PGME & Systems Administrator

St George's University Hospitals NHS Foundation Trust; Epsom; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent NHS Trust is seeking a PGME & Systems Administrator to provide essential administrative support. You will be the first point of contact for medical study leave enquiries, ensuring timely processing and excellent customer service. The successful candidate will possess strong organizational skills and proficiency in Microsoft Office, alongside experience in the healthcare or educational sectors. This role involves various administrative duties and collaboration with the education team to facilitate smooth operations in the medical training environment.

Qualifications

• Experience in an educational or healthcare environment.
• Experience of providing excellent customer service.
• Experience of working in a medical education or NHS setting.

Responsibilities

• Act as main point of contact for enquiries about medical study leave.
• Process all stages of study leave applications in a timely manner.
• Provide training when required to doctors on the use of Leave Manager.

Skills

Excellent organisational and time management skills

Strong communication skills

Proficiency in Microsoft Office

Experience using online teaching platforms

Education

GCSEs including Maths and English

Further training or qualifications in administration, education, or healthcare

Tools

Microsoft Office

SharePoint

Job description

PGME & Systems Administrator

The closing date is 22 January 2026.

Epsom and St Helier Postgraduate Medical Centre (PGMC) offers a comprehensive educational programme for doctors in training as well as activities to support the CPD of locally employed doctors (LEDs), medical consultants and GPs.

The postholder will be a key member of the team, providing front of house services including reception, audio visual support and general support to conference and events activities, supporting the general programmes and events for PGME, including Study leave and Induction.

Main duties of the job

The post holder will work as part of the Education team providing a range of administrative support to the PGME team for medical inductions, local teaching and mandatory training. The post holder is a customer facing role as the key point of contact for all doctors in training posts seeking to access their allocated medical study leave funding and for general queries relating to their education and training within the Trust. The post holder is responsible for ensuring aspects of study leave administration are carried out in a timely manner and to a high standard. The post holder will provide administrative support for a number of IT systems (including StudyWise) that facilitate the monitoring of resident education. The role will also aid in the facilitation of the Resident doctor Trust Inductions to ensure complete on‑boarding in adherence to our education contract with NHSE.

About us

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).

After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

At GESH we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.

Job responsibilities

• Act as main point of contact for enquiries about medical (PGME) study leave, entitlements and applications using Trust systems (i.e.: StudyWise) providing excellent customer service.
• Data cleanse, update and upload Resident placements/rotations to maintain the study leave database, ensuring data held on Residents, approvers and administrators is correct and up to date throughout the training year.
• Interpret documentary submissions and accurately record them on the online system (currently Intrepid).
• Regularly monitor study leave applications made by Residents to troubleshoot any delays in rota co‑ordinator or educational supervisor approvals to avoid delays in reimbursements for Residents.
• Process all stages of study leave applications in a timely manner and in accordance with NHSE / Shared Services policy and the Trust procedures for reimbursement of expenses.
• Liaise with the DME and PGMDE Manager regarding any policy queries and appeals.
• Liaise with other Trusts and external system provider HICOM on discrepancies and system requirements for StudyWise. Attend development meetings on behalf of the trust as required.
• Provide training when required to doctors on the use of Leave Manager and attend Inductions to explain the Trusts study leave policy and process.
• Produce and maintain standard operating procedures and process maps for all aspects of medical study leave for Residents.
• Undertake reception / front desk duties as scheduled/required between 07:30 and 17:00, including opening or closing the centre as required.
• Ensure that training rooms are kept tidy, adequately prepared and fully equipped in accordance with training needs.
• Provide administrative support to the PGMDE team as required.
• Work with the PGME Administrator to maintain the medical induction laptops in working order with functioning connection to the Trust wifi.
• Coordinate identified meetings and take minutes as required.
• Support Foundation & Medical Inductions: update internal databases, create accounts, send correspondence, provide handouts, book rooms and order refreshments.
• Submit requests, process invoices, cheques and orders using Trust systems within established timescales.
• Update ePortfolio regularly and upon request, ensuring Resident information is accurate and up to date.
• Provide support at educational events and meetings taking place out of hours as required.
• Work collaboratively with the Training Programme Directors, educational supervisors and clinical supervisors to provide administrative support as required.
• Prepare correspondence and training materials related to PGME courses, book rooms and liaise with trainers as required.
• Advertise and market departmental courses.
• Advise staff on availability/appropriateness of training programmes as required.
• Assist with the set up and maintenance of hybrid teaching via Teams.
• Receive, assist and screen visitors/callers courteously.
• Respond appropriately to customers specific requests for information.
• Monitor, respond to and resolve enquiries received via the designated mailbox within agreed timescales, escalating any complex queries to PGMDE Manager as appropriate.
• Process incoming and outgoing telephone calls in a timely manner.
• Receive and relay oral and written messages promptly and accurately and take appropriate action when required.
• Contribute to the maintenance and initiation of procedures and systems to ensure an effective delivery of service.
• Draft business communications as required.
• Demonstrate understanding of working with vulnerable children/adults as it applies to the workplace.

Person Specification

Education & Qualifications

• GCSEs including Maths and English.
• Further training or qualifications in administration, education, or healthcare.

Experience

• Experience in an educational or healthcare environment.
• Experience of providing excellent customer service.
• Experience of working in a medical education or NHS setting.

Knowledge and Skills

• Excellent organisational and time management skills.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office, particularly Word and Excel & SharePoint.
• Experience using online teaching platforms (MS Teams).
• Knowledge of e‑learning systems and medical education structures.
• Experience of minute taking, report writing, and data management.

Other skills

• Proactive, enthusiastic, and professional approach.
• Ability to work independently and as part of a team.
• Flexible, reliable, and able to adapt to changing priorities.
• Commitment to equality, diversity, and inclusion.

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.

Employer name

St George's University Hospitals NHS Foundation Trust