Undergraduate Medical Education Administrator

Job summary

This role provides essential administrative support for the undergraduate Psychiatry teaching programme across multiple teaching hubs. It ensures high quality coordination and assistance for medical students, clinical teaching staff, and centre coordinators, both onsite and remotely. Working as part of the central undergraduate education team, the post supports the smooth delivery of teaching activities and contributes to wider medical education functions as required.

Main duties of the job

To assist with the preparation of student timetables by working with teaching hubs to produce locality timetables and incorporate into bespoke timetable using Excel for the whole document. Prepare all other course materials as required.

To advise teachers and medical students of changes to their timetables in a timely manner.

To problem solve, make autonomous decisions, implement contingency plans when necessary and respond to student needs to ensure a quality student attachment experience.

To assist with the student feedback process including data entry, collate paperwork surveys and reports on Forms.

To assist with University Blackboard and Placements

To assist with room bookings for Cromwell House and Sycamore Lodge using Outlook and Matrix

To assist with the organisation of the Faculty Development events for undergraduate teaching faculty.

To raise purchase orders and receipt items for equipment and supplies using SBS (Oracle) system.

To record all medical student absences/lateness/issues and escalate, as necessary.

To assist in processing student travel and service user claims

To attend and provide minute taking support for meetings as required.

To organise and assist with inductions, case-based discussion assessments, focus groups and hub tutor faculty development meetings.

To support the process of providing students with smart cards

To undertake any other tasks as requested by the Undergraduate Education Manager, Deputy Manager or Lead for Centre for Professional Development

Job responsibilities

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence