Job vacancy: Foundation Programme Co-Ordinator, University Hospitals of Leicester NHS Trust, Leicester

Job summary

Main area: Medical Education
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Part time - 22.5 hours per week
Job ref: 358-6956300-COR-E

Employer: University Hospitals of Leicester NHS Trust
Employer type: NHS
Site: University Hospitals of Leicester NHS Trust
Town: Leicester
Salary: £26,530 - £29,114 pro-rata per annum
Salary period: Yearly
Closing: 30/03/2025 23:59

Foundation Programme Co-Ordinator

NHS AfC: Band 4

AI tools like chatbots and virtual assistants can support you as you complete your application. For example, they can check for spelling or grammar errors, or help you to decide what to include.

But they shouldn’t replace your own responses or be used to write the application for you.

Relying too much on AI can negatively impact your chances of success, because automatically generated answers:

might not be specific or relevant enough to address the criteria in the recruitment profile
often seem generic and not personalised enough – an AI response won’t show your unique voice and perspective
could misrepresent information about you, such as your qualifications, skills and experience

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.

Detailed job description and main responsibilities

KEY WORKING RELATIONSHIPS

The main working relationships that the post holder will be required to develop include:

Department of Clinical Education senior team
PGEC Staff
Library Staff
Trust Board and its Directors
Service Users including non-medical PGEC users
UHL Consultants, Junior Doctors and other facilitators
Foundation Programme Directors
NHS England, NHSE (Formally known as Health Education England, HEE) across the East Midlands
General Medical Council (GMC)
Estates Personnel, such as Portering Service, Domestic Service and Catering Service

KEY RESULT AREAS

Administration - Foundation Training Programme

Provide senior administrative support as required by the UHL Foundation Programme Training Directors (FTPDs) in their role to provide postgraduate medical education, training and support for the foundation years one and two doctors.
Take responsibility for keeping all FY1 and FY2 doctors informed of all changes as they happen with regard to their postgraduate medical education, training, and future careers as directed by the Lead Foundation Programme Director, Associate Directors and NHSE.
Take a lead for ensuring Job Descriptions for Foundation Posts are kept up to date and uploaded to the Clinical Education website.
Support the smooth running of Annual Review of Competency Progression (ARCP).

Administration – Clinical Education Centres

Manage the Clinical Education Centres (CECs) reception area.
Manage the process of room bookings, including bookings, confirmation and charging in accordance with the CEC booking charging policies.
Provide cross site senior administrative support as and when required.
To assist with audio visual support for meetings as and when required.
Identify areas for development within the Education Centres, make suggestions and implement processes.
Reporting faults to estates/domestics/ the relevant UHL service.

1 Teaching and Training

Provide expert knowledge and assistance to ensure all foundation doctors are able to complete their assessments and competencies on the NHS e-Portfolio Training System (Horus).
Provide training on the Horus ePortfolio system to Educational Supervisors for the foundation year one and two doctors to ensure they are able to meet their commitments in respect of the FY1 and FY2 doctors’ medical education and training, which will lead to them being signed off for their foundation training at the end of each year of the foundation training programme.
Provide ongoing expert knowledge, training and support to the Consultant Body of Education Supervisors to ensure that they can effectively support foundation doctors.

1Liaison Between UHL and NHSE for the FY1 and FY2 trainee doctors

Provide administrative support with Network logins for doctors.
Provide an expert knowledge of the requirements for foundation doctors to complete their foundation training to sign off at the end of FY1 and FY2.
Responsible for the allocation of Education Supervisors (ESs) for FY1 and FY2 Doctors. Ensure all foundation trainees are informed of who their ES are and vice versa. Assist with the recruitment of Educational Supervisors.
Develop and maintain systems and databases to record attendance of foundation programme doctors at mandatory teaching sessions.
Manage the collation and administration of records for all external bodies.
Manage all assessment paperwork/queries in conjunction with other UHL Foundation Programme Coordinator (FPC) for FY1 and FY2 doctors ensuring documentation, both electronic and hard copy, has been satisfactorily completed by the trainees, their trainers and education supervisors to meet the criteria for sign off by the Foundation Programme Directors and NHSE.

1 Foundation Training Programme

To lead other members of the team in providing senior administrative support in the design of the Foundation Programme educational programmes across the UHL sites.
To liaise with facilitators and speakers for the education programme confirming dates, venues and content of talk.
To prepare and distribute teaching programmes. Manage the MS Teams channel and other various methods of communication with the foundation doctors.
Manage the process by which the educational programmes are evaluated, collated and distributed to the appropriate professional training bodies for quality assurance.

Staff Supervision

Provides day-to-day supervision and coordination of PG Administrator.
Provide training and support to PG Administrator.
Demonstrate own activities to new or less experienced employees providing training to staff on departmental procedures and policies.

Working Relationships

Ensure good working relationship with estates personnel, such as portering service, domestic service and catering service to ensure smooth running of the CECs.
Ensure good working relationship with UHL consultant staff and all other medical staff to aid smooth running and organisation of postgraduate meetings.
Ensure good working relationships with external stakeholders.

This job description is not to be taken as a completely exhaustive list of duties and it may be reviewed in the light of changed service needs. Any changes will be fully discussed with the post holder.

GENERAL

This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.

You will be required to maintain compliance with all statutory and mandatory training requirements.

The link to the Trust’s policies and procedures is:

https://secure.library.leicestershospitals.nhs.uk/PAGL/SitePages/Home.aspx

Should we receive high volumes of applications, this post may close earlier than the proposed advert closing date. Please submit your application in advance to avoid any disappointment.

Your supporting statement is an important part of the application where personalisation is essential to convey individual skills, knowledge, and experiences effectively. Over reliance on AI-generated content is discouraged as the content may lack specificity and fail to address key criteria outlined in the job description and person specification.

Person specification

Training & Qualifications

Essential criteria

NVQ/BTEC Level 4 or equivalent experience
GCSE Mathematics & English Grade C or above

Desirable criteria

ECDL/Clait or other IT qualification.
Administrative or management qualification (e.g. ILM)
RSA Typing Level 2 or equivalent.

Experience

Essential criteria

3 years administrative experience co-ordinating and leading large scale administrative processes.
2 years experience of working autonomously.
Experience of developing and managing complex IT databases – skills to train users.
Experience of and excellent knowledge of Microsoft Office applications.

Desirable criteria

2 years experience of working within an NHS environment – preferably with medical staff.
Knowledge of undergraduate/postgraduate medical education.
Knowledge of Foundation Training Programme and NHS ePortfolio Training System.

Communication and relationship skills

Essential criteria

Excellent inter-personal communication and negotiation skills on complex and/or sensitive information at all levels.
Good typing presentation skills/accuracy.

Analytical and Judgement skills

Essential criteria

Proven knowledge and experience using spreadsheets (e.g. Excel) to monitor, analyse and generate reports.
Developed analytical and problem solving skills for assessment of facts/situations.

Planning and organisation skills

Essential criteria

Meticulous organisational skills.
Ability to prioritise and manage multiple strands of work.

Equality and Diversity

Essential criteria

Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.

Other requirements specific to the role

Essential criteria

Reliable, shows initiative and has impeccable attention to detail.
Importance of confidentiality.
Flexibility of working hours and able to fulfil cross-site commitments.
Ability to negotiate and influence others.
Able to deal with frequent interruptions and unpredictable work pattern.

Desirable criteria

Experience of organising learning events.

Commitment to Trust Values and Behaviours

Essential criteria

Must be able to demonstrate behaviours consistent with the Trust’s Values and Behaviours.

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.