Job Description

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.



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

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.

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.