Undergraduate Administration Assistant

NHS; Walsall; On-site; GBP 20,000 - 30,000; Full time

Job summary

A local healthcare trust is seeking an Administrative Support role within its Undergraduate Medical Education Team. Responsibilities include providing administrative assistance, coordinating educational events, and managing communications with educators. Candidates should have NVQ Level 3 in Business Administration and demonstrate effective communication and organizational skills. This role offers a chance to be integral to the educational development of medical students.

Qualifications

• Experience of working within an undergraduate administration environment.
• Proficient in the use of computer packages including Word, Excel, PowerPoint, Publisher, and Outlook.
• Demonstration of professional behaviour and effective team working.

Responsibilities

• Provide administrative support for the Undergraduate Medical Education Team.
• Liaise closely with Clinical Leads regarding the teaching programme.
• Ensure smooth running of the Undergraduate programme and report problems.

Skills

Professional behaviour

Effective team working

Time management

Communication skills

Organizational skills

Education

GCSE English and Maths or equivalent Grade (C) 4 or above

NVQ Level 3 in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Publisher

Microsoft Outlook

Job description

• To provide secretarial and administrative support to the Undergraduate Medical Education Team (UMET)
• To contribute to the organisation of student clinical examinations and assessments.
• To support students and to signpost and escalates student concerns and queries, as necessary.
• 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.
• To comply with all relevant Trust policies and procedure.

PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.**PREVIOUS APPLICANT NEED NOT APPLY**

Main duties of the job

Provide administrative support for the Undergraduate Medical Education Team.

To liaise closely with the Clinical Leads regarding the programme of teaching and ongoing communication with designated educators.

Running of the Undergraduate programme on a daily basis and reporting problems and solutions to Undergraduate Administration Supervisor.

Ensuring that attendance is recorded using the appropriate methods, submit data to the Medical Schools and escalates concerns appropriately.

Administrative assistance in running OSCE examinations liaising with examiners, role players and patients as necessary.

Assist in organising the 3rd, 4th, 5th year medical student teaching programmes, ensur[ing] that the 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.

To take and transcribe formal minutes of the UMET meetings.

To create reports, spreadsheets and correspondence using a variety of computer packages including Word, Excel, Teams, Outlook, Publisher and PowerPoint.

About us

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.

Job responsibilities

Provide administrative support for the Undergraduate Medical Education Team, (including Head of Academy, Academy Manager and all Clinical Educators within the team).

To 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.

To take responsibility for specific undergraduate medical year groups. To liaise closely with the Clinical Leads regarding the programme of teaching and ongoing communication with designated educators.

Ensuring the smooth running of the Undergraduate programme on a daily basis and reporting problems and solutions to Undergraduate Administration Supervisor.

Ensuring that attendance is recorded using the appropriate methods, submit data to the Medical Schools and escalates concerns appropriately.

Deliver UMET induction to new student groups.

Administrative assistance in running OSCE examinations liaising with examiners, role players and patients as necessary.

Administrative assistance relating to upkeep of facilities within the Department.

To support UMET in preparation of information gathering for reports, audits, quality visits and minutes from meetings.

To assist in organising the 3rd, 4th, 5th year medical student teaching programmes, ensuring that the required rooms/equipment and trainers are booked.

To assist in the organising of the Medical Students courses ILS, PILS, eALS by liaising with the Resuscitation team.

Ensure that relevant documentation for teaching is made available in readiness for the teaching sessions including evaluation forms.

To take and transcribe formal minutes of the UMET meetings.

To plan and organise meetings and courses, often requiring ongoing planning and adjustment.

To create reports, spreadsheets and correspondence using a variety of computer packages including Word, Excel, Teams, Outlook, Publisher and PowerPoint.

Person Specification

Qualifications

• GCSE English and Maths or equivalent Grade (C ) 4 or above
• NVQ Level 3 in Business Administration

Knowledge and Experience

• Demonstration of professional behaviour and effective team working within a team.
• Proficient in the use of computer packages which includes word, excel, PowerPoint, Publisher and Outlook.
• Experience of liaising with managers and clinicians on a regular basis.
• Good time management and organisational skills. Ability to work with tight deadlines
• Sufficient Information Technology skills, able to work with Microsoft Office software.
• Experience of working within an undergraduate administration environment.
• Experience of liaising with managers and clinicians on a regular basis.

Skills

• Ability to communicate in English at a high standard. Excellent communication skills, written and oral
• Ability to establish good rapport with colleagues. Empathise, work co-operatively with others.

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.