Undergraduate Admin Assistant

NTH; Tees Valley; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals Tees is seeking an Administrative Assistant to support the Undergraduate Admin Lead and Medical faculty in coordinating education services.

You will administer education department systems, maintain the intranet site, analyse feedback, organise student placements, and provide guidance to educational supervisors and tutors in a busy NHS education environment.

Qualifications

• NVQ Level 3 in Business Administration or relevant qualification.
• Evidence of self-development

Responsibilities

• Assume systems administrator for the Education Department databases.
• Maintain and update the content of the intra/internet site.
• Analyse feedback/evaluations and assist in the production of reports highlighting issues.
• Organise work placements for those interested in pursuing a career in medicine.
• Provide appropriate support and guidance to the Faculty including Educational Supervisors, Royal College Tutors and Clinical Supervisors.
• Work with Faculty and Clinical Educators to provide timetables, rotas and information packs to undergraduate students.
• Assist in the allocation of mentors, supervisors etc for medical education students.
• Liaise with faculty and clinical Educators regarding teaching requirements and plan ahead to ensure timetables and presentations are available in good time.
• Solve day-to-day teaching problems (e.g., a tutor unable to attend).
• Plan and organise activities with the Undergraduate Department e.g. MOSLERs and workshops.

Skills

Excellent communication

Organisational skills

Microsoft Office

Education

NVQ Level 3 in Business Administration

Evidence of self-development

Job description

Find out about the current vacancies available at the Trust and take the next step in your career with us.

Site University Hospital of North Tees Town Stockton on Tees Salary £25,760 - £27,476 £25,760 - £27,476 Pro rata, per annum Salary period Yearly Closing 03/11/2026 23:59

Job overview

Provide administration to assist the Undergraduate Admin Lead and Medical faculty and Clinical Educators with the co-ordination and delivery of effective and efficient medical education services.

Main duties of the job

To assume the role of systems administrator for the Education Department
databases related to Undergraduate Medical Education.

Responsible for the maintenance and updating the content of the intra/internet site.

Analyse feedback/evaluations and assist in the production of reports
highlighting issues.

Organise work placements for those interested in pursuing a career in medicine.

To provide appropriate support and guidance to the Faculty including,
Educational Supervisors, Royal College Tutors and Clinical Supervisors

Working with Faculty and Clinical Educators provide timetables, rotas and
information packs to undergraduate students

Assist in the allocation of mentors, supervisors etc for medical education
students

Liaising with faculty and clinical Educators regarding their requirements for teaching and being able to plan ahead ensuring that all timetables and
presentations are available in good time and preparing teaching and lecture materials as required

Solve any day to day teaching problems for example a tutor being unable to
attend

Work with the Clinical Educators to plan and organize activities with the Undergraduate Department e.g. MOSLERs and workshops.

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.

Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.

We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

Working with the Undergraduate team involved in the planning, set and delivery of Medical Students exams.

Assist with the development and modernisation of medical education services through the implementation of locally agreed standardised procedures and national policies

To attend to and support undergraduate medical students and patients who visit the Trust in relation to undergraduate activity.

To produce, review and update information for patients attending teaching sessions and examinations.

To undertake general secretarial and clerical duties as and when necessary as requested by the Clinical Educators and Faculty.

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.

Tackle discrimination and harassment, and promote equality and diversity in the workplace.

Reduce sickness absence; work place accidents; and promote zero tolerance on violence against staff .

Take responsibility for personal development and education and the
development of a Personal Development Plan.

Qualifications

• NVQ Level 3 in Business Administration or relevant qualification
• Evidence of self-development

Experience

• Team Working
• Significant experience in working in an administrative area
• Previous experience of working in Medical Education
• Organisation of courses or programmes in Education

Knowledge & Skills

• Excellent communication and organisational skills
• Microsoft Office Systems

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications
Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).

Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e-mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Disability

We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK ( www.gov.uk )

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

Unfortunately, we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.