Undergraduate Administration Assistant

Walsall Healthcare NHS Trust; Walsall; On-site; GBP 25,000 - 35,000; Full time

Job summary

A public healthcare provider in the United Kingdom seeks an Administrative Support role in the Undergraduate Medical Education Team. This position entails providing vital administrative and secretarial support, organising clinical assessments, and liaising with educational staff to enhance student learning experiences. The ideal candidate will demonstrate strong communication and organisational skills critical for running educational programmes effectively.

Responsibilities

• Provide secretarial and administrative support to the Undergraduate Medical Education Team.
• Organise student clinical examinations and assessments.
• Liaise with staff in the medical school and Trust as appropriate.
• Record attendance and submit data to Medical Schools.
• Assist in running OSCE examinations.
• Organise medical student teaching programmes.
• Create reports, spreadsheets, and correspondence using various computer packages.

Job description

Responsibilities

1. To provide secretarial and administrative support to the Undergraduate Medical Education Team (UMET). 2. To contribute to the organisation of student clinical examinations and assessments. 3. To support students and to signpost and escalate student concerns and queries, as necessary. 4. To liaise with staff in the medical school and Trust as appropriate, including clinical colleagues, undergraduate co‑ordinators, teaching fellows in other Trusts and medical school education developers. 5. To comply with all relevant Trust policies and procedures. PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.

• Provide administrative support for the Undergraduate Medical Education Team (including Head of Academy, Academy Manager and all Clinical Educators within the team).
• Liaise closely with the Clinical Leads regarding the programme of teaching and ongoing communication with designated educators.
• Run the Undergraduate programme on a daily basis and report problems and solutions to the Undergraduate Administration Supervisor.
• Ensure that attendance is recorded using the appropriate methods, submit data to the Medical Schools and escalated concerns appropriately.
• Assist in running OSCE examinations, liaising with examiners, role players and patients as necessary.
• Assist in organising the 3rd, 4th and 5th year medical student teaching programmes, ensuring that required rooms, equipment and trainers are booked.
• Ensure that relevant documentation for teaching is made available in readiness for the teaching sessions, including evaluation forms.
• Take and transcribe formal minutes of the UMET meetings.
• Create reports, spreadsheets and correspondence using a variety of computer packages including Word, Excel, Teams, Outlook, Publisher and PowerPoint.
• Co‑ordinate and review educational programmes for Medical students and Physician Associate students, and other regular educational events in liaison with the Undergraduate Medical Education Team.
• Take responsibility for specific undergraduate medical year groups.
• Deliver UMET induction to new student groups.
• Provide administrative assistance relating to upkeep of facilities within the Department.
• Support UMET in preparation of information gathering for reports, audits, quality visits and minutes from meetings.
• Assist in the organising of the Medical Students courses ILS, PILS, eALS by liaising with the Resuscitation team.
• Plan and organise meetings and courses, often requiring ongoing planning and adjustment.

About the Trust

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state‑of‑the‑art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.