Undergraduate Administrator

Main duties • Act as the deputy to the Undergraduate Senior Coordinator, providing cover in their absence, including full responsibility for office operations and line management of junior staff • Lead the strategic planning, coordination, and delivery of Imperial College London (ICL) Phase 3 medical student teaching programmes and clinical attachments across the academic year, ensuring alignment with Trust objectives and academic standards. • Ensure the Trust meets its contractual and welfare obligations to Imperial College London in the delivery of undergraduate clinical education • Represent the Trust at meetings with ICL and partner hospitals to influence curriculum development, implementation strategies, and continuous improvement initiatives within Phase 3 of the MBBS programme. • The post holder is expected to undertake both the medium and long term planning of student teaching for the new academic year. • Serve as the liaison between the Trust and ICLs Undergraduate Medicine Office, maintaining strong working relationships with academic leads, Consultants, and administrative colleagues. • Communicate curriculum content, key learning outcomes, and programme updates to Consultants, ensuring responsiveness to changes in the MBBS/BSc curriculum. • Organise and chair internal meetings with Firm Leads to identify and resolve local teaching challenges, and to implement changes within Phase 3 placements. • Act as the key liaison between the MBBS programme and the Trusts Learning and Development team, ensuring alignment between student educational needs and institutional objectives. • Contribute information about the MBBS and student needs to the Learning and Development Team at the Trust. Utilise advanced IT skills to produce and distribute complex clinical timetables: • Schedule and minute meetings with Consultants, follow up on actions, and update timetables promptly. • Design, check, and finalise timetables for print and distribution. • Maintain and regularly update Medlearn (student database) to ensure teaching materials, schedules, and reporting instructions remain current and rotation-appropriate. • Provide dedicated administrative support to Trust-based teaching staff, primarily Consultants, to ensure smooth delivery of teaching activities. • Support the delivery and administration of Phase 3 assessments, including exam logistics, examiner recruitment, and examiner database management across teaching hospitals. • Organise compulsory annual events in the academic calendar, i.e. Mock PACES • Oversee student assessment processes by: • Ensuring all Consultant assessments and forms are completed online and submitted in a timely manner. • Sending timely reminders and following up on any outstanding forms to support student evaluation. • Liaise with the Undergraduate Medicine Office at Imperial College, Consultants and other teaching staff at the Trust with regard tostudent on-line evaluations (SOLE), giving support where necessary. • Ensure Firm Leads are granted appropriate access to student feedback through platforms such as PowerBI, promoting a feedback-informed teaching environment • Coordinate and schedule weekly Consultant-led teaching sessions to support the delivery of clinical learning outcomes. • Manage annual BLS training for Phase 3 students, ensuring all sessions are delivered on time and within the allocated SIFT budget. • Lead the delivery of student induction for Phase 3 cohorts, ensuring all IT access, login credentials, and Cerner system permissions are allocated appropriately. Physician Associate students • post holder will liaise regularly with the college specifically for Physician Associate students, in addition to local schools, colleges and higher education • Maintain the allocations spread sheet for each academic year for Phase 3. • Deliver induction and onboarding for students • Liaise with St Georges University and Consultants receiving medical students when necessary. SCP Students • Manage the SCP rotations for Year 5 • Manage onboarding and induction for al students • Ensure timetables are regularly reviewed and accessible for all students • Offer equal teaching exposure for SCP students as Year 5 Team Responsibilities It is expected that all team members work to support each other in their roles to ensure that the Education Centre runs in an efficient, friendly manner, delivering a quality service to all its users. This includes undertaking general duties and ways of behaving which include but is not restricted to: • Taking room bookings and managing the electronic room calendars. • Ensuring rooms and facilities are kept in good order and meet the needs of the centres users. • Ensuring all stock and equipment is managed and maintained according to the Centres standards and Trust policy. • Working collaboratively with the other team members to ensure a seamless provision of services, especially when other team members are absent or when additional support is required due to workload. • Taking rotational responsibility for the confirmation of room bookings within the centre, printing of the daily room calendars and distribution of the post delivered to the centre. • To assist in all aspects of the Centres running, making decisions and acting on own initiative as appropriate. • Assisting with the setting up of meeting rooms within the Centre for teaching sessions or events. This includes setting up teaching sessions via zoom/Microsoft teams etc, moving furniture and the setting up of AV and other equipment such as training models. Catering and refreshments may also need to be ordered for some events. To ensure that the Education Centre meeting rooms and offices are secure and alarmed at the close of business if the last person leaving. • To attend Learning & Development Team meetings as well as Divisional events and Trust Staff Briefings. • Reporting any equipment or facility faults to the appropriate internal or external help desk. • Always demonstrating respect and dignity for service users and work colleagues. • Developing and maintaining a customer focused behaviour and service. Job