ePortfolio and Training Coordinator

Key Responsibilities

• Coordinate the day-to-day administration and operation of the College's ePortfolio, including user support, system administration, supplier liaison and contribute to the ongoing development and continuous improvement of the ePortfolio.
• Coordinate the day-to-day administration and delivery of key processes supporting the national training programme, including working with deaneries to co-ordinate annual reviews, maintaining accurate resident doctor records, producing reports, and ensuring operational activities are delivered efficiently and within agreed timescales.
• Develop and maintain effective working relationships with resident doctors, locally employed doctors, trainers, assessors, deaneries, and other stakeholders as appropriate, acting as a key point of contact and ensuring timely, professional communication and support.
• Contribute to the successful delivery of the College’s objectives by supporting projects, events, data management, continuous service improvement and undertaking other duties appropriate to the role.

• Proactively manage the College’s ePortfolio, including the creation, amendment and deactivation of user accounts, maintenance of permissions, updating of records and routine system administration.
• Provide responsive, practical support to resident doctors, trainers and assessors. Resolve routine ePortfolio queries, identify recurring difficulties and escalate technical issues to the system supplier where appropriate.
• Coordinate the day-to-day ePortfolio service by monitoring the shared mailbox, tracking enquiries and system issues, developing clear user guidance, and helping to deliver online demonstrations as instructed by the Training and Education Manager.
• Work closely with the ePortfolio supplier and the Training and Education Manager to test system developments and support the introduction of new functionality and service improvements.
• Produce reports and management information from the ePortfolio as instructed by the Training and Education Manager to support the monitoring of training activity and system performance.
• Monitor the integration between the ePortfolio and the College’s membership database, investigate discrepancies and work with the relevant external suppliers to resolve technical issues.
  
  

• Coordinate the administration of the training programme, including planning and supporting Annual Review of Competence Progression (ARCP) processes, preparing documentation, liaising with panel members and stakeholders, and ensuring activities are delivered within agreed timescales.
• Provide comprehensive administrative support to committee work as directed by the Training and Education Manager.
• Maintain accurate resident doctor records and management information, ensuring data integrity across College systems, producing routine and ad hoc reports, monitoring operational performance, supporting statutory and regulatory reporting requirements, and identifying opportunities to improve administrative processes and service delivery.
  
  

• Act as a key point of contact for resident doctors, locally employed doctors, trainers, assessors, deaneries and other stakeholders, responding to enquiries, and ensuring enquiries are managed accurately and within agreed timescales.
• Coordinate communication and engagement with stakeholders by maintaining mailing lists, preparing correspondence, arranging meetings, supporting consultations, and ensuring information is communicated clearly, consistently and in a timely manner.
• Support effective working relationships by coordinating activities between stakeholders and the College, resolving routine queries, escalating more complex issues where appropriate, and identifying opportunities to improve the quality and efficiency of the service provided.

• Provide administrative and operational support for departmental projects, educational events and initiatives by coordinating logistics, maintaining project documentation, monitoring progress against agreed actions, and supporting colleagues to ensure activities are delivered effectively and on schedule.
• Maintain accurate data and records to support departmental reporting and planning, preparing routine reports, and ensuring information is complete, accurate and managed in accordance with College policies.
• Contribute to continuous service improvement by identifying opportunities to enhance administrative processes, supporting the implementation of new ways of working, participating in departmental projects, and undertaking other duties commensurate with the grade and responsibilities of the post.

• Undertake any other reasonable duties as required by the Training and Education Manager or Director of Education, Training and Events.

Skills, Knowledge and Expertise

• Experience in a co-ordinator role with a broad range of responsibilities
• Experience of working with a wide range of stakeholders e.g. doctors and IT suppliers
• Knowledge of Microsoft software

• Good organisational, prioritisation and time management skills
• Ability to guide users of electronic platforms, resolve routine issues and recognise when to escalate technical or policy questions
• Confident communicator with good written and verbal communication skills; the ability to relay routine information and handle enquiries is key to the role
• Ability to work well under pressure and on own initiative
• Ability to manage conflicting demands
• Excellent attention to detail
• Work with a strong focus on quality of service
• Ability to use AI tools effectively to improve business processes
• Willingness to work flexibly to meet the needs of the department

• Commitment to equity and diversity and understanding of how this applies to own area of work
• Committed to own continuing professional development

Benefits & Values

• Hybrid working: two days in the office (one of which is Thursday), and three from home
• 25 days of annual leave, increasing to 30 days with length of service (plus bank holidays and office closure between Christmas and New Year)
• One day of paid leave to move house
• Enhanced parental leave

• Employer pension contributions up to a maximum of 12%.

• All staff are offered opportunities for learning and development, in addition to a comprehensive e-learning package
• Study loans

• Season ticket loan
• Cycle to work scheme

• Summer Fridays (staff can finish 90 minutes early from mid-July to the end of August
• Enhanced Employee Assistance Programme (with access to free counselling sessions)
• Health Cash Plan

• actively welcoming a diversity of experiences and perspectives
• everyone being respected and encouraged to participate regardless of their background or role

• being open and honest, demonstrating accountability in all its work
• evidenced-based and transparent decision-making, utilising a range of data, information, expertise and experience

• creating novel opportunities to advance and deliver on its aims, anticipating changing circumstances
• actively welcoming fresh ideas and approaches
• fostering a climate of ambition and excellence drawing on expertise from across the College’s communities

• being a learning organisation, reflecting on both successes and mistakes
• continuous and sustainable development across all its activities