PGME & Systems Administrator

st georges nhs trust; Epsom and Ewell; On-site; GBP 24,000 - 30,000; Full time

Job summary

A healthcare organization in Epsom and Ewell seeks an Administrative Support Officer to assist with the management of medical training and education programs. The successful candidate will be responsible for liaising with doctors in training regarding their study leave applications, maintaining accurate records, and providing excellent customer service. This role requires a strong background in administration, attention to detail, and the ability to manage multiple tasks efficiently. Flexible working arrangements are encouraged for applicants.

Benefits

Flexible working arrangements

Training and development opportunities

Qualifications

• Strong background in administrative support, preferably in a medical or educational setting.
• Ability to manage multiple tasks while maintaining attention to detail.
• Experience in customer service and handling inquiries from a diverse audience.

Responsibilities

• Act as main point of contact for enquiries about medical study leave.
• Monitor and update study leave applications and database.
• Provide administrative support to the PGME team for various programs.

Skills

Excellent customer service

Data management

Effective communication

Attention to detail

Education

Relevant administrative experience

Tools

StudyWise

Intrepid

Job description

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

The postholder will be a key member of the team by 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 Postgraduate Medical Education, including Study leave and Induction, 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 in 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, and will aid in the facilitation of the Resident doctor Trust Inductions to ensure complete on‑boarding in adherence to our education contract with NHSE.

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.

Main Duties / Key Results Areas

• 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 this information on the online system (currently Intrepid)
• Regularly monitor study leave applications made by Residents to troubleshoot 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 both 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, attending 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 Trust’s study leave policy and process
• Produce and maintain standard operating procedures and process maps for all aspects of medical study leave for Residents

General Administrative Duties

• Undertake reception / front desk duties as scheduled/required between 07:30 – 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 correspondents, 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

Training Administration

• 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 setup and maintenance of hybrid teaching via Teams

Customer Care

• 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

This advert closes on Thursday 22 Jan 2026