description Job responsibilities Main duties • Act as the deputy to the Undergraduate Senior Coordinator, providing cover in their absence, including full responsibility for office operations and line management of junior staff • Lead the strategic planning, coordination, and delivery of Imperial College London (ICL) Phase 3 medical student teaching programmes and clinical attachments across the academic year, ensuring alignment with Trust objectives and academic standards. • Ensure the Trust meets its contractual and welfare obligations to Imperial College London in the delivery of undergraduate clinical education • Represent the Trust at meetings with ICL and partner hospitals to influence curriculum development, implementation strategies, and continuous improvement initiatives within Phase 3 of the MBBS programme. • The post holder is expected to undertake both the medium and long term planning of student teaching for the new academic year. • Serve as the liaison between the Trust and ICLs Undergraduate Medicine Office, maintaining strong working relationships with academic leads, Consultants, and administrative colleagues. • Communicate curriculum content, key learning outcomes, and programme updates to Consultants, ensuring responsiveness to changes in the MBBS/BSc curriculum. • Organise and chair internal meetings with Firm Leads to identify and resolve local teaching challenges, and to implement changes within Phase 3 placements. • Act as the key liaison between the MBBS programme and the Trusts Learning and Development team, ensuring alignment between student educational needs and institutional objectives. • Contribute information about the MBBS and student needs to the Learning and Development Team at the Trust. Utilise advanced IT skills to produce and distribute complex clinical timetables: • Schedule and minute meetings with Consultants, follow up on actions, and update timetables promptly. • Design, check, and finalise timetables for print and distribution. • Maintain and regularly update Medlearn (student database) to ensure teaching materials, schedules, and reporting instructions remain current and rotation-appropriate. • Provide dedicated administrative support to Trust-based teaching staff, primarily Consultants, to ensure smooth delivery of teaching activities. • Support the delivery and administration of Phase 3 assessments, including exam logistics, examiner recruitment, and examiner database management across teaching hospitals. • Organise compulsory annual events in the academic calendar, i.e. Mock PACES • Oversee student assessment processes by: • Ensuring all Consultant assessments and forms are completed online and submitted in a timely manner. • Sending timely reminders and following up on any outstanding forms to support student evaluation. • Liaise with the Undergraduate Medicine Office at Imperial College, Consultants and other teaching staff at the Trust with regard tostudent on-line evaluations (SOLE), giving support where necessary. • Ensure Firm Leads are granted appropriate access to student feedback through platforms such as PowerBI, promoting a feedback-informed teaching environment • Coordinate and schedule weekly Consultant-led teaching sessions to support the delivery of clinical learning outcomes. • Manage annual BLS training for Phase 3 students, ensuring all sessions are delivered on time and within the allocated SIFT budget. • Lead the delivery of student induction for Phase 3 cohorts, ensuring all IT access, login credentials, and Cerner system permissions are allocated appropriately. Physician Associate students • post holder will liaise regularly with the college specifically for Physician Associate students, in addition to local schools, colleges and higher education • Maintain the allocations spread sheet for each academic year for Phase 3. • Deliver induction and onboarding for students • Liaise with St Georges University and Consultants receiving medical students when necessary. SCP Students • Manage the SCP rotations for Year 5 • Manage onboarding and induction for al students • Ensure timetables are regularly reviewed and accessible for all students • Offer equal teaching exposure for SCP students as Year 5 Team Responsibilities It is expected that all team members work to support each other in their roles to ensure that the Education Centre runs in an efficient, friendly manner, delivering a quality service to all its users. This includes undertaking general duties and ways of behaving which include but is not restricted to: • Taking room bookings and managing the electronic room calendars. • Ensuring rooms and facilities are kept in good order and meet the needs of the centres users. • Ensuring all stock and equipment is managed and maintained according to the Centres standards and Trust policy. • Working collaboratively with the other team members to ensure a seamless provision of services, especially when other team members are absent or when additional support is required due to workload. • Taking rotational responsibility for the confirmation of room bookings within the centre, printing of the daily room calendars and distribution of the post delivered to the centre. • To assist in all aspects of the Centres running, making decisions and acting on own initiative as appropriate. • Assisting with the setting up of meeting rooms within the Centre for teaching sessions or events. This includes setting up teaching sessions via zoom/Microsoft teams etc, moving furniture and the setting up of AV and other equipment such as training models. Catering and refreshments may also need to be ordered for some events. To ensure that the Education Centre meeting rooms and offices are secure and alarmed at the close of business if the last person leaving. • To attend Learning & Development Team meetings as well as Divisional events and Trust Staff Briefings. • Reporting any equipment or facility faults to the appropriate internal or external help desk. • Always demonstrating respect and dignity for service users and work colleagues. • Developing and maintaining a customer focused behaviour and service.