JOB DESCRIPTION
Job Details
Job Title: Core Surgical Training Coordinator
Division: Corporate – UHSM Academy
Base: Postgraduate Medical Education Department
Full Time: 37.5 (1 WTE)
Band: 5
Organisational Arrangements
Reporting to:
Operational Services Manager
Other accountabilities:
Head of PGME
Job Purpose
1.
The post-holder will be expected to provide a comprehensive administrative and
management support to the 2 CST Programme Directors
2.
The post-holder, alongside the Specialty School Manager will be expected to strategically
manage the Core CST Training (CST) training programme including the maintenance of a
robust database of trainee ARCP outcomes
3.
The post-holder will also be expected to provide administrative support to the Director for
Quality Management and Director for Education in CST training programmes.
4.
The post-holder will use the Better Training Better Care operating list to create and assess
specific learning environment for CST training for specialty trainees in years 1 – 2 in CST
specialties at UHSM (selected from Cardiothoracic, General Surgery, Breast, Vascular,
Oral & Maxillofacial, Otolaryngology, Plastics, Trauma & Orthopaedics, Urology,
Gynaecology).
5.
To be responsible for the coordination and approval of all study leave relating to CST
trainees.
6.
The post holder will provide administrative and supervisory support to the Postgraduate
Department to meet service needs.
7. To undertake any other duties which is deemed appropriate to the band when requested by
the Postgraduate Manager
The above indicates the main duties of the post which may be reviewed in the light of experience and
developments within the service. Any review will be undertaken in conjunction with the post-holder
Main Duties and Responsibilities
Human Resources/Administration Responsible for the administrative team for CST training, co-coordinating and organising CST
training within Health Education England North West (HEE NW), which includes teaching and
training events, induction and appraisal at ARCPs.
Take part in the recruitment process for CST, working alongside the Lead employer and HEE
NW.
Carry out audit and quality assurance work and consequentially propose, develop and implement
subsequent action plans.
Must be willing to continue own professional development and attend necessary training to fulfil
the post requirements.
Supervision of junior postgrad administrators. Perform appraisals, 1:1 and develop PDP, including
planning workload for the Better Training Better Care (BTBC) project officer.
Provide induction and training for staff new in the department.
Operational Management
To lead on the design the CST teaching programme in line with the ISCP curriculum, with the
CST leads.
To ensure registers are taken and data is entered on a database for attendance and recording
statistics of all meetings. Prepare attendance reports for submission to the relevant bodies and
highlight to the Core Training Programme Directors and the School of Surgery and particular
attendance issues / trends.
To be responsible for the collation, evaluation and distribution of all statistics relating to the CST
teaching programme in line with the interim assessments and final ARCP’s. Ensure CSTs are
aware of ARCP requirements throughout the year
To organise the regional CST Training Induction for all new CST trainees.
To receive and deal with complicated and sensitive information from trainees ensuring correct
procedures are followed. To offer support and guidance for trainees with difficulties. Provide
pastoral care, careers advice and support to CST trainees.
To be responsible for ensuring appropriate arrangements are made for disposal of all animal
tissue following CST skills teaching.
Financial Management
Corporate responsibility for CST study-leave budget management and planning. Ensure the
budget is effectively managed by authorising, monitoring and controlling expenditure against
agreed budget setting. Ensure budgetary decisions are fully informed and properly balanced
To be responsible for arranging all sponsorship of educational meetings organised through the
department relating to the CST teaching programme as directed by the relevant Programme
Director.
To be responsible for the collection of fees for meetings, issuing of receipts, organisation of
payment of related expenses and responsibility for preparing and maintaining spreadsheets and
accounts of income and expenditure relating to the CST teaching programme.
Identify and introduce cost improvement and efficiency measures and mechanisms for income
generation
Comply with Trust procurement processes and policies to order and supply CST training
equipment.
Information Management
Management responsibility for maintenance of HEE NW regional databases and of online
electronic resources, maximizing the use of IT facilities and systems to help maintain efficient
working practices
Analysis of local data and outcomes pertaining to education of CST trainees.
Management of the
CST website, gathering relevant information to be uploaded and keeping all
information updated.
Governance The post holder will operate at all times to high standards of probity including observing Health
and Safety regulations, all policies and procedures approved by the Trust, the Trust’s Standing
Financial Instructions and the Data Protection Act in relation to confidential data, including paper
and electronic communication.
Communications
Providing and receiving complex, sensitive or contentious information, where persuasive,
motivational, negotiating, training, empathic or re-assurance skills are required. This may be
because agreement or cooperation is required or because there are barriers to understanding
Facilitate and enable effective communication across all areas of responsibility including liaison
with HEE NW representatives, Lead Employer, Consultant surgeons across the region, Trust
Finance & Supplies department and UHSM/Academy staff.
Provide specialist CST training knowledge, planning and leadership to the CST lead and TPD’s
across the region, including support for Director of Postgraduate Medical Education.
To inform staff of the importance of the CST programme and BTBC project initiative. By ensuring
active communication and liaison with all health economy personnel involved in the training and
assessment process relating to the CST training.
To be responsible for taking, transcribing and distribution of minutes in a timely manner.
To adhere to departmental and/or Standard Operation Procedures (SOPs)
To deal with sensitive telephone enquiries, which will require tact & diplomacy, promptly and
communicating accordingly thereafter.
Analytical and Judgemental Skills
Judgements involving a range of facts or situations, which require analysis or comparison of a
range of options.
Monitor educational activity and outcomes of training in line with GMC/PMETB standards in order
to identify areas for service development
Undertake regular region audits of CST placement performance, with the QA manager.
To maintain regional databases and prepare reports for regulatory bodies regarding CST.
Planning and organising
Planning and organisation of a number of complex activities or programmes, which require the
formulation and adjustment of plans.
Organisation of courses, conferences and educational events relating to the CST teaching
programme; including travelling to external venues when required.
Ability to be proactive in the development of the CST teaching programme and surgical teaching
across trainee grades at UHSM.
Use of persuasive, negotiation skills to source options for teaching venues; consultant faculty;
and surgical equipment/consumables. Analysis of range of options to achieve best outcome with
consideration to teaching delivery and educational outcome, versus cost effectiveness.
Responsibility for Policy and Service Development and Implementation
Act as a source of specialist information and liaise with multiple external agencies and
stakeholders such as Royal Colleges, HEE NW and Lead employers.
To develop and review new procedures and processes to ensure the efficient running of the CST
teaching programme.
Develop, project plan and implement Trust wide educational projects and policy initiatives in
conjunction with the UHSM Academy
In collaboration with the CST lead, ensure that standards and contractual obligations are met to
national (Royal College) and HEE NW expectations.
Organise Inspection and Performance Review Visits from Postgraduate HEE NW, Royal Colleges
and other specialty advisory bodies, including organisation of visit, management of report and
support for implementation of recommendations.
Responsibilities for Human Resource and Leadership
Regularly responsible for the provision of basic HR advice. Responsible for day-to-day
management of a group of staff.
Other Key Responsibilities As a member of the UHSM Academy, all Academy staff are required to work together as one
talented team to ensure the objectives and goals of The Academy are achieved.
This requires all members of Academy staff to be flexible, within their hours of work and skills and
competencies to work within any part of the Academy in order to maintain and deliver any of the
Academy services. This flexibility will allow The Academy to respond to both predicted and
unexpected seasonal and other fluctuations in capacity and demand.
The Academy senior management team requires all members of the Academy multidisciplinary
team to work flexibly, as required, across the Academy for up to 20% of their contracted hours.
Supplementary Information
Freedom to Act
Is guided by precedent and clearly defined occupational policies, protocols, procedures or codes
of conduct. Work is managed, rather than supervised, and results/outcomes are assessed at
agreed intervals.
Responsibility for Financial and Physical Resources
Authorised signatory for small payments. Responsible for the purchase of some physical assets
or supplies. Monitors Department/service budgets or financial initiatives
Effort and Environmental Factors
Physical Effort: There is a frequent requirement for sitting in a restricted position for a
substantial proportion of the working time due to substantial amount of computer work, sitting at
VDU. There is an occasional requirement for light physical effort for several short periods during
a shift. Removal and relocation of furniture in seminar rooms i.e. tables and chairs to suit the
requirements of each teaching session on a weekly basis with additional ad hoc sessions and
handling CST equipment.
Office based post with occasional requirement to transport CST
equipment to other hospitals within HEE NW
Mental Effort: There is a high degree of complex, analytical work involved in this role. There will
be regular interruptions from CST trainees via telephone, e-mails and personal visits to the
department. In addition, the implementation of curricular changes will involve deep concentration.
Daily requirement for concentration when dealing with reports, data sheets to ensure accuracy.
Emotional Effort: Responsibility for trainees involves a high degree of emotional effort. Trainees
suffer emotional distress for various reasons such as physical and mental illness, family or financial
problems etc. The post holder will come into daily contact with trainees and will need to liaise with
the Senior Management Team in this support role.
General & Corporate Duties
Risk Management
It is a standard element of the role, and responsibility of all staff of the Trust, that they fulfil a
proactive role towards the management of risk in all of their actions. This entails the risk
assessment of all situations, the taking of appropriate actions and reporting of all incidents, near
misses and hazards.
