Undergraduate Coordinator

Job description

Job summary

We are delighted to announce a vacancy for an Undergraduate Coordinator within the Administration Department of the Worcestershire Acute Hospitals NHS Trust Undergraduate Academy.

This is an exciting opportunity to join an established Academy with an excellent reputation in supporting undergraduate medical education.

Main duties of the job

The postholder will work with the rest of the Administration Team headed by the Administrative Lead to provide resources for all students undertaking the MChB in line with GMC requirements across our affiliated universities including:-

Timetabling

Teaching opportunities both external and internal

Liaising with Academy faculty to ensure opportunities are provided and run smoothly

Lead and assist at student inductions

To answer student queries

Book rooms, locate equipment etc

In summary the postholder is responsible for ensuring everything is in hand to provide valuable teaching experiences to all our students.

About us

The Worcestershire Acute Hospitals NHS Trust Undergraduate Academy sits within the Trust to provide undergraduate education.

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

JOBDESCRIPTION

POST TITLE UndergraduateCoordinator:

Undergraduate TeachingAcademy

PAY BAND Band 4

HOURS Full time

REPORTS TO: AdministrativeLead & Deputy Administrative Lead

Undergraduate TeachingAcademy

ACCOUNTABLE TO: AdministrativeLead & Deputy Administrative Lead

Undergraduate TeachingAcademy

JOB PURPOSE

The Undergraduate Teaching Academy operates across theWorcestershire Acute Hospitals NHS Trust and this post is responsible for assisting the Administrative Lead in thesmooth running of the administration service that supports undergraduatemedical education at the Trust.

The post holder will berequired to work closely with colleagues in the Undergraduate Teaching Academyand with colleagues at each of the Trusts Education Centres, including Consultants,Teaching Fellows, Clinical Skills Facilitators, Simulation faculty andadministration staff and also work on their own initiative to help provide anefficient, professional and friendly service and in order to provide specificplacement timetables/teaching programmes to achieve student learning outcomes.

The Undergraduate TeachingAcademy accommodates students from both Warwick, Birmingham and Three Counties MedicalSchools. Students attend their MBChBclinical placements and each University supplies a curriculum to achieve theMBChB Degree, with each year having specific placements. The Undergraduate Teaching Academy provides aservice and a responsibility to the universities to put timetables/teachingprogrammes in place for each placement whether individual or generic in orderthat learning objectives can be met to produce foundation doctors in line withthe GMC Outcomes for Graduates https://www.gmc-uk.org/education/standards-guidance-and-curricula/standards-and-outcomes/outcomes-for-graduates/outcomes-for-graduates

Standards need to be reachedand sustained as failure to do so means that student numbers may bereduced/removed which impacts directly on Trust income.

This role has a countywideremit so the postholder will be required to provide cover at each of the UndergraduateOffices.

DIMENSIONS

The post has no supervisory responsibility. The Trust currently takes medical studentsfrom the University of Birmingham and University of Warwick Medical Schools.

KEY RELATIONSHIPS

Internal

Administration Manager,Academy Head, Deputy Academy Head, Consultants, other clinical and non clinicalstaff involved in undergraduate education, medical students, accommodationofficer, other users of the Centre

External

Staff at the Medical Schoolsat local universities

Other external users of theMedical Education Centres

RISKASSESSMENT

Work with display screen equipment and electrical equipment when setting up courses and meetings.Occasional moving of furniture/room dividers to alter room settings in the Centre.

KEYRESPONSIBILITIES

Responsible for ensuring that rooms/clinical spaces are booked relating to the preparation of timetables, teaching and related to the correct parties.

To manage and organize induction programmes for affiliated university students years, liaising with colleagues to deliver specific sessions, welcome and admin packs, updating documents as necessary either paper based or electronically via WAHT UG website.

To deputize for Administration Manager as necessary to present student inductions.

To gain and understand knowledge of procedures and practices relating to Undergraduate Medical Education and individual year placements, in order to prepare specific timetables/teaching programmes/standard procedures relating to the MBChB curriculum subject to overview by Administration Manager.

To monitor and update student placement database, identifying and escalating matters of concern to Administration Manager.

To communicate and negotiate with colleagues, eg, consultants, speciality doctors, nurses etc. to provide teaching opportunities in a demanding environment to ensure that student learning objectives are met.

Responsible for ensuring colleagues and students are aware of changes to timetables/teaching programmes either via email or the utilization of a live timetable platform.

To act as primary point of reference for all undergraduate enquiries and to provide empathy to colleagues and students in sensitive, confidential situations, identifying and escalating matters of concern to Administrative Lead.

