Deputy Undergraduate Manager - Bath Academy

Job overview

The RUH is a designated teaching trust for the University of Bristol Medical School. The Bath Academy provides teaching placements for over 100 medical students at any one time.

The post requires a high level of initiative, problem solving and decision making on behalf of the Undergraduate Medical Dean to ensure that the day to day operational management of undergraduate medical education is smooth and efficient.

Main duties of the job

The role will assist the Undergraduate Manager with the organisation of all undergraduate medical teaching placements at the RUH for Bristol Medical School.

Detailed job description and main responsibilities

• Responsible for the organisation of Undergraduate teaching guided by University of Bristol Medical School policies but with significant autonomy to interpret how these policies are implemented at the RUH working closely with Unit tutors.
• Provide management support to the Undergraduate Manager and Academy Dean to ensure that a professional efficient and effective service is offered to meet the requirements placed on the Trust by the University of Bristol. You will work unsupervised for some of the time.
• Responsible for planning and co-ordinating cross-organisational wide systems and processes for the coordination and delivery of local induction for medical students working closely with medical staff to achieve this.
• To assist the Undergraduate Manager to develop, implement and maintain departmental systems and processes for managing complex student timetabling and elective student placements, working across several organisations and with senior managers and clinicians.
• Responsible for assisting with the planning, co-ordinating and troubleshooting the Objective Structured Clinical Examination (OSCE) process for 3rd and 4th year students at the RUH. Responsible for ensuring a positive patient experience during the examinations, recruitment of examiners, and ensuring that examinations are correctly invigilated.
• Organise and attend medical education committees/meetings as required at The University of Bristol, the RUH and at other Academies.
• Jointly responsible for the allocation of all Undergraduate Medical placements and contribute to the supervision of students.
• Responsible for processing all Student Travel Claims
• Able to advise and support on all aspects of Medical Undergraduate Education to students, senior managers, clinicians.
• Assist in planning and coordinating Bristol Medical School courses, this includes HPE (Health Professions Education) and Long Case Examiner training for delivery at Bath Academy.
• Jointly responsible for organising timetables, teachers and exams for all Units. High levels of concentration are required whilst creating timetables and the post holder will need to prioritise activities appropriately having regard to programme deadlines and requests from senior members of staff. Working autonomously, using own initiative to make decisions.
• To act as a first point of contact for a wide range of people internally and externally either in person, by email or by telephone, deciding on the appropriate action and passing information/requests to relevant individuals promptly, in a professional manner with confidence and competence.
• Provide pastoral care and guidance to Undergraduate students on behalf of the Undergraduate Medical Dean on a wide range of student issues including underperformance, mental health issues, ill health and bereavement. Doing so in a confidential, sensitive and professional manner.

• To establish and maintain efficient systems for storing and retrieving information either electronically or hard copy and to adhere to Royal United Hospital and University of Bristol policies with regard to information governance.
• To record and monitor students’ attendance ensuring that it is current and that it complies with both Trust and UoB data protection and information governance policies.
• To be able to adhere to Standard Operational Procedures and policies without supervision.
• Contribute to annual reports, reviews and inspection visits to key stakeholders of Medical Education.
• To co-ordinate any of the undergraduate units/courses as necessary due to staff annual leave, sickness or absence. Ensuring appropriate coverage of the department to ensure effective service at all times.
• To ensure the Academy office, teaching rooms and student common room are fit for purpose and updated as necessary. Ensuring equipment and resources within the Academy are used in an efficient and cost effective way.
• Authorised signatory for ordering stock and stationery and signatory for travel expenses as well as organising payment for outside providers.
• Ensure all team members are up to date with Mandatory Training requirements, including revalidation for the Clinical Teaching Fellows.
• Manage and promote awareness of security, health and safety within the Academy.

To keep informed with issues relating to undergraduate medical education and to share knowledge and advice with students, teachers and anyone involved in undergraduate teaching. To ensure quality and content of clinical placements and teaching programmes reflect the wider curriculum delivered at the other Academies affiliated to the UoB to maintain equivalence of standards for medical students