Records Management/ Data Protection
As an employee of the Trust, you have a legal responsibility for all records (including patient
health, financial, personal and administrative) that you gather or use as part of your work with the
Trust. The records may be paper, electronic, microfiche, audio or videotapes, or x-ray images.
You must consult your manager if you have any doubt as to the correct management of the
records with which you work.
Confidentiality and Information Security
As a Trust employee you are required to uphold the confidentiality of all records held by the Trust,
whether patient records or trust information. This duty lasts indefinitely and will continue after you
leave the trust employment. All employees must maintain confidentiality and abide by the Data
Protection Act.
Data Quality
All staff are personally responsible
for the quality of data entered by themselves, or on their
behalf, on the Trust’s computerised systems or manual records (paper records) and must ensure
that such data is entered accurately to NHS data standards, in a timely manner to ensure high
standards of data quality in accordance with the Trust Data Quality and Clinical Record Keeping
Policies.
To ensure data is handled in a secure manner protecting the confidentiality of any personal data
held in meeting the requirements of the Data Protection Act 1998, Caldicott recommendations
and other relevant legislation and guidance are applicable and should be adhered to.
Health and Safety
All employees of the Trust have a statutory duty of care for their own personal safety and that of
others who may be affected by their acts or omissions. Employees are required to co-operate with
management to enable the Trust to meet its own legal duties and to report any circumstances that
may compromise the health, safety and welfare of those affected by the Trust’s undertakings.
Occasional exposure to animal tissue, with appropriate personal protective equipment, in clinical
skills teaching seminar room
Infection Prevention
As member of a clinical team your personal contribution to reducing healthcare associated
infections (HCAIs) require you to be familiar with the Trust’s Infection Control Manual including
the Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for
using aseptic techniques and safe disposal of sharps. You must be aware of your role in the
decontamination of patient shared equipment and are required to attend mandatory training in
Infection Prevention & Control and support the Trust in achieving compliance with the Health Act
2006(all measures known to be effective in reducing Health Care Acquired Infections).
Trust Policies
The Trust operates a range of policies, e.g. Human Resources, Clinical Practice (available on the
Trust’s intranet). Al Trust employees must observe and adhere to the provisions outlined in these
policies.
Equal Opportunities
The Trust provides a range of services and employment opportunities for a diverse population. As
a Trust employee you are expected to treat all patients/customers and work colleagues with
dignity and respect irrespective of their background.
Safeguarding
All staff have a responsibility to promote the welfare of any child, young person or vulnerable
adult they come into contact with and in cases where there are safeguarding concerns, to act
upon them and protect the individual from harm.
All staff should refer any safeguarding issues to their manager and speculate accordingly in line
with the Trust Child and Adult Safeguarding Policies.
Any post deemed to have regular contact with children and/or vulnerable adults with require a
Standard/Enhanced* DBS (Disclosure and Barring Service check).
Person Specification:
Method of
Attributes
Essential
Desirable
Assessment
• Degree level or equivalent
▪ Administration diploma
• Application
Education/
experience
or equivalent.
Form
Qualifications
• Certificates
• Ability to work with and lead a team • Previous Clinical Skills
• Application
Experience
• Experience of working with policies
Experience.
Form
and procedures.
• Knowledge of Core
• Interview
• Experience of QA, audit and
Surgical Training.
• References
management of regulatory visits
• At least 3 years NHS
experience working in a
medical education or
medical staffing setting
• Advance oral and written
• Application
communication skills, (inc
Form
negotiation, persuasion and
• Interview
motivation)
• References
• Ability to deal with sensitive
• Presentation
Skills
information in appropriate manner
• Report writing & analysing
• Ability to operate with a high
degree of independent judgement
and initiative.
• Experience of managing budgets
and operating a range of financial
systems
• Highly advanced organisational
skills and the ability to coordinate
and prioritise complex projects.
• Advance key board skills, including
excel
• Arranging meetings and minute
taking
• Presentation skills
• Specialist knowledge of surgical
• Knowledge of medical
• Application
Knowledge
training equipment and supplies
terminology.
Form
ordering systems.
• Knowledge and
• Interview
• Good understanding of DoH
understanding of GMC
• References
modernisation & healthcare plans
Promoting excellence:
• Health & Safety and
standards for medical
Confidentiality/Data protection
education and training
• Willingness to undertake training
• Application
Aptitudes
and self-develop
Form
• Enthusiastic, resolute and flexible
• Interview
approach to work, including ability
• Document
to motivate team members
Check
• Able to travel between across the
Health Education England North
West area to external meetings
• The ability to work under pressure
• Good attendance record