NHS EDUCATION FOR SCOTLAND MEDICAL DIRECTORATE TRAINING PROGRAMME ASSISTANT. Training Programme Assistant

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1 NHS EDUCATION FOR SCOTLAND MEDICAL DIRECTORATE TRAINING PROGRAMME ASSISTANT 1. JOB DETAILS JOB REFERENCE JOB TITLE DEPARTMENT AND LOCATION IMMEDIATE MANAGER S TITLE Training Programme Assistant Medical Directorate Deanery locations Training Programme Administrator or Team Leader 2. JOB PURPOSE To assist and support the delivery of the service for the postgraduate, training, assessment and where appropriate the specific recruitment of Trainee doctors, in order to meet the associated standards and deadlines attached to these complex training programmes. This is achieved by providing technical and administrative support using the trainee information systems to ensure accurate and timeous records and reports are produced and maintained. 3. DIMENSIONS The Medical Directorate has a budget of c 280m and has 4 Scottish Deaneries overseeing the training of approx doctors in postgraduate medical training. a. East Deanery 32 programmes with approx. 650 trainees b. North Deanery 51 programmes with approx. 870 trainees c. South East Deanery 58 programmes with approx trainees d. West Deanery 87 programmes with approx trainees 4. ORGANISATION CHART See attached structure

2 5. ROLE OF THE DEPARTMENT NHS Education for Scotland (NES) is a Special Health Board whose mission is to contribute to the highest quality of healthcare throughout NHSScotland by promoting best practice in the education and life-long learning of all staff. The Medical Directorate is responsible to Scottish Government for the commissioning and delivery of postgraduate medical education in Scotland. This training is delivered in general practices and health boards to standards set by the General Medical Council (GMC). The role of the Directorate is to oversee the training, manage the trainee s progress through the training programme and ensure training is delivered to GMC standards. The four Scottish postgraduate deaneries are an integral part of NES and form the core of the NES Medical Directorate. They have a vital quality management role and are responsible for managing training programmes in their region and working closely with the wider NHSS through regional workforce planning structures. There are 61 separate specialty curricula leading to a recognised Certificate of Completion of Training; and some 32 recognised sub-specialty programmes. These curricula are promulgated by some 15 medical Royal Colleges and faculties and are delivered in both primary and secondary care environments under the control of the 14 NHS Scotland territorial boards. The Medical Directorate through the deaneries is responsible for the overall quality and management of the training programmes that deliver these curricula. 6. KEY AREAS OF RESPONSIBILITY: KEY RESULT AREAS / MAIN TASKS 1. Provide wide-ranging organisational, administrative and secretarial support to those involved in postgraduate training and education. Assisting with the general planning and organisation of training programmes, by addressing day to day enquiries, answering correspondence, updating and maintaining the website pages and preparing reports, as required. 2. To assist the training programme team leader to coordinate training programme allocations, organise induction, monitor progress of Trainees including preparation for Annual Review of Competence and Progression (ARCP), coordinate educational activity including study leave applications and produce reports on performance, drawing attention to any Trainees with potential problems. For Foundation training programmes, support/administer the process of the Trainees registration with the General Medical Council. 3. Maintain accurate and up to date management system records. Produce regular reports and statistics. Suggest improvements and implement change on an ongoing basis, which includes proposals to change working practices in own area. Ensure anomalies and gaps in the data are resolved where possible. 4. Provide standard and non-routine reports, which can involve interrogation of the database and further investigation of paper files, archive material or queries to information providers to ratify the information, e.g. for financial monitoring.

3 5. Support the planning and organisation of events (e.g., training courses, Open Days, conferences) including aspects of procurement; the venue, publicity, attendance, speakers, sponsorship, and distribution of course materials. 6. Support the planning and organisation of a wide range of meetings, including committees, interviews and assessments. This can involve scheduling meetings, organising venues and catering, arranging documentation and agendas, taking minutes or dictation, and distributing papers. 7. Assist with regional administration of the recruitment of trainee doctors, e.g.: Scottish Foundation Allocation Scheme by recording data on preferences, advising undergraduates on the process, organising shadowing placements, ensuring that full and accurate information is returned from applicants and consultants on time and advising applicants who are not matched within the Scheme. 8. Any other duties as requested by the Line Manager. 7. USE OF PHYSICAL RESOURCES Equipment and machinery 1. PC work 2. Telephone and voic 3. Regular use of a range of office equipment, which can include: printers, photocopier, 4. scanner, fax. 5. Other equipment, for example: audio machinery, VC set up Systems 1. Microsoft Office suite (Word, Excel, PowerPoint and Access) 2. NES Groupwise system 3. Intranet and internet 4. Database systems Other information systems, internal and external, for example: Royal College eportfolio may include occasional requirement to test systems.

4 8. ASSIGNMENT, GENERATION AND REVIEW OF WORK 1. Work is assigned by the line manager. This work can originate from a range of medical staff, Trainees, course providers and NHS staff requesting information and administrative support. Objectives are agreed and performance reviewed in line with the NES appraisal system. 2. Regular team meetings where work is discussed and delegated. 3. Proactive support to training events, committees and meetings, including follow up actions where relevant. 4. Proactive maintenance of the integrity of the trainee information held in the database as an information resource and to meet audit standards. Take action to resolve inconsistencies. 5. Regular requirement to provide reports according to the monthly reporting and payment calendar. 9. COMMUNICATIONS AND WORKING RELATIONSHIPS 1. Daily contact with a wide range Directorate staff at all levels, providing and receiving information which may be confidential or sensitive. Contacted for information on a diverse range of topics by, for example, medical staff, Training Programme Directors, Trainees, course providers, e.g. in the form of s, telephone calls and face-to-face, requiring good interpersonal skills and often tact, diplomacy and discretion and may include the requirement to communicate with those whose first language is not English. Coordinate and influence a wide range of people associated with postgraduate training to ensure that processes are followed and documents completed in line with regional and national deadlines and standards. 2. Understand and convey resolutions to complex queries, e.g.: scheme rotations involving various hospitals; the allocation to accredited or non accredited posts, and the financial and training implications of the same for the Trainees and the Health Boards. 3. Regularly dealing with confidential or sensitive information, requires working knowledge of the Data Protection and Freedom of Information Acts. 4. Dealing with external contacts while supporting training events, committees and meetings, in order to ensure that all requirements are met.

5 10. MOST CHALLENGING PARTS OF THE JOB 1. Resolve problems with conflicting information which can involve multiple information providers and varying strands of information. 2. Understand and interpret complex data, training procedures and training issues in relation to meaningful data capture and retrieval in order to resolve information/data queries 3. Obtain information from a diverse range of people from different locations and organisations, over whom the postholder has no authority, in order to update and maintain records and produce reports. 4. Multi-task and adapt quickly to changing priorities or demands. 5. Keeping up to date with changes to guidelines, mandatory requirements, statutory legislation and GMC standards. 11. EFFORT REQUIRED TO DELIVER THE REQUIREMENTS OF THE POST Physical Skills 1. Fast and accurate use of computer keyboards. 2. Web and Database development Physical effort 1. Daily work on computer systems and paperwork for prolonged periods. 2. Travelling to meetings Mental effort 1. Sustained concentration and attention to detail. 2. Frequent interruptions requiring a quick change from one activity to another. 3. A questioning approach to identify inconsistencies and ensure the integrity of the data provided. Emotional effort 1. Occasionally dealing with distressed or angry trainees as their first point of contact before referral to senior staff. For example, trainees who are unhappy with training programme allocation or request for study leave declined. Working Conditions 1. Good working conditions within safe office environment, but with constant use of computer systems.

6 12. QUALIFICATIONS AND/OR EXPERIENCE SPECIFIED FOR THE POST 1. Higher National Certificate (HNC) or equivalent 2. Able to demonstrate a range of administrative and organisational skills and experience 3. Advanced keyboard skills. 4. Experienced in supporting training events, committees and meetings, including taking minutes. 5. Strong interpersonal and communication skills. 6. Strong IT skills Microsoft, spreadsheets and databases. 7. Experienced in working to tight deadlines. 8. Accuracy and attention to detail. 9. Ability to work on own initiative but also be a team worker. 10. Numerical and financial skills. 11. Adaptable and able to deal with unforeseen circumstances. Desirable: Working knowledge of the Data Protection Act and Freedom of Information Act

7 Person Specification Training Programme Assistant Essential Criteria these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage. Desirable Criteria these are attributes which would be useful for the candidate to hold. When short listing, these criteria will be considered when more than one applicant meets the essential criteria. Means of Assessment please note that candidates invited for interview will be notified if there will be a requirement to undertake a test or presentation. These additional assessments may be used to judge one or more criteria within the factor. Factors Essential Desirable Means of Assessment Education and Professional Qualifications Experience/Training (including research if appropriate) Specific Skills and Knowledge HNC or equivalent Application & Pre-Employment checks Able to demonstrate a range of administrative and organisational skills and experience Advanced keyboard skills. Strong IT skills Microsoft, spreadsheets and databases. Experienced in working to tight deadlines. Numerical and financial skills. Strong interpersonal and communication skills. Ability to work on own initiative but also be a team worker. Accuracy and attention to detail. Experienced in supporting training events, committees and meetings, including taking minutes. Personal Attributes Adaptable and able to deal with unforeseen circumstances. Working knowledge of the Data Protection Act and Freedom of Information Act Application & Interview Application, Interview, Interview

8 CONDITIONS OF SERVICE TITLE: Training Programme Assistant LOCATION: Glasgow 2 Central Quay REPORTING TO: Training Programme Team Leader GRADE: Band 3 SALARY SCALE: 16,271-19,268 per annum HOURS AND DAYS OF WORK: Full time. Based on a normal working week of 37.5 hours. Office opening hours are 0700 to JOB STATUS: Fixed term/secondment opportunity until September 2014 NOTICE PERIOD: 1 month ANNUAL HOLIDAYS: 27 days rising to 29 days after 5 years service, rising to 33 days after 10 years service. REHABILITATION OF OFFENDERS CLASSIFICATION: SMOKING POLICY: PUBLIC HOLIDAYS: 8 local/ Public Holidays per annum The exemption status of posts within NES may change in the future and all successful candidates should be aware that they may be asked to obtain a further Disclosure from the Criminal Records Bureau at a later date, should a post s status change, or if they are transferred or promoted into a post that is exempt. There is a ban on smoking at the workplace. SUPERANNUATION: Please note under changes to workplace pension arrangements introduced by the UK Government, NHS Education for Scotland along with other employers requires to ensure all staff are automatically enrolled in a pension scheme. Consequently, all new starts from 1 October 2013 will be automatically enrolled into the NHS Superannuation Scheme (Scotland). Contributions are based on whole time pensionable earnings as set out in the table below:- Employee contribution rates in 2013/2014 Tier Annual Pensionable Pay (Full Time Equivalent) Contribution 1 Up to 15,278 5% 2 15,279 to 21, % 3 21,176 to 26, % 4 26,558 to 48,982 9% 5 48,983 to 69, % 6 69,932 to 110, % 7 110,274 to any higher amount 13.3% Sessional workers who work more than 10 sessions per week under NHS condition may be unable to contribute further to the superannuation scheme The conditions above are for information purposes only and may be subject to variation. They do not form the basis of a legal contract.

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