PGMDE MBBS Administrator

Job description

Job responsibilities

To provide administrative support for the undergraduate programmes on the Denmark Hill site. This involves organising regular undergraduate inductions, including booking suitable training rooms and ensuring that the rooms are set up as appropriate. Ensure that quality assurance systems are maintained. Responding to student concerns and escalating as appropriate.

To provide support to all MBBS students attending the campus.

Coordinate, organise the block teaching timetables for Stage 2 Year 2 and Year 3 medical students; ensuring student timetables are clear with block activity, clinical or lecture based.

Liaise with Block leads, departments and facilitators to ensure teaching and clinical activity is timetabled correctly, sending reminders where necessary.

Build a good working relationship with Block leads and facilitators to ensure a smooth running timetable for each of the different blocks.

To be the point of contact between Consultants and Kings College London (KCL) School of Medicine in providing information and conveying curriculum changes to all teaching faculty including block leads, Consultants and teachers.

Be responsible for the sign-off of students introductory week mandatory topics in their portfolios.

To keep information up to date on KEATs (KCL learning platform) reviewing this each term. To ensure lectures, timetables and trust information is accurate. To post all sign ups for the students online.

Coordination of student facilities at KCH; including lockers, clinical skills facility and student social facility.

Responsible for booking rooms to accommodate the teaching, and booking facilities such as audio visual equipment for teaching sessions. Liaise with KCL staff and NHS colleagues to book rooms.

Maintain a close working relationship with the Clinical skills centre staff on room availability. Arrange to set up clinical skills practice sessions for students. Assisting clinical skills staff with setting up equipment and preparing appropriate clinical material required for each year group.

To organise and minute the Student Staff Liaison Meetings for each year group in conjunction with the office Manager.

Responsible for distributing End of Placement (Eops) feedback to block leads.

To provide admin support for KCL, GMC and NHSE visits within PGMDE. This includes assisting with the preparation of any relevant documentation to support contract quality assurance and contract monitoring reporting of internal/external visits.

To liaise with Kings College London (KCL) Education Support team and local leads to ensure that information is shared between all relevant teams working cross site with the PRUH site team and local cluster administrators.

To provide reception cover for the PGMDE department ensuring visitors are greeted and shown to appropriate offices. Attendance at PGMDE team meetings and training days.

To deputise for undergraduate team members as and when required. Including attending meetings both on and off site.

Ability to work flexible hours to meet the demands of the role. This will require early mornings and later finishes when required.

To keep up to date with all relevant information relating specifically to the undergraduate programme e.g. curriculum changes etc.

Ordering and placing invoices on the Oracle (finance system). Updating suppliers and line manager on progress of orders. Keep finance spreadsheet up to date.

OSCEs

To be responsible for the preparation of paperwork and equipment required for the Summative and Formative multisite OSCEs.

Ordering of equipment and consumables required.

To assist in the recruitment of patients.

Assist in running of the sessions on the day.

Responsible for providing lists of, and recruitment of, available Medical faculty and personnel to examine at the end of year OSCEs.

Other Key Responsibilities

To provide administrative support to the Undergraduate and Senior management to include typing, photocopying, minute taking, filing and general administrative tasks.

To support the Foundation team and general medical induction team around the Induction period.

General office duties including professionally answering the phone and taking messages, responding to email queries and receiving and welcoming visitors to the department.

Arrange meetings as required, ordering hospitality and booking venues.

In the absence of members of the PGMDE Team provide appropriate cover to ensure the quality of service is provided to all students, Resident doctors and Consultants.

Person Specification

Education

Essential

• NVQ Level 3 plus a good general education including Maths and English to GCSE level or equivalent.
• High level of IT literacy and competence with Microsoft Packages.

Skills

Essential

• Excellent communication skills in English, verbal and written.
• Ability to work on own initiative, prioritise workload and work to deadlines without constant supervision.

Experience

Essential

• Experience of an education and training department/organisation.
• Experience of working within the NHS

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).

Employer details

Employer name

King's College Hospital NHS Foundation Trust

Address

King's College Hospital NHS Foundation Trust

Cutcombe Road

London

SE5 9RS

Employer's website

https://www.kch.nhs.uk/ (Opens in a new tab)