Job summary
- Main area
- Administrator
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 196-A&C1068
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Brompton Hospital
- Town
- London
- Salary
- £33,094 - £36,195 PA inc HCA
- Salary period
- Yearly
- Closing
- 05/11/2025 23:59
Employer heading
Medical Education Administrator
NHS AfC: Band 4
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
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
Working for our organisation
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 first
Ambitious – we innovate and strive for excellence
Inclusive – 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.
Detailed job description and main 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
Essential criteria
- 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.
Previous experience
Essential criteria
- 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
Desirable criteria
- Previous experience working in an education setting.
- Experience working in a customer service setting.
Skills/Knowledge/ Ability
Essential criteria
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel.
- Minimum 55+ wpm typing speed.
- 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
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- John Pearcey
- Job title
- Operational Lead
- Email address
- [email protected]
- Additional information
Ciara Philpott
Service Manager
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