Block Administrator – University of Buckingham Medical School

Job description

Job responsibilities

To assist with the planning and organisation of UBMS undergraduate medical students clinical placements and to draw up timetables and/or a programme of placement.

To assist in identifying and negotiating with doctors, nurses and other hospital staff to arrange formal and bedside teaching sessions, which are required for UBMS medical students.

To help organise the booking and arranging of rooms and for setting up equipment.

To administer and monitor the evaluation processes for such teaching. To provide pastoral support to students as and when required.

To assist with the induction of Phase 2 students. To make contact with each student prior to the start of their Phase 2 clinical placements at the hospital in order to communicate necessary information on travel, arrival time for the induction, and to request necessary documents for ID badges and Smartcards.

To assist students to adhere to Trust policies and guidelines.

To assist with formative and summative assessments as required.

To work closely with the General Manager, UBMS, keeping them updated on all student matters, especially concerns, problems or complaints, any clinical or non-clinical incidents, any requests for teaching, and matters relating to the wellbeing of students.

To liaise with the Medical School regarding clinical placements, assessments and the number of students involved.

To be available when required to attend Medical School meetings for instruction and feedback in order to be fully conversant with all requirements for their students and to keep abreast of any changes.

To assist with the setting up of UBMS meetings, providing agendas, making room bookings, taking and preparing minutes for circulation and preparing rooms and equipment.

Organise catering when required for the UBMS undergraduate medical students.

To ensure the smooth running of the Academic Centre in the absence of the manager, with reference to the Postgraduate/Undergraduate Education team.

To be completely conversant with all activities of the Academic Centre and to become a key part of the team to deal with and support all users. To give cover when colleagues are absent or on leave, and to be flexible when dealing with the service provision in the Academic Centre.

To handle all confidential medical student material discreetly in line with the data protection legislation. To maintain confidentiality at all times.

Please refer to the Job Description for further details

We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.

MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.

By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.

Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.

Person Specification

Qualifications and knowledge

Essential

• GCSE English/Maths Grade C or above
• Qualification in Business Administration acquired through NVQ3 or equivalent experience
• Willing to participate in on-the-job training

Desirable

• Qualification in Microsoft Office Packages

Experience

Essential

• Previous experience in an NHS environment
• Administrative experience
• Minute Taking

Desirable

• Experience of working in higher education
• Knowledge of medical education

Skills

Essential

• Ability to work within a fast paced and changeable environment
• Excellent computer skills
• Attention to detail
• Able to plan and organise own time to ensure work is done on time
• Ability to recognize when escalation to someone more senior is necessary

Personal and people development

Essential

• Calm and organized under pressure
• Flexible approach to working hours and duties
• Interest in self-development
• Team Player
• Smart appearance

Communication

Essential

• Ability to provide and receive complex information
• Ability to show empathy and give reassurance to medical students
• Ability to communicate with people at all levels
• Excellent verbal and written communication skills

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.

Employer details

Employer name

Milton Keynes University Hospital NHS Foundation Trust

Address

University of Buckingham Med School (Dept)

Milton Keynes

MK6 5LD

Employer's website

https://www.mkuh.nhs.uk/working-at-mkuh (Opens in a new tab)