Liaising with Training Directors to assess suitability. Assist with the collation and analysis of surveys and feedback from trainees and service areas. Ensuring the medical education team are aware of any trends or comment of note/concern. Liaise with in-house Medical Human Resources and Locally Employed Doctor leads to ensure trainees and Locally Employed Doctors are allocated supervisors, have access to their e-portfolio and local teaching. Offering them support with their training when required. Support the planning and conducting of postgraduate inductions, medical training courses and teaching programmes in collaboration with the Medical Education Manager, Postgraduate Administrators, Foundation Programme Directors and Health Education England. Negotiate with and secure potential speakers for teaching and learning events. Secure venues, room bookings and equipment as required, including maintaining an audit of equipment and consumables. Be the first port of call and available on the day to support the teaching sessions helping with reasonable requirements. Be competent in setting up IT and AV for events, support events with resolving minor issues. Expand on our current training offer- develop and organise additional teaching sessions & clinical skills training, based upon trainee feedback and curriculum changes. Work with the Medical Education Management team, liaising with all relevant specialities to ensure doctor inductions are completed within the faculty for each rotation. Ensuring required information is given and criteria is met. Create, update and distribute welcome letters, handbooks, induction documents and support with local department inductions for trainees within each Faculty. Work with the Faculties to organise elections appointing Faculty Trainee Representatives as needed, and support their development. Assist with the wider running of the Postgraduate Centre. Supporting with general and course specific administrative duties, in addition to undertaking reasonable requests from the Management team. For full details of the responsibilities and duties of this role please see the attached job description.
Person Specification
Experience Essential
Proven previous administrative experience. Audio-Visual presentation set-up, operation and troubleshooting, including PowerPoint presentation software and similar. Organising and running events
Desirable
Working in an NHS environment
Qualifications Essential
Educated to A level standard or equivalent, including Maths and English to GSCE to A-C/4 to 9 standard.
Desirable
Basic trouble shooting of IT/AV equipment
Knowledge Essential
Knowledge and proven experience of Microsoft office packages (Word and Excel)
Desirable
Knowledge of the Doctor education system
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.
Employer details Employer name East Suffolk and North Essex NHS Foundation Trust
Address Colchester General Hospital
Colchester
CO4 5JL
United Kingdom
Employer's website https://www.esneft.nhs.uk/ (Opens in a new tab)