Postgraduate Medical Education Administrator

Great Western Hospitals NHS Foundation Trust; Swindon; On-site; GBP 26,000 - 27,000; Full time

Job summary

Great Western Hospitals NHS Foundation Trust is seeking a Postgraduate Medical Education Administrator to provide comprehensive administrative and operational support for the Foundation Programme and wider PGME Service.

The role will manage the Foundation Programme e-Portfolio (Horus), enrol trainees, monitor progression, coordinate F1 inductions, shadowing, and liaise with Recruitment, HR, NHS England and other departments to ensure smooth induction activities.

Qualifications

• NVQ Level 3 in Business Administration or equivalent.
• GCSEs to standard 4-9/A*-D.
• Customer service or related training.
• Experience of NHS environment desirable.

Responsibilities

• Manage and maintain the Foundation Programme e-Portfolio (Horus) by enrolling Foundation trainees, assigning Educational and Clinical Supervisors, monitoring trainee progression, and identifying concerns relating to portfolio completion, curriculum requirements, or system issues.
• Monitor and review NHS England guidance and updates relating to the Foundation Programme and support the implementation of any required changes to local processes and procedures.
• Coordinate and support Foundation Regional Teaching Days and Clinical Skills training events, including arranging venue bookings, catering, IT and audiovisual requirements, processing invoice requests, and providing event support to ensure successful delivery.

Skills

Teamwork

Communication

Education

NVQ Level 3 in Business Administration

GCSEs (4-9 / A*-D)

Customer service training

Job description

Great Western Hospitals NHS Foundation Trust

Postgraduate Medical Education Administrator

The closing date is 25 October 2026

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role. We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

We are looking for a Medical Education Administrator to provide a comprehensive administrative and operational support for the Foundation Programme and wider Postgraduate Medical Education Service.

The successful candidate will have a NVQ in Business Administration or equivalent training and experience. Experience of working within the NHS is desirable.

Main duties of the job

• Act as a key point of contact within the Postgraduate Medical Education (PGME) team for Resident Doctors and relevant internal and external stakeholders, providing advice, guidance, and support to resolve queries and ensure a positive training experience
• Support the Deputy Medical Education Manager (DMEM) and wider PGME team in the planning, coordination, and delivery of Foundation Year 1 (F1) Induction, F1 Shadowing Week, Out of Sync, and other induction programmes. Liaise with Recruitment, Human Resources, Workforce Intelligence, NHS England, and other relevant departments to obtain and maintain trainee data and ensure the smooth delivery of induction activities.

About us

We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

Job responsibilities

• Manage and maintain the Foundation Programme e-Portfolio (Horus) by enrolling Foundation trainees, assigning Educational and Clinical Supervisors, monitoring trainee progression, and identifying concerns relating to portfolio completion, curriculum requirements, or system issues. Escalate concerns to the Foundation Programme Director (FPD) and MEM as appropriate.
• Monitor and review NHS England guidance and updates relating to the Foundation Programme and support the implementation of any required changes to local processes and procedures.
• Coordinate and support Foundation Regional Teaching Days and Clinical Skills training events, including arranging venue bookings, catering, IT and audiovisual requirements, processing invoice requests, and providing event support to ensure successful delivery

Please see the attached job description for full information

Person Specification

Education

• NVQ Level 3 in Business Administration or equivalent training and experience
• Good general education to GCSE standard-4 GCSE's grade 4-9/ A*-D
• Customer service or related training

Experience

• Experience of and/or ability to work in a team or independently.
• Ability and/or experience in coordinating meetings/events/conferences.
• Demonstrate a flexible and adaptable approach to workload management.
• Experience of working within the NHS

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.

Great Western Hospitals NHS Foundation Trust

£25,760 to £27,476 a yearper annum pro rata