Senior Undergraduate Administrator

Transformationunitgm; Derby; On-site; GBP 26,000 - 30,000; Part time

Job summary

Join a leading NHS Trust as a Senior Undergraduate Administrator at the Royal Derby Hospital, where you'll support medical student examinations within a vibrant educational team. This role requires strong organizational skills, flexibility during exam periods, and a commitment to delivering high-quality educational support.

Benefits

Development opportunities

Employee assistance programme

Discounted gym membership

Onsite fitness classes

Car schemes

Qualifications

• Previous experience in an administrative role is required.
• Experience in NHS or higher education is advantageous.
• Understanding of GMC Outcomes for Graduates preferred.

Responsibilities

• Co-ordinate the delivery of undergraduate medical education and examinations.
• Support exam logistics including preparation and setup.
• Supervise an administration assistant and assist medical students.

Skills

Planning

Organisational Skills

Communication

Attention to Detail

Education

A level standard of education or equivalent

RSA2 typing or equivalent word processing qualification

Tools

Microsoft Office

Job description

Main area Administration Grade Band 4 Contract 1 year (Fixed Term / Secondment) Hours Part time - 30 hours per week (Weekdays) Job ref 320-TWS-2016

Employer University Hospitals of Derby and Burton NHS Foundation Trust Employer type NHS Site Royal Derby Hospital Town Derby Salary £26,530 - £29,114 pro rata pa Salary period Yearly Closing 26/06/2025 23:59 Interview date 17/07/2025

Senior Undergraduate Administrator

Band 4

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 13,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services. The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities. This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

If you require support/adjustments with your application please contact the recruitment team on 01332 788466

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for;

Job overview

An opportunity has arisen for an Administrator to join our busy Undergraduate team within the Medical Education department at the Royal Derby Hospital, supporting the delivery of the University of Nottingham medical student examinations and curriculum.

You will play a vital role in the provision of undergraduate medical education, with the main focus of this role on medical student examinations, ensuring examinations are organised and delivered to strict timescales. You may also support delivery of the day to day curriculum, planning and creating complex timetables, bringing together a range of clinical activities.

The post will involve working directly with Clinicians, University staff and expert patients.

Flexibility is required to attend specific meetings and to adjust working hours during examination periods. On exam days, you will be expected to work longer days, covering the full duration of the exams, including morning checks and evening reset.

Please note that there are physical aspects to this role including the setting up and re-setting of rooms before and after exams and teaching sessions, including the movement of equipment including beds, couches, screens and chairs.

If you are applying for an Internal Secondment, please ensure you have spoken to your line manager and have their support prior to your application. Please speak to the Recruitment Team if you have any questions.

Main duties of the job

The planning, co-ordination and day to day management of specific elements of the clinical curriculum and undergraduate examinations. This will include regular meetings with clinical teaching leads, clinical educators and University staff.

Responsible for supporting the delivery of medical student examinations, including preparation of exam paperwork, setting up for examination periods and supporting the co-ordination of the exams themselves.

Day to day support of medical students and supervision of an administration assistant is an expectation of this role.

Working closely with the Undergraduate Operational Co-ordinator and Undergraduate Examinations Co-ordinator, the post holder will administer parts of the clinical curriculum for all clinical attachments taking place within the Trust.

Work closely with members of clinical staff in the continued recruitment and support of patients for teaching and examinations.

We are looking for a motivated & enthusiastic individual with excellent planning and organisational skills, good attention to detail and strong communication skills.

Previous NHS or education administration experience would be advantageous as well as an understanding of the GMC Outcomes for Graduates.

Closing Date of Applications: 26June 2025

Interview Date: 17 July 2025

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, including both professional and leadership development
• On-going support through every step of the way from recruitment to when you join our team and beyond.
• A variety of other staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts about our Trust:

• We see on average 4810 OP appointments per day.
• We are the 4 th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.

Detailed job description and main responsibilities

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

• IT literate with good knowledge of Microsoft Office including word, excel and access
• Evidence of working as part of a team and on own initiative
• Ability to present complex information/data in a clear and concise format

Qualifications

• A level standard of education or equivalent
• RSA2 typing or equivalent word processing qualification

Experience

• Previous experience of working in an administrative role
• Experience of working within a higher academic institution or NHS organisation with a focus on undergraduate education
• Knowledge of the University of Nottingham undergraduate curriculum for medical students.
• Experience of staff supervision and work allocation
• Ability to prioritise own work and that of others to meet strict deadlines

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

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IMPORTANT INFORMATION

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.

At UHDB , we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance

Employer certification / accreditation badges

Application numbers

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment. Please ensure that you had read the Job Description and Person Spec and that you meet the criteria before applying.