Medical Student Administrator

NHS; Hove; Hybrid; GBP 26,000 - 30,000; Full time

Job summary

A leading healthcare provider in Hove seeks a proactive Medical Student Administrator to coordinate placements and support education within their Medical Education team. The role involves managing communications, ensuring effective teaching delivery, and liaising with various stakeholders. Candidates should have a background in administration and knowledge of educational processes within the NHS.

Qualifications

• Proven experience of minute taking and business information collation.
• Knowledge of Undergraduate Education administration processes.
• Experience as an administrator in the public sector.

Responsibilities

• Acting as the first point of contact for undergraduate medical students.
• Coordinating timetables and rotas for medical students.
• Providing administrative support for psychiatry teaching.

Skills

Communication

Organisational

Detail-focused

Problem-solving

Education

NVQ in administration Level 3

CPD to diploma level

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

MS Teams

Job description

Are you a proactive, organised and detail-focused individual? Do you enjoy working in a fast-paced, varied environment? Do you have excellent communication skills and a passion for supporting education?

We are looking for a Medical Student Administrator to join our Medical Education team at the Sussex Education Centre in Hove. The successful candidate will play a key role in coordinating undergraduate placements for Brighton and Sussex Medical School (BSMS) students and supporting the delivery of high-quality psychiatry teaching across all phases of the curriculum.

The post holder will work closely with the Medical Student Programme Manager, Undergraduate Leads, and wider faculty to ensure student timetables, rotas and teaching materials are effectively managed and communicated. They will also provide administrative support for projects, liaise with actors for virtual teaching sessions, and act as a point of contact for students, supervisors, and external partners.

This role is offered on a hybrid basis. Office-based days will usually be at Sussex Education Centre in Hove, but the ability to travel to other locations across Sussex to support events and undertake site visits is essential.

We welcome applications from candidates wishing to work less than full time (e.g. 30 hours per week) but working days must include Monday and Friday, with the flexibility to work at Sussex Education Centre on both days to provide support for in-person teaching if required.

Main duties of the job

The first point of contact for BSMS Medical Students, Physician Associate Students and supervisors, the post holder will deal with a wide range of queries, both in person and via email. In addition, they will be the primary contact for our acute trust partners and will deal with all types of communication which need responding to in a timely and efficient manner. The role holder will prioritise the work of the team according to the demands of the service; ensuring student placements are undertaken and effectively monitored.

The post holder will fulfil a key administration role to ensure the delivery of an effective medical education service to the highest quality and standards in line with the requirements of the Trust and Medical School, to ensure undergraduate placement competencies are delivered appropriately.

About us

The Medical Education Department is responsible for the provision and quality control of undergraduate and postgraduate medical education to meet national requirements for training, with the wider purpose of improving standards of patient care.

Led by the Director of Medical Education (DME), the Clinical Tutors and the Medical Education Manager (MEM), the Department works towards improving and assuring the quality of undergraduate and postgraduate medical teaching provided within the Trust and aims to improve the recognition of the Trust as a Centre of Excellence for lifelong learning, fostering a culture of enthusiasm for excellent teaching and learning among all grades of medical staff.

Job responsibilities

• To be the first point of contact for undergraduate medical students and physician associate students for all queries relating to placement, education and learning.
• To work with the Medical Student Programme Manager to ensure the timely communication of rotas, timetables and handbooks to medical students, physician associate students and placement supervisors.
• To provide support to the Undergraduate Medical Student Leads with the virtual and face to face delivery of psychiatry teaching across all 3 phases of the undergraduate medical course and faculty development events.
• To provide ad-hoc PA support to the Undergraduate Leadership team and Undergraduate Locality Medical Student Leads to ensure team projects and initiatives run smoothly.
• To liaise with and book actors for virtual teaching under the supervision of the Medical Student Programme Manager.
• To provide practical on-site support to the wider Medical Education Department at the Sussex Education Centre and other venues as required and in negotiation with their line manager, for example liaising with external catering and making room bookings.
• To devise and develop integrated media marketing communication programmes to support the strategic and operational initiatives of the department. (e.g. website, podcasts, e-communication).
• To receive and interpret the guidance and protocols relating to the above areas of work to ensure internal policies are in line with BSMS Psychiatry.
• To work as an integral member of the Medical Education Team, including being a stakeholder in the departmental development and strategy and providing cover for colleagues as and when necessary.
• To represent the Trust at internal and external meetings.

Person Specification

Qualifications

• NVQ in administration Level 3 or evidence of equivalent practical experience
• Evidence of recent CPD to diploma level or equivalent experience
• Good knowledge of Microsoft Word, Outlook, Excel and MS Teams

Knowledge

• Proven experience of minute taking, business information collation and reporting, extracting information from databases and excel spread sheets.
• Experience of introducing changes to working practices, policies and systems and sustaining improvements.
• An in-depth knowledge of Undergraduate Education administration processes and an understanding of medical students
• Experience as an administrator in the public sector
• Knowledge and understanding of key issues within the NHS affecting Doctors in training.
• Knowledge of Medical Education

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.

Sussex Education Centre, Mill View Hospital

£26,530 to £29,114 a yearpa / pro rata for part time

Contract

Permanent

Working pattern

Reference number

354-CO-21685

Job locations

Sussex Education Centre, Mill View Hospital