Post-Graduate Medical Education (PGME) Foundation Co-ordinator

Post-Graduate Medical Education (PGME) Foundation Co-ordinator, Band 4 (Under review)- 30 hours a week
The Post-Graduate Medical Education Department (PGME) is responsible for the delivery and governance of Post-Graduate Medical Education to meet National Requirements for Medical Training.
The Foundation Co-Ordinator will provide efficient, organised and full-ranging administrative functions in developing and maintaining the platform support to the Foundation Programme Manager and Foundation Programme Directors, thus enabling us to provide and deliver the Foundation Programme at Gloucestershire Hospitals NHS Foundation Trust.
It is essential that the Post-Holder exercises initiative and judgement, using acquired skills and knowledge, maintaining confidentiality at all times, being able to self-prioritise and work under pressure. The Post-Holder will also provide an empathetic and sensitive point of contact for all colleagues.
We can accept secondment applications for this role.
Additional Working Pattern Details: Must work on a Monday & Tuesday (till 5pm) - other days flexible
The proposed interview date is 10th February, Day to day coordination of the Local Foundation Teaching programme, including weekly teaching and regional teaching in alignment with the core curriculum. Responsible for the data analysis from Attendance Registers, evaluations, flagging concerns/examples of Good Practice
Responsible for all foundation study leave.
Assist with the appraisal process for Foundation Doctors.
The post holders will need to be to be self-motivated, with a pro-active approach, able to use their own judgement and able to work without direct supervision., The department of Post-Graduate Medical Education is committed to supporting the education and development of Doctors in Training, Staff Grade and Associate Specialists (SAS) as well as Consultants throughout their career.
We are part of Health Education South West - Severn and work closely with them to deliver important healthcare priorities and assist them in monitoring our progress.
We strive to ensure all doctors in Gloucestershire Hospitals NHS Foundation Trust have a high-quality induction to the Trust and department, experience good educational and clinical supervision which facilitates their learning in a safe environment.
We support and organise a wide range of clinical and educational skill development courses from Training the Trainers and Professional and Generic Skills to Simulation Training, Medical Grand Rounds and much more besides.
The departmental culture is open, friendly and supportive of all doctors and we are happy to address any queries regarding education and training., To provide robust, pragmatic and organised administrative support to the Foundation Training Programme for Foundation Resident Doctors working at GHNHSFT and within Gloucestershire.
- The Post-Holder will be expected to link with NHSE and the Foundation Programme School to ensure local implementation is in line with the National Foundation Guidelines, working with the local PGME Foundation Programme Directors, Foundation Administrative Team and the PGME Team.
- Be responsible for the day-to-day coordination of the Local Foundation Teaching Programme, working with Local/South-West Speakers, ensuring all pillars of the Foundation Curriculum are bench-marked.
- In addition, this role will include a range of activities which will include, over-seeing and being responsible for electronically booking accommodation for Regional and Local Foundation teaching sessions, alongside, working collaboratively with NHSE our major Educational Stakeholder for the financial arrangements for hosting and delivering such education.
- Responsible for the data analysis from Attendance Registers, evaluations, flagging concerns/examples of Good Practice.
- Be proactive in addressing such feedback, along with any Resident Doctor specific feedback/concerns, discussing with the Foundation Programme Manager/Medical Education Manager modes of education delivery and offering suggestions for improvement.
- Liaise with NHSE Foundation School, in supporting the Foundation Programme Manager, to ensure that effective preparation, communication and evaluation of the Foundation Programme is effective/up-to-date and meeting all Foundation Curriculum Benchmarks.
- Foundation Resident Doctors are subject to a rigorous appraisal process and have to complete electronic portfolios as evidence of their learning. The Post-Holder will play a key role in the monitoring and analysing the input data supporting the HORUS electronic system.
- Support the PGME Team as a whole when and where required, enhancing the opportunities for all Resident Doctors within Gloucestershire.
Key Result Areas:
- In the absence of the Foundation Programme Manager, work autonomously in making decisions, using judgement and discretion to ensure the continual smooth running and deliverance of the Gloucestershire Foundation Training Programme.
- The Post-Holder will have financial review responsibility for Local and Regional Foundation Training Sessions/Days, organising all Procurement/purchasing of medical/other equipment that may be required. This to then be reported to the Medical Education Manager for financial approval, having sourced best-price.
- Also responsible for reviewing and ordering within budget catering to support teaching events; this to then be reported to NHSE.
- To liaise effectively with NHSE, updating the National MaxCourse Programme with GHNHSFT Foundation Training Events and attendances.
- Responsible for the up-dating of the Foundation Training Placement Descriptions, then reporting to the Foundation Programme Manager for final approval and going live on GHNHSFT/NHSE platforms.
- Work in collaboration with the PGME Technologist in updating digital PGME Foundation Platforms, being responsible for the GHNHSFT Foundation Data Content.
- Manage the Study Leave Local process for all Foundation Resident Doctors, meeting all NHSE Foundation Study Leave Curriculum requirements, then submitting to the Medical Education Manager for final approval/sign-off. This process will enable problem solving, providing solutions, whilst also recognising situations that should be escalated to either NHSE or the Medical Education Manager.
- Responsible for the Study Leave Process for all Foundation Doctors, checking that they meet curriculum competencies. This includes the study leave application process and reclaiming of study leave expenses in compliance with NHSE & Trust Policies and Procedures. This will entail working and negotiating with Local Stakeholders.
- Assist where required within the Education Centres - setting up AV/Teams Equipment, setting up Training Rooms, assist with Registration of Training Events, help Delegates and Faculty when and where required.
- Assist the Foundation Programme Manager with any such reports/audits/papers/analytical data, required for Foundation/NHSE monitoring/accreditation.
- Support and assist the Foundation Programme Manager with the collection and provision of statistical data/NHSE Post Numbers/Posts in preparation for each new academic year relating to the Foundation Resident Doctor Placement Documentation.
- The Post-Holder is pivotal with taking responsibility on behalf of representing GHNHSFT, at the South-West Foundation Programme Annual Welcome Fair. This involves managing and co-ordinating the Foundation Representatives in show-casing Gloucestershire.
- Responsible for planning and coordinating the Shadowing and Induction Programme for all Resident Doctors joining the Foundation Programme here in Gloucestershire. The Post-Holder is responsible and accountable for sourcing relevant and sufficient training and clinical accommodation, equipment, Tutors and Helpers, and the documentation to support such an event of such magnitude. With our Foundation Resident Doctor numbers increasing in Gloucestershire, the Post-Holder will need to meticulously manage all assistance to provide the smooth running of this bespoke Induction Programme.
- Responsible for organising the end of placement and teaching evaluations processes ot support the improvement of Foundation Training at GHNHSFT., using the JISC Survey Tool. The Post-Holder responsible for collating and analysing complex JISC Survey data sets, for presentation at the Annual Foundation Quality Panel Event.
- Accountable and responsible for monitoring the Less-than-Full-Time (LTFT) Foundation Resident Doctor applications, and liaising with the Foundation Programme Manager, Director of Medical Education & Foundation Programme School. To then negotiate with appropriate Medical and Surgical Specialities for potential implementation if LTFT approved.
- Assist with the preparation and distribution of relevant documentation such as handbooks/ timetables, and assist where necessary with the preparation and maintenance of spreadsheets and databases.
- Manage the accurate tracking of all Resident Doctor teaching attendances, flagging to the Foundation Programme Manager any concerns.
- Work cohesively and constructively with all Trust Departments, NHSE and other appropriate Local/National Stakeholders, providing timely and accurate information as required.
- Provide senior administrative support to PGME Colleagues as required, whilst assisting with the day-to-day running of the PGME Office.
- Work cohesively with the whole PGME Team.
- Maintain a professional profile when dealing with confidential or sensitive information, adhering to the Data Protection Act.
- Be responsible for own compliance with Trust Mandatory Training.

