Undergraduate Medical Education Co-ordinator

Job responsibilities

To work closely with the Head of Medical Education to take responsibility for the delivery of the MBChB course within the Trust. This will include:

Attending meetings with the relevant University and NHS partnership Trusts.

Coordinate multidisciplinary training and teaching to deliver programmes of specialised tutorials, small group teaching, bedside teaching, and clinical learning opportunities across the Trust.

Develop and manage complex timetabling.

Work with the Clinical Skills and Simulation teams in the development of teaching programmes.

Work with the Clinical Educational Fellows (CEFs) in the development of teaching programmes.

Develop close working relationships with the Undergraduate teams within the University and NHS setting to improve and share of good practice.

Compile and complete reports as appropriate.

Provide first line pastoral care and support for Medical Students and refer appropriately using University processes.

Coordinate and participate in audit, quality, monitoring and other visits to the Trust.

Develop and deliver the induction programme at commencement of each of the Blocks for between 20 and 50 students.

Develop and support the UME Assistant in ensuring relevant information is uploaded to University Moodle pages.

Examinations

With the Head of Medical Education and Assistant Managers, manage the professional examinations undertaken by the medical students during their course in line with GMC and University Codes of Practice for Assessment supported by the UME Assistant and CEFs.

Ensure the exams are run in a timely, orderly, and organised manner.

Develop and maintain an accurate record of trained examiners across all parts of the MBChB course.

Liaise with the University in the arrangement of examiner training courses to ensure there are adequate numbers of fully trained examiners to meet the needs of the examination process.

Coordinate, administer and set-up for examiner training courses held within the Trust.

Attend examination planning meetings.

Human Resources

Assist the Head of Medical Education in ensuring payroll information is submitted in a timely manner, including the input of bank shifts on to the Trusts electronic systems.

Assist the Head of Medical Education in the recording of annual leave, sickness records, mandatory training and appraisal, other training courses, change forms and GMC and NMC registration numbers.

Liaise with Consultants in the organisation of elective placements from both the UK and overseas, supported by the UME Assistant.

To undertake sickness absence meetings, return to work meetings and appraisals for junior members of staff as applicable.

To manage low level performance and capability issues for junior members of staff, escalating to Head of Medical Education as required.

Additional Duties

Complete Health and Safety reports.

To order any necessary stock and to be responsible for the safe storage of expensive equipment within the department.

Communications and Working Relationships

The post holder is required to deliver information to groups of up to 50 students at a time, either in person or via Teams.

The ability to communicate sensitive and complex information and the possibility of overcoming barriers in language or understanding is required.

The ability to communicate with departments within the Trust, other NHS Trusts and the University is essential.

Qualifications

Essential

• Good standard of general education (4 GCSEs or equivalent) to include English and Maths
• Diploma in Business Administration or equivalent
• Knowledge and experience of specialist Business Administration processes
• Experience of using IT systems including Microsoft Office packages

Experience

Essential

• Significant previous administrative/secretarial experience
• Experience of working in a Health Service or education environment
• Experience of dealing with stakeholders at all levels
• Experience of managing workflow

Desirable

• Experience of supervising administration staff
• Experience of reviewing and implementing procedures and processes

Skills

Essential

• Excellent planning and organisational skills
• Able to organise own workload without supervision
• Innovative thinker with high analytical ability and capacity for developing and implementing solutions
• Ability to plan and readjust work in response to changing and tight deadlines
• Excellent customer service skills
• Ability to influence and negotiate to manage change effectively

Desirable

• Previous knowledge of medical education administration processes and an understanding of undergraduate medical education
• Ability to assist and advise on the use of IT and audio-visual equipment
• Knowledge of and experience in electronic communications including social media and website management

Personal Qualities

Essential

• Ability to communicate and negotiate with people at all levels
• Excellent organisational and analytical skills
• Ability to prioritise work
• The ability to organise own and other's workload
• Ability and confidence when working unsupervised and on own initiative
• Willingness to learn and develop
• Ability to develop and maintain good working relationships
• Ability to maintain confidentiality
• The ability to manage change in a developing course

Other

Essential

• Be prepared to work flexibly, including out of normal office hours as necessary
• Be able to cope with an unpredictable work pattern with frequent interruptions
• Ability to move furniture (e.g. tables) and equipment in education centre as required

Desirable

• Ability to travel across sites and to partner organisations as required

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).