Undergraduate Medical Education Administrator

Job overview

We are looking for an organised, proactive and approachable Undergraduate Medical Education Administrator to join our Medical Services team. This is an excellent opportunity for someone with strong administrative skills who enjoys working with a range of people and supporting high-quality education and training within an NHS environment.

This role would suit someone who is confident in managing competing priorities, has excellent communication and organisational skills, and is able to provide a professional and responsive service to students, educators and internal colleagues.

Main duties of the job

To provide dedicated administrative support for undergraduate medical education within CPFT, with a primary focus on coordinating psychiatry placements, teaching programmes, and student experience. The post holder will act as the main point of contact for undergraduate medical students and the Clinical School, supporting the planning, delivery and evaluation of placements and teaching sessions, and ensuring students are able to meet their curriculum requirements.

The role will involve close liaison with consultants, clinical teams and teaching faculty to coordinate placements, manage timetables, support teaching delivery, and oversee key administrative processes such as student assessments, onboarding and finance claims. During periods where undergraduate activity is reduced, the post holder will contribute flexibly to the wider work of the Medical Education Team, including support for postgraduate education, induction programmes and general administrative functions.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for full details of responsibilities.

• Serve as a primary point of contact within the Medical Education Department, acting as a key liaison between CPFT, the Clinical School, consultants and undergraduate students.
• Provide comprehensive administrative support across undergraduate (primary focus) and postgraduate medical education activities, including responding to queries, arranging meetings, booking rooms and coordinating teaching sessions.
• Support the Medical Education Coordinator with Resident Doctor induction and wider Medical Education activities as required.
• Coordinate undergraduate psychiatry placements, including developing and disseminating timetables and placement allocations, liaising with consultants to establish availability, and organising suitable clinical learning opportunities.
• Coordinate clinic schedules and allocate students to appropriate clinical sessions, including CAMHS and Drug & Alcohol services.
• Act as the main administrative contact for undergraduate students during placements, supporting their experience and monitoring completion of requirements, including chasing signoffs and case documentation.
• Provide administrative support for undergraduate teaching programmes, including lived experience and communication skills sessions, liaising with tutors, actors and individuals with lived experience, and managing session allocation and room bookings.
• Support student onboarding processes, including facilitating access to CPFT IT systems, SystmOne (S1) and Smartcard IDs in collaboration with the Clinical School and relevant teams.
• Process student and lived experience tutor expense claims (e.g. travel) and maintain accurate financial records.
• Collate student assessment outcomes and upload results to university systems in line with required processes and deadlines.