Supervisors will be planning the trainee’s learning experience with the practice. Practice Managers usually perform the HR role in the practice, yet the School communicates, trains, and liaises with the Supervisor in the first instance, as they are seen to be the trainee’s line manager. Although it is recognised a Supervisor is well placed to manage trainees, their focus is often more educational rather than managerial. The more Practice Managers and Supervisors work together, the better the training experience will be for all involved.


There are several employment options depending on the nature of the placement.

  • For Foundation placements, contact medical staffing in the acute trust where the trainee is employed to establish a link should any performance issues arise. The trainee remains employed by the Trust. It may also be helpful to contact the Foundation Programme Director of that trust, as they are responsible for the trainee's education and rotations
  • For all GP placements you will need to liaise with Gloucester Hospitals NHS Foundation Trust, the School's Host Employer.  Click here for more information on the Host Employer. You will also need to ensure you enter into an honorary contract with the GP trainee.
  • For qualified GP placements (returning GPs, retainers, supported GPs) use your local practice contract where applicable. If you are unsure, contact our Associate Postgraduate Dean for Post CCT for confirmation
  • For military placements ensure you have signed an SLA with the Defence Deanery

Setting up a file

Each practice will do things differently, but if this is your first trainee you may find the following list of file tabs in a typical employee folder helpful. If you already have a system, take a look to make sure you are covering everything off that you need to for your trainee:

  • Correspondence
  • Other – Next of Kin, Risk Assessments, Induction Documents
  • Payroll, Variation Forms, Expense Claims, Removal Expenses
  • Contract, Change of Terms and Conditions, Job Description
  • CV, Application Form, Interview Documentation
  • Qualifications
  • References – DBS review date
  • Identity Checks, Clearances
  • Sickness Absence
  • Leave (Annual/Special/Parental Maternity)
  • Training

Briefing the team

A learner needs to be part of the team in order to benefit from a practice placement, but they are also there to learn. They won’t be as experienced as the rest of the team, or in the case of qualified GP placements they may have a particular area requiring development. In either case, they will need support from the team, so ensure they are all briefed on up and coming placements.

Where to get Pre-Employment Information

PCSAs will know a lot about a GP trainee if your practice is employing the trainee directly.  This is because they calculate the trainee’s salary, leave, and pension, and they register the trainee on the Medical Performer’s List. They should confirm this information with you, but get in touch with your PCSA if you have not had the information you need before the trainee commences training with you. PCSAs obtain information through PAY forms, and through contacting a trainee’s previous employer.  

If the Host Employer is employing your trainee, then they are best placed to confirm DBS and occupational health clearance. Trainees employed by the Host Employer do not need to go on your payroll.  Click here for Host Employer FAQs.

Things to check

  • has the trainee received employment documentation from the Host Employer
  • has the trainee is registered on a National Medical Performers List
  • are relevant contracts are ready for signing
  • is an induction planned for the trainee
  • has the Host Employer received occupational health clearance for the trainee
  • has the Host Employer obtained DBS clearance for the trainee
  • If the trainee is not on an MPL check what the trainee can undertake through a grace period by contacting your PCSA
  • Documentation as outlined by the School's Swindon GPST Programme