Specialty Trainee Administrator

Specialty Trainee Administrator

The closing date is 03 June 2026.

Main duties of the job

• Act as a first point of contact for all Specialty Resident Doctors in Training and for Educational & Clinical Supervisors.
• Organise and coordinate Specialty Resident Doctor inductions in February & August and the “out of sync” inductions.
• Plan meetings (set date, agenda, Microsoft Teams calendar invites), take minutes and follow up on tasks.
• Set up IT accounts for new starters; complete ACF and grade change forms promptly.
• Maintain internal databases; coordinate Specialty Resident Doctor Study Leave, mandatory training reminders, and ESR updates.
• Provide administrative support to the Postgraduate team and Senior Medical Education Team.
• Cover reception desk and room bookings for the Education Centre Administrator when absent.
• Provide cross‑cover support to the Education Centre Administrator.

Job responsibilities

1. Provide secretarial and administrative support to the ADME and specialty tutors, when required.
2. Organise induction for the Specialty Resident Doctors (including those joining the Trust who are out of sync) under the guidance of the Postgraduate Team Leader and Medical Education Manager.
3. Liaise with other departments in preparation for new starters joining the Trust to ensure they have the appropriate access/information for the start of their placement, including IT, Digital Identity, Rota Coordinators, Medical Deployment & Recruitment.
4. Provide PA support to the Associate Director of Medical and Clinical Education, including diary management and arrangement of meetings via Microsoft Teams.
5. Provide extensive comprehensive administrative support to the senior education management team, including the Director of Clinical & Medical Education, Medical Education Manager and Postgraduate Team Leader utilising all Microsoft Office software.
6. Liaise with the Medical Education Manager and Postgraduate Team Leader to identify Resident Doctors commencing at the Trust and communicate appropriately to all new and rotating Resident Doctors.
7. Implement and maintain databases/records for Mandatory Training, utilising the 096 ESR System for all Resident Doctors commencing within the Trust.
8. Maintain records and liaise with rota coordinators & Education Leads to ensure Resident Doctors receive an appropriate Department induction and ensure feedback and registers are returned timely. Escalate non‑compliance to the Medical Education Manager and Postgraduate Team Leader.
9. Organise monthly Out of Sync Resident Doctor inductions and liaise with rota coordinators to ensure all new Resident Doctors are released to attend appointments and that welcome packs are shared. Escalate non‑attenders to the Medical Education Manager and Postgraduate Team Leader.
10. Organise and communicate educational events for Educational and Clinical Supervisors.
11. Maintain the internal recognition of trainers database. Contact supervisors for evidence and pass this onto the Director of Medical education for approval. Escalate non‑responders to the Medical Education Manager and Postgraduate Team Leader.
12. Maintain the database for Specialty Resident Doctors which includes information on induction, supervisors, rotations, and end of placement information.
13. Where required, for specialty teaching programmes (in‑house) organise attendance registers and ensure that attendance information is recorded on the relevant database, through liaison with the College Tutors/Trust Specialty Training Leads and the Medical Education Manager and Postgraduate Team Leader. Ensure evaluations are recorded, analysed and passed on to the tutors. Keep the Medical Education Manager and Postgraduate Team Leader appraised of incomplete records.
14. Process applications from doctors for study leave on the appropriate system in line with NHSE NW guidance for the Specialty Training Programme Directors based at the hospital.
15. Prepare agendas, take and circulate minutes of meetings specifying decisions made and the follow‑up action required.
16. Ensure that doctors rotating out of sequence receive an induction, appropriate induction documents and maintain records for quality assurance purposes.
17. Maintain contact details, email lists and bleep lists for all Resident doctors and distribute educational information.
18. Work with the Education Quality Team on distributing end‑of‑placement surveys and organising and supporting focus groups.
19. Ensure that accurate records of monthly new starters and leavers are kept for Consultants Update contact lists and send relevant documents to these individuals regularly, updating the Medical Education Manager and Postgraduate Team Leader.
20. Ensure a customer friendly service is provided to all centre users.
21. Provide a link between potential users and staff to ensure a quality service is provided to all users.
22. Liaise with outside agencies, e.g. Royal Colleges, Health Education North West and Primary Care Trusts.
23. Provide cross‑cover support to the Education Centre Administrator by covering the reception desk and room bookings during periods of absence.

About us

We are looking for a proactive, enthusiastic, self‑motivated individual to join the busy Postgraduate Education Team within the Medical Education Department at Blackpool Teaching Hospitals. The Postgraduate Team supports around 250+ Resident Doctors in Training, as well as Consultants, SAS and Locally Employed Doctors. We also work with Educators to ensure that they meet the necessary standards to be a GMC‑recognised Educational & Clinical Supervisor.

Requirements / Qualifications

Person Specification

Education & Qualification

• Educated to GCSE / equivalent standard
• NVQ level 3 in Business Administration/Equivalent

Experience & Knowledge

• Excellent IT Skills (fully conversant in all Microsoft applications)
• Experience of Minute Taking
• Experience of dealing with the public/customer facing work
• ECDL or equivalent
• RSA Level 2 or above
• ECDL Advanced (or willing to work towards)
• Experience of an education, training or healthcare environment

Skills & Ability

• Excellent organisational skills
• Ability to organise and prioritise own workload
• Ability to work on own initiative
• Able to work effectively as part of a team
• Ability to work to deadlines
• Ability to work under pressure
• Able to deal with short notice change in priorities
• Ability to produce/present work to a high standard

Personal Attributes

• Flexible approach to meet the service needs
• Considerate to colleagues and service users
• Reliable
• Friendly
• Positive & Customer Focused

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employment details

Blackpool Teaching Hospitals NHS Foundation Trust

Please note this role will not be eligible for sponsorship as it does not meet the minimum salary requirements for a skilled worker visa, therefore you must have appropriate right to work in the UK or your application will not be progressed to the next stage of Recruitment.

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