Study Leave Co‑ordinator
Closing date: 24 May 2026
Applicants are invited to apply for the role of Study Leave Coordinator, which oversees and provides a central administration service for all Study Leave requests received by doctors in training employed by the Trust and should have all the essential requirements as outlined in the person specification.
We are looking for an individual who is a self‑starter and has the ability to perform both autonomously and as part of the team. You will be able to manage and prioritise a highly demanding, and at times complex workload, which can require meticulous attention to detail and the ability to work under pressure adhering to tight deadlines. You will possess excellent I.T skills and be able to provide, receive and process multifaceted data to meet the desired outcomes.
You will have a flexible approach to work and be able to adapt quickly to any operational issues and unforeseen challenges, that require immediate and prompt resolution to support the continued smooth running of the services in which we offer.
Main duties of the job
Key responsibilities
* Study Leave Administration
* Process study leave expense claims in accordance with Trust and NHSE guidance for resident doctors.
* Review and, where necessary, decline claims that lack required approvals or exceed permitted expenditure limits, seeking guidance from the Business & Operations Manager when appropriate.
* Ensure that up-to-date study leave information is accessible to resident doctors across all internal systems and websites.
* Maintain accurate financial spreadsheets detailing payments made for study leave, for submission to the NUH Finance Department.
* Support the Business & Operations Manager in preparing journals for internal recharges based on weekly booking sheets and clinical skills course activity.
* Assist in maintaining income and expenditure spreadsheets for both centres.
* Accurately record all income received via card payments for car parking, course fees, and refreshments, ensuring daily submission of transactions to the Finance Department.
* Process payments in person or by telephone, issue receipts, and maintain clear audit trails.
* Support the Business & Operations Manager in ensuring all Elior catering charges to the PGEC are correctly allocated to PMED accounts, raising queries where discrepancies arise.
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job responsibilities
The role requires a dynamic individual with excellent organisational and communication skills. The role involves communicating with a wide range of people at all levels, both internal and external to the organisation.
The Study Leave Coordinator is responsible for administering study leave expense claims for all NUH resident doctors, using the NHSE Accent system and the NUH Easy Expense Payroll system. The post holder will act as a primary point of contact for enquiries relating to study leave expenses, policy compliance, and associated administrative processes.
The role also includes maintaining accurate financial records, supporting the production of routine and adhoc financial reports, and ensuring that all internal and external recharging is completed accurately and in a timely manner.
This position requires cross‑site working between the Postgraduate Education Centre, City Hospital, and the QMC Campus.
The successful candidate will be an effective team player, able to manage challenging situations professionally, and work well under pressure. Previous experience in customer service and finance administration is essential.
Person Specification
Experience
* Experience & evidence in using MS office applications
* Experience & evidence in financial monitoring procedures
* Minimum of 4 years proven administrative experience
* Minimum I year’s NHS experience and knowledge of medical hierarchy
* Good existing relationships already built up with NHS colleagues within this Trust or other Trusts
* Medical terminology
* Experience of working in a finance role
* Office based role
* Must be able to work cross site
Training
* Educated to A Level/NVQ 3 or equivalent qualification
* RSA II Typing or equivalent
Communications
* Ability to engage with and influence external stakeholders
* Excellent communications skills, written and oral
* Experience of negotiating with NHS staff at all levels including Trust Directors, senior clinicians, junior doctors, internal departments and external organisations and Trusts
Analytical
* Use problem solving and analytical skills when working on difficult projects e.g. doctors in training Foundation Programme and NHSE matching scheme/rotations
* Use resources cost effectively and ensure financial objectives are met
Planning
* Ability to prioritise own workload and maintain consistent standards
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.
Nottingham University Hospitals NHS Trusts
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