Ability to operate with independent judgement and initiative, working to strict deadlines and able to switch tasks readily and frequently without loss of concentration
- Self-motivated with a pro-active approach and able to work without direct supervision, with the ability to work in a team
- Ability to manage, prioritise and organise own workload with variable and unpredictable demands whilst under pressure from PGME/other sources.
- Use the P2P Procurement Stationery Ordering System to order required stationery/equipment both clinical and non-clinical, and to raise purchase orders to ensure invoices are paid
- To communicate effectively, in an administrative capacity, with a wide range of professionals both internally and externally, at all levels.
- To comply with Trust and Departmental policies and procedures and work towards the Trust Objectives.
- To help out the wider Postgraduate Medical Education Team, contributing and supporting large events within either of the Education Centres or any external locations.
Knowledge, Skills & Experience Required:
COMMUNICATION:
- Navigates and follows organisational Policies and Procedures alongside NHSE/GHNHSFT Quality approaches as required, highlighting GHNHST Professional Profile.
- To respectfully and confidentially listen to, with then communicating/sign-posting complex and often sensitive information to the Foundation Programme Manager/Foundation Programme Directors/Medical Education Manager.
- Excellent communication skills, with the proficiency to liaise with Internal and External Stakeholders, often using persuasion and negotiation skills where necessary.
- Attend Local and South-West NHSE Meetings both via MS-Teams and in person.

NHS AfC: Band 4- Under review
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.