Undergraduate Administrator Full Time

Fixed term for 12 months.

We teach students from King’s College London, University of Oxford and the University of Bristol as well as occasional elective students. Each university has a different curriculum and different methods of delivery of teaching. All students require basic clinical skills guidance in the workplace but not all undergraduate students require tutorials, seminars or lecture. Your role is to be acquainted with the needs of each student group and to ensure that they receive appropriate experience in your department. This post is responsibility for the Oxford Undergraduate Medical Students years 1 -6 .

As a Trust, we place high importance on staff wellbeing, you will be offered a wide variety of support to help you maintain your wellbeing and to help colleagues maintain theirs. The Trust’s Health and Wellbeing team has won a National Award during 2020 for the work they have done locally.

Main duties of the job

• Work closely with Tutors, Trainers, Facilitators and others in providing full administrative support and co-ordination for all aspects in the organisation, delivery and evaluation of various courses, training, inductions and other events held in the Academy and on occasions externally.
• Liaise with student co-ordinators of Medical Schools, other Academies, Consultants, departments and General Practice and provide full organisational support, placements, inductions and administration for all Medical Student clinical attachments within the Trust. This involves carry out inductions to groups of students.
• Work closely with our Clinical Teaching Fellows (CTF), Unit Coordinator (UC) & Unit Tutors (UT) to organise, input, create and distribute student timetables in a timely manner.
• Deal with day-to-day queries from Students, CTF, UC, UT, Undergraduate Manager and Academy Medical Dean. Being aware of potential Pastoral Care issue should they arise and refer to CTF / Undergraduate Manager.

About us

We are proud to be part of BSW Hospitals Group – a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

Job Description

Job responsibilities

• General duties include ad-hoc reception cover, customer service, setting up rooms for teaching and tidying way, booking taxis and student transport, accommodation requests, distribution of bleeps, operating room booking system.
• Liaise, communicate and maintain effective working relationships with all organisations, training providers and users, internal and external, in the day-to-day business of the Academy.
• Provide administration support to the Academy Dean and Undergraduate Manager/Deputy Manager including attendance at relevant meetings relating to the medical undergraduate function of the Academy and the organisation of relevant examinations.
• Opening and securing the Academy / Undergraduate Office.

Please See The Attached Job Description For Full Information

Person Specification

Qualifications

Qualifications Essential

• oNVQ Level III in Business Administration or equivalent.
• oGCSE or equivalent – English (grade>4)
• oGCSE or equivalent – Maths (grade>4)

Desirable

• EDCL or equivalent

Experience Essential

• Customer Service or related
• Excellent time management & organisational skills
• Excellent communications skills (written & verbal)
• Ability to prioritise and work on own initiative.
• Excellent interpersonal skills
• Ability to deliver presentations to large audiences.
• Ability to work autonomously

Desirable

• NHS Background
• Previous experience of working in a training environment

Additional information

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .