Medical Education Co-ordinator

Job summary

This post is for 26 hours per week. We are looking for a high quality, customer focused administrator to join our medical staffing department. Working within a fast paced medical Education department, you will have a keen eye for detail and the ability to juggle the demands of a busy workload.

Working with all grades of doctors and medical students, you will be an excellent communicator and act as the first point of contact for all aspects of medical education.

You will be present at a weekly teaching session for doctors, where you will provide support with a variety of tasks and so you will need to be able to work autonomously and think on your feet.

Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility. All Livewell Southwest staff are expected to able and willing to work across a 7 day service.

Job Share(s) Considered Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted.

Therefore, we recommend you submit your application at the earliest opportunity Main duties of the job Support the weekly teaching sessions, this can include IT support, minute taking and agendas, booking and setting up rooms Produce timetables for medical student placements and teaching Coordinate the study leave process for doctors by booking and arranging payment for pre approved courses Administrative support to the Medical Education Team Coordinate doctors Mandatory Training Assist with resident doctor induction

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities.

If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Job description

Job

responsibilities

Generic:

The postholder is responsible for the administration of Medical Education, providing support to the Medical Education & Staffing Manager (MESM), the Director of Medical Education (DME) and Medical Staffing Department to organise and facilitate a wide range of activities to support the Medical Education agenda.

To co-ordinate routine correspondence in relation to educational matters, ensuring the appropriate dissemination and circulation of such correspondence. To follow up on any actions from above correspondence as identified or requested by the DME or Medical Education Manager.

To prepare agendas and papers for relevant educational meetings, attending where necessary to minute take and ensure agreed action points are implemented.

Coordinate and maintain a database of individual Doctors mandatory training needs to ensure compliance and notify doctors of their individual training compliance records requesting that they book onto relevant training courses in a timely manner.

On occasion, search for appropriate venues and catering facilities for in house courses and conferences. Prepare such venues to ensure that they are fit for purpose (correct technology available, suitable environment, catering and facilities).

When in house events are taking place, liaise with both visiting facilitators and participants ensuring that they have the appropriate materials. Maintain attendance logs, actively following up non-attenders, providing reports to supervisors and medical education committee meetings as required.

General duties to support the Medical Staffing Team as and when appropriate. Co-ordinate, administrate, attend and minute-take Psychotherapy meetings with head of Psychotherapy and various Senior Medical Staff ensuring that any action points identified are followed up and completed.

To form a part of the cross cover arrangement for the department during periods of annual leave.

Medical Education: Biannually produce the schedule for the Mental Health Continuing Professional Development (CPD) programme which takes place weekly and is attended by all grades of Medical Staff. This will involve arranging local and national speakers, arranging venues and on occasion arranging travel expenses.

Produce certificates of attendance for CPD attendees. Produce Certificates for Presenters. Request feedback on the CPD and Junior Doctor programmes to ensure that future training plans meet the needs of its audience.

To produce, coordinate and maintain an up-to-date spreadsheet for assurance that Educational and Clinical Supervisors are meeting the competencies to allow accreditation to supervise Trainees on behalf of Livewell Southwest.

Be the main point of contact for all Medical Grades enquiring about additional courses or conferences to support their development, providing advice on how to apply for Study Leave and ensure that their individual records are kept up to date. Maintain a database that records conferences/external training undertaken by all Medical Grades.

Where appropriate, book Medical Staff onto the most appropriate training course checking that any pre-requisites are met such as qualifications, compliance with medical registration/PDP/organisational criteria and ensuring they receive all associated paperwork.

Finance:

To maintain accurate records of study leave funding for monthly submission to HEE for reimbursement. The postholder will also be able to advise on what requests meet funding requirements and which category the study request complies with in the absence of the MESM.

To co-ordinate and implement the educational programme for Medical Student placements.

Medical School Students:

To be the first point of contact in dealing with all matters relating to Medical Students placed or due to be placed with LSW. To co-ordinate and implement the educational programme for Medical Student placements.

Assist in the operational process and organisation of the Undergraduate teaching programmes in line with the requirements of Faculty of Medicine and Dentistry - University of Plymouth and related Education / Service level agreement.

To establish and maintain effective and efficient working relationships with the Medical School regarding Undergraduate placements.

Resident Doctor Induction:

To jointly co-ordinate the induction process and prepare the Induction Programme for Resident Doctors on a quarterly basis to ensure overall smooth delivery of the programme having regular liaison with MESM to ensure accurate information pertaining to the new Resident Doctors is obtained and that applicable subjects are covered within the Induction programme.

Person Specification

Qualifications

Essential Educated to Vocational Level 3 (NVQ3 ) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience Good general education to GCSE level or equivalent Intermediate word processing, MS Office word and excel Desirable IT systems qualification Experience Essential Substantial secretarial/ administrative experience Proven track record of use of technology to produce reports / database administration Knowledge of manipulating data to produce reports to the pre-set specifications required Demonstrable experience of using the internet to source information in a valid way Desirable Demonstrable experience of training and education administration in a Healthcare setting.

Previous experience of using Accent Leave Manager / Allocate Systems Skills & Attributes Essential Excellent organisational and prioritising skills Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access Ability to deal with a wide range of tasks and meet deadlines simultaneously Ability to prioritise own workload and escalate issues as necessary Excellent communication / interpersonal skills in order to build good working relationships with senior clinical and non-clinical staff Ability to liaise with professionals from all disciplines and at all levels of the organisation Ability to maintain confidentiality at all times and use discretion Ability to remain calm and focused under pressure Other

requirements

Essential Willingness to undertake training as necessary to

the role

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.

Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.

Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .