Job summary
The post will be providing administrative support to the undergraduate medical education (UGME) programme across North London Mental Health Partnership. This postholder will support a range of administrative functions in relation to the organisation of undergraduate psychiatry placements. The postholder must be able to provide high quality and innovative services to staff and students to underpin and enhance medical education and the medical student experience.
The ideal candidate will have excellent communication, organisation and time management skills and will demonstrate a flexible approach to work. Previous experience in general administration is essential, and a background working in a similar environment would be advantageous.
Main duties of the job
The post will be providing administrative support to the undergraduate medical education (UGME) programme across North London Mental Health Partnership. This postholder will support a range of administrative functions in relation to the organisation of undergraduate psychiatry placements. The postholder must be able to provide high quality and innovative services to staff and students to underpin and enhance medical education and the medical student experience.
The ideal candidate will have excellent communication, organisation and time management skills and will demonstrate a flexible approach to work. Previous experience in general administration is essential, and a background working in a similar environment would be advantageous.
About us
The North London Mental Health Partnership - a Partnership of Barnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) - was first established in 2021 to better support service users, carers and partners to improve the mental health of everyone in North London. We are better able to address challenges through our two Trusts working more closely together, and ultimately create a united and powerful voice championing mental health and mental health services within North London.
Job description
Job responsibilities
Main Duties and Responsibilities
- Provide the Undergraduate Manager and the Tutor with administrative support in all activities relating to the development, implementation and review of module teaching, assessment, and quality assurance.
- Assist with the coordination of curriculum delivery, tutor sessions, timetabling, room bookings, teaching and learning materials, and communications with academic leads and administrators.
- Responsible for uploading and maintaining module content and materials on Moodle.
- Assist with the management of portfolio requirements etc.
- Act as point of contact for queries and troubleshooting during teaching sessions.
- Support the delivery of MBBS related quality assurance activities and mechanisms as required.
- Manage overall module related activities including student evaluation questionnaires and reports.
- Provide administrative support to the Undergraduate Tutor and Undergraduate Programme Manager in all activities relating to the development and implementation of Psychiatry placements.
- Support the timetabling and organising of placements, integrated within the overall module placement requirements, including compiling information about the availability of clinics, wards, and home wards appropriate to the module.
- Liaise with Psychiatry clinicians and administrators in relevant NHS Trusts as required.
- Support the organisation of Core Teaching Weeks, Clinical Skills Circuit teaching and Clinical and Professional Practice teaching.
- Support the maintenance of teaching materials in Moodle and other on-line learning resources.
- Work collaboratively to integrate placements in the overall module timetables.
- Support module leads and module managers to coordinate local teaching activities during Introduction and Orientation Modules.
- Liaise with individual firm leads and NHS secretaries to populate timetables with firm specific teaching including allocation of students to firms, small group teaching, bedside teaching, allocation to clinics, allocation to theatre lists, out of hour sessions.
- Liaise with site leads, firm leads and local teachers to facilitate quality assurance of placements, including reviewing student feedback responses and working with the site module lead to improve student experience.
- Organise formal teaching sessions/small group teaching/tutorials including arranging teachers and booking rooms as required.
- Organise local teaching materials and liaise with the MBBS Module Managers to maintain site-specific Moodle courses and upload course materials
- Assist with OSCE examinations as needed.
- Arrange firm inductions/start of block for students on their first day including securing attendance of firm leads.
- Allocate auditors/module tutors to each student
- Liaise with MBBS Management about absences and students of concern
- Communicate placements information and any subsequent changes appropriately and effectively to students, including responding to emails and being available for face-to-face queries
- Arrange end of module sign-off for each firm, including booking rooms if needed and collecting and collating feedback and checking SLEs have been completed
- Assist the Manager with the compilation of assessment materials and recruitment of examiners if required. Assist with formative module assessments
- Assist the Firm Leads and the Manager with any other tasks required for the effective running and integration of high-quality placements
- Present learning materials two weeks before the date of teaching wherever possible to allow students to prepare, and at minimum within the required deadline of 48 hours prior to the teaching.
- Attend UCL campus & other Trust sites for key events and other student services requiring on site presence.
- Ensure availability to facilitate synchronous teaching sessions as required.
- Monitor student attendance and report student absences through the Medical School online reporting system.
- Use appropriate calendars (Moodle, Outlook etc) for core teaching events, including remote sessions in Blackboard and asynchronous CPP teaching events.
- Use Outlook calendars for ward-based and placement-specific teaching events, including remote sessions in MS Teams/Zoom and synchronous CPP teaching events and Blackboard session clearly labelled with the time / date / subject and speciality of the session.
- Ensure timetables are published at minimum 2 weeks before the start of each weeks events.
- Attend relevant Committees as required.
- Be familiar with the MBBS Current Student website at https://www.ucl.ac.uk/medical-school/information-current-mbbs-students-and-staff
- Be familiar with the MBBS policies and procedures set out at: https://www.ucl.ac.uk/medical-school/current-mbbs-students/general-information/policies-and-regulations
- Ensure availability to students and academic/clinical staff between as agreed with the manager whether working on site or remotely unless other arrangements are agreed in advance.
- Ensure contact details (including for Teams when working remotely) are clearly signposted for students in Moodle Courses and proactively notified to students.
This job description reflects the present requirements of the post, and as duties and responsibilities develop the job description will be reviewed and be subject to amendment in consultation with the postholder.
The postholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division
Job description
Job responsibilities
Main Duties and Responsibilities
- Provide the Undergraduate Manager and the Tutor with administrative support in all activities relating to the development, implementation and review of module teaching, assessment, and quality assurance.
- Assist with the coordination of curriculum delivery, tutor sessions, timetabling, room bookings, teaching and learning materials, and communications with academic leads and administrators.
- Responsible for uploading and maintaining module content and materials on Moodle.
- Assist with the management of portfolio requirements etc.
- Act as point of contact for queries and troubleshooting during teaching sessions.
- Support the delivery of MBBS related quality assurance activities and mechanisms as required.
- Manage overall module related activities including student evaluation questionnaires and reports.
- Provide administrative support to the Undergraduate Tutor and Undergraduate Programme Manager in all activities relating to the development and implementation of Psychiatry placements.
- Support the timetabling and organising of placements, integrated within the overall module placement requirements, including compiling information about the availability of clinics, wards, and home wards appropriate to the module.
- Liaise with Psychiatry clinicians and administrators in relevant NHS Trusts as required.
- Support the organisation of Core Teaching Weeks, Clinical Skills Circuit teaching and Clinical and Professional Practice teaching.
- Support the maintenance of teaching materials in Moodle and other on-line learning resources.
- Work collaboratively to integrate placements in the overall module timetables.
- Support module leads and module managers to coordinate local teaching activities during Introduction and Orientation Modules.
- Liaise with individual firm leads and NHS secretaries to populate timetables with firm specific teaching including allocation of students to firms, small group teaching, bedside teaching, allocation to clinics, allocation to theatre lists, out of hour sessions.
- Liaise with site leads, firm leads and local teachers to facilitate quality assurance of placements, including reviewing student feedback responses and working with the site module lead to improve student experience.
- Organise formal teaching sessions/small group teaching/tutorials including arranging teachers and booking rooms as required.
- Organise local teaching materials and liaise with the MBBS Module Managers to maintain site-specific Moodle courses and upload course materials
- Assist with OSCE examinations as needed.
- Arrange firm inductions/start of block for students on their first day including securing attendance of firm leads.
- Allocate auditors/module tutors to each student
- Liaise with MBBS Management about absences and students of concern
- Communicate placements information and any subsequent changes appropriately and effectively to students, including responding to emails and being available for face-to-face queries
- Arrange end of module sign-off for each firm, including booking rooms if needed and collecting and collating feedback and checking SLEs have been completed
- Assist the Manager with the compilation of assessment materials and recruitment of examiners if required. Assist with formative module assessments
- Assist the Firm Leads and the Manager with any other tasks required for the effective running and integration of high-quality placements
- Present learning materials two weeks before the date of teaching wherever possible to allow students to prepare, and at minimum within the required deadline of 48 hours prior to the teaching.
- Attend UCL campus & other Trust sites for key events and other student services requiring on site presence.
- Ensure availability to facilitate synchronous teaching sessions as required.
- Monitor student attendance and report student absences through the Medical School online reporting system.
- Use appropriate calendars (Moodle, Outlook etc) for core teaching events, including remote sessions in Blackboard and asynchronous CPP teaching events.
- Use Outlook calendars for ward-based and placement-specific teaching events, including remote sessions in MS Teams/Zoom and synchronous CPP teaching events and Blackboard session clearly labelled with the time / date / subject and speciality of the session.
- Ensure timetables are published at minimum 2 weeks before the start of each weeks events.
- Attend relevant Committees as required.
- Be familiar with the MBBS Current Student website at https://www.ucl.ac.uk/medical-school/information-current-mbbs-students-and-staff
- Be familiar with the MBBS policies and procedures set out at: https://www.ucl.ac.uk/medical-school/current-mbbs-students/general-information/policies-and-regulations
- Ensure availability to students and academic/clinical staff between as agreed with the manager whether working on site or remotely unless other arrangements are agreed in advance.
- Ensure contact details (including for Teams when working remotely) are clearly signposted for students in Moodle Courses and proactively notified to students.
This job description reflects the present requirements of the post, and as duties and responsibilities develop the job description will be reviewed and be subject to amendment in consultation with the postholder.
The postholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division
Person Specification
Qualifications, experience, and knowledge
Essential
- 5 A-C GCSE (or equivalent) including English and Mathematics
- Experience of working within a large and complex organisation
- Course/programme administration including dealing with student/customer enquiries
Desirable
- Educated to A-level or with substantial equivalent experience
- Evidence of ongoing professional development
- Experience of working with the Higher Education Sector
Skills and abilities
Essential
- Excellent IT skills in email, spreadsheets, word processing, and databases
- Excellent organisational ability
- Ability to work accurately and with thorough attention to detail
- Ability to work independently and proactively, using own initiative
Person Specification
Qualifications, experience, and knowledge
Essential
- 5 A-C GCSE (or equivalent) including English and Mathematics
- Experience of working within a large and complex organisation
- Course/programme administration including dealing with student/customer enquiries
Desirable
- Educated to A-level or with substantial equivalent experience
- Evidence of ongoing professional development
- Experience of working with the Higher Education Sector
Skills and abilities
Essential
- Excellent IT skills in email, spreadsheets, word processing, and databases
- Excellent organisational ability
- Ability to work accurately and with thorough attention to detail
- Ability to work independently and proactively, using own initiative