Responsible for liaising with Senior Academy Tutors in relation to a specific placement to arrange weekly meetings, teaching and End of Placement reviews.

Assist with the organization, preparation and completion of paperwork for end of semester/student block evaluations liaising with Senior Academic Tutors and ensuring assessments etc. are uploaded onto the correct University software, eg, Canvas.

To provide cover for Band 3 Admin Officer as and when appropriate.

To ensure that all documents, electronic and paper based are kept and maintained to GDPR standard as directed by Administration Manager.

To provide cover when necessary on the WRH/AGH site, and to cross cover/ deputize for the Administrative Lead as and when necessary.

To prepare for and assist at undergraduate examinations held on both the Alexandra and Worcestershire Royal Hospital sites including patient liaison and catering etc.

To provide contacts/introductions to assist medical students in organizing additional opportunities throughout the Trust, eg, paramedic shift/morgue attendance/additional clinics etc. including the shadowing of current junior medical staff identifying the need to escalate to Administrative Lead as and when necessary.

To attend meetings, as appropriate for our affiliated universities to ensure knowledge and understanding is kept up to date regarding changes in curriculum etc.

To support the Administrative Lead in the preparation of all material and visits in respect of quality assurance visits etc. as appropriate

To support the Administrative Lead in the preparation of all material and visits in respect of quality assurance visits etc. as appropriate

Please see attached job description for further information

Job description
Job responsibilities

JOBDESCRIPTION

POST TITLE UndergraduateCoordinator:

Undergraduate TeachingAcademy

PAY BAND Band 4

HOURS Full time

REPORTS TO: AdministrativeLead & Deputy Administrative Lead

Undergraduate TeachingAcademy

ACCOUNTABLE TO: AdministrativeLead & Deputy Administrative Lead

Undergraduate TeachingAcademy

JOB PURPOSE

The Undergraduate Teaching Academy operates across theWorcestershire Acute Hospitals NHS Trust and this post is responsible for assisting the Administrative Lead in thesmooth running of the administration service that supports undergraduatemedical education at the Trust.

The post holder will berequired to work closely with colleagues in the Undergraduate Teaching Academyand with colleagues at each of the Trusts Education Centres, including Consultants,Teaching Fellows, Clinical Skills Facilitators, Simulation faculty andadministration staff and also work on their own initiative to help provide anefficient, professional and friendly service and in order to provide specificplacement timetables/teaching programmes to achieve student learning outcomes.

The Undergraduate TeachingAcademy accommodates students from both Warwick, Birmingham and Three Counties MedicalSchools. Students attend their MBChBclinical placements and each University supplies a curriculum to achieve theMBChB Degree, with each year having specific placements. The Undergraduate Teaching Academy provides aservice and a responsibility to the universities to put timetables/teachingprogrammes in place for each placement whether individual or generic in orderthat learning objectives can be met to produce foundation doctors in line withthe GMC Outcomes for Graduates https://www.gmc-uk.org/education/standards-guidance-and-curricula/standards-and-outcomes/outcomes-for-graduates/outcomes-for-graduates

Standards need to be reachedand sustained as failure to do so means that student numbers may bereduced/removed which impacts directly on Trust income.

This role has a countywideremit so the postholder will be required to provide cover at each of the UndergraduateOffices.

DIMENSIONS

The post has no supervisory responsibility. The Trust currently takes medical studentsfrom the University of Birmingham and University of Warwick Medical Schools.

KEY RELATIONSHIPS

Internal

Administration Manager,Academy Head, Deputy Academy Head, Consultants, other clinical and non clinicalstaff involved in undergraduate education, medical students, accommodationofficer, other users of the Centre

External

Staff at the Medical Schoolsat local universities

Other external users of theMedical Education Centres

RISKASSESSMENT

Work with display screen equipment and electrical equipment when setting up courses and meetings.Occasional moving of furniture/room dividers to alter room settings in the Centre.

KEYRESPONSIBILITIES

Responsible for ensuring that rooms/clinical spaces are booked relating to the preparation of timetables, teaching and related to the correct parties.

To manage and organize induction programmes for affiliated university students years, liaising with colleagues to deliver specific sessions, welcome and admin packs, updating documents as necessary either paper based or electronically via WAHT UG website.

To deputize for Administration Manager as necessary to present student inductions.

To gain and understand knowledge of procedures and practices relating to Undergraduate Medical Education and individual year placements, in order to prepare specific timetables/teaching programmes/standard procedures relating to the MBChB curriculum subject to overview by Administration Manager.

To monitor and update student placement database, identifying and escalating matters of concern to Administration Manager.

To communicate and negotiate with colleagues, eg, consultants, speciality doctors, nurses etc. to provide teaching opportunities in a demanding environment to ensure that student learning objectives are met.

Responsible for ensuring colleagues and students are aware of changes to timetables/teaching programmes either via email or the utilization of a live timetable platform.

To act as primary point of reference for all undergraduate enquiries and to provide empathy to colleagues and students in sensitive, confidential situations, identifying and escalating matters of concern to Administrative Lead.

Responsible for liaising with Senior Academy Tutors in relation to a specific placement to arrange weekly meetings, teaching and End of Placement reviews.

Assist with the organization, preparation and completion of paperwork for end of semester/student block evaluations liaising with Senior Academic Tutors and ensuring assessments etc. are uploaded onto the correct University software, eg, Canvas.

To provide cover for Band 3 Admin Officer as and when appropriate.

To ensure that all documents, electronic and paper based are kept and maintained to GDPR standard as directed by Administration Manager.

To provide cover when necessary on the WRH/AGH site, and to cross cover/ deputize for the Administrative Lead as and when necessary.

To prepare for and assist at undergraduate examinations held on both the Alexandra and Worcestershire Royal Hospital sites including patient liaison and catering etc.

To provide contacts/introductions to assist medical students in organizing additional opportunities throughout the Trust, eg, paramedic shift/morgue attendance/additional clinics etc. including the shadowing of current junior medical staff identifying the need to escalate to Administrative Lead as and when necessary.

To attend meetings, as appropriate for our affiliated universities to ensure knowledge and understanding is kept up to date regarding changes in curriculum etc.

To support the Administrative Lead in the preparation of all material and visits in respect of quality assurance visits etc. as appropriate

To support the Administrative Lead in the preparation of all material and visits in respect of quality assurance visits etc. as appropriate

Please see attached job description for further information

Person Specification

Qualifications

Essential

• 5 GCSEs including English and Maths at Grade C or above, or equivalent.
• Educated to Diploma level

Desirable

• Willing to undertake further training

Personal Qualities

Essential

• Flexible to approach to duties and able to use own initiative if required
• Must be able to maintain confidentiality at all times
• Able to work as part of a team
• Willingness to assist other education centre users as required

Skills/Knowledge

Essential

• Competent in the use of MS Office, ability to produce documents in a range of formats
• Excellent communication skills and ability to communicate with staff at all levels, including an ability to communicate sensitively, tactfully or assertively as required
• Confident telephone manner
• Good organisational skills
• Able to produce accurate and timely work.
• Able to work under pressure to meet deadlines
• Good attention to detail
• Ability to prioritise work effectively

Desirable

• Knowledge of structure of NHS and medical terminology
• Basic understanding of medical education

Experience

Essential

• Good organisational and administrative skills, evidenced by previous experience in an administrative role

Desirable

• Experience of a medical setting

Other job requirements

Essential

• Willingness and ability to travel locally between sites, or off-site meetings as required.
• Committed to continued personal development of self.
• Able to undertake manual handling duties for example to set up rooms for planned courses or examinations.

Person Specification
Qualifications

Essential

• 5 GCSEs including English and Maths at Grade C or above, or equivalent.
• Educated to Diploma level

Desirable

• Willing to undertake further training

Personal Qualities

Essential

• Flexible to approach to duties and able to use own initiative if required
• Must be able to maintain confidentiality at all times
• Able to work as part of a team
• Willingness to assist other education centre users as required

Skills/Knowledge

Essential

• Competent in the use of MS Office, ability to produce documents in a range of formats
• Excellent communication skills and ability to communicate with staff at all levels, including an ability to communicate sensitively, tactfully or assertively as required
• Confident telephone manner
• Good organisational skills
• Able to produce accurate and timely work.
• Able to work under pressure to meet deadlines
• Good attention to detail
• Ability to prioritise work effectively

Desirable

• Knowledge of structure of NHS and medical terminology
• Basic understanding of medical education

Experience

Essential

• Good organisational and administrative skills, evidenced by previous experience in an administrative role

Desirable

• Experience of a medical setting

Other job requirements

Essential

• Willingness and ability to travel locally between sites, or off-site meetings as required.
• Committed to continued personal development of self.
• Able to undertake manual handling duties for example to set up rooms for planned courses or examinations.

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

Worcestershire Acute Hospitals NHS Trust
Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website