Job summary Background Bexley GP VTS (Vocational Training Scheme) is a dynamic and supportive training programme for General Practitioners, proudly serving South East London. With a focus on excellence in education and trainee development, we foster a welcoming environment for aspiring GPs. We are seeking a proactive and detail-oriented administrator to join our team. This role is vital in supporting our programme directors and ensuring the high quality delivery of all aspects of GP training. Job summary To provide comprehensive administrative support to the Bexley GP Training Scheme (VTS). This role ensures smooth day-to-day operation of all administrative processes related to the VTS, supporting trainees, educators and the Programme Directors. Main duties of the job Trainee and Educator Onboarding: Prepare and distribute welcome materials, including handbooks and letters. Ensure trainee-supervisor match accuracy and input trainer details into templates. Cross-reference placements and schedules for accuracy. Communication and Information Management: Act as a point of contact for VTS-related queries. Maintain and update the VTS contact directory. Circulate key updates, training opportunities, and events to trainees and educators. About us South East London Workforce Development Hub Information: The SEL Workforce Development Hub is the training hub for South East London working collaboratively with the six borough hubs to provide training, education and other support to Primary Care. We support over 200 practices and 36 PCNs. Organisational Values / Objectives: SEL Workforce Development Hubs goals are to support primary care to be the best place to work and the best place to learn. We work with practices and PCNs to develop new ways of working to support their priorities, their staffs priorities, and their patients priorities. SEL WDH aims to make primary care a better place to work by working collaboratively with partner organisations across the health and social care economy to ensure that we strengthen the following six priority areas: Access Morale Business Management Long Term Condition Management Contract Support Training & Education South East London is a diverse place to live and we believe that for primary care to truly represent our population then we needa workplace culture that truly reflects this. We particularly encourage applications from candidates who are likely to be underrepresented in the SEL WDH workforce.These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA people. Date posted 31 January 2025 Pay scheme Other Salary £13.57 an hour Contract Permanent Working pattern Part-time Reference number B0166-25-0008 Job locations 21 Bourne Road Bexley DA1 5LW Northside House 69 Tweedy Road Bromley BR1 3WA Job description Job responsibilities Event Support: Coordinate logistics for VTS teaching days, including room bookings, technology setup, and refreshments. Attend sessions as required by Programme Directors to support the smooth running of educational sessions. Manage RSVPs and attendance lists for events and training. Liaising with guest speakers and ensuring they are adequately prepared to attend the sessions. Prepare and disseminate agendas, minutes, and action plans for meetings. Support Away Day event planning, including venue booking, refreshments, recording attendance, and analysing survey feedback. Attendance may be required as directed by Programme Directors. Data and Record Management: Maintain accurate trainee records, including assessments, attendance, and progress reports. Compile and analyse feedback from surveys and evaluations. Ensure compliance with GDPR and confidentiality protocols. Administrative Operations: Manage annual VTS calendars for training and away days. Prepare, edit, and format documents as required. Attend and contribute to meetings as required. Process Improvement: Identify opportunities to streamline administrative processes. Assist in the development of templates and guides for standardized operations. Attend relevant training sessions to enhance skills and knowledge Job description Job responsibilities Event Support: Coordinate logistics for VTS teaching days, including room bookings, technology setup, and refreshments. Attend sessions as required by Programme Directors to support the smooth running of educational sessions. Manage RSVPs and attendance lists for events and training. Liaising with guest speakers and ensuring they are adequately prepared to attend the sessions. Prepare and disseminate agendas, minutes, and action plans for meetings. Support Away Day event planning, including venue booking, refreshments, recording attendance, and analysing survey feedback. Attendance may be required as directed by Programme Directors. Data and Record Management: Maintain accurate trainee records, including assessments, attendance, and progress reports. Compile and analyse feedback from surveys and evaluations. Ensure compliance with GDPR and confidentiality protocols. Administrative Operations: Manage annual VTS calendars for training and away days. Prepare, edit, and format documents as required. Attend and contribute to meetings as required. Process Improvement: Identify opportunities to streamline administrative processes. Assist in the development of templates and guides for standardized operations. Attend relevant training sessions to enhance skills and knowledge Person Specification Experience Essential Administrative experience in a busy setting Skills & Knowledge Essential Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) Strong organisational skills Excellent oral and written communication skills Self-motivator and able to work autonomously within role boundaries Ability to prioritise and multi-task Flexible and able to adapt to changing priorities Ability to travel as needed to events and training sessions Desirable Familiarity with NHS systems and processes Experience with advanced Microsoft Office applications Knowledge of GPDR and confidentiality Valid UK driving license Qualifications Essential 1.GCSE grade C or above (or equivalent) in English and Maths Person Specification Experience Essential Administrative experience in a busy setting Skills & Knowledge Essential Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) Strong organisational skills Excellent oral and written communication skills Self-motivator and able to work autonomously within role boundaries Ability to prioritise and multi-task Flexible and able to adapt to changing priorities Ability to travel as needed to events and training sessions Desirable Familiarity with NHS systems and processes Experience with advanced Microsoft Office applications Knowledge of GPDR and confidentiality Valid UK driving license Qualifications Essential 1.GCSE grade C or above (or equivalent) in English and Maths 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 details Employer name Bromley GP Alliance Ltd Address 21 Bourne Road Bexley DA1 5LW Employer's website https://bromleygpalliance.org/ (Opens in a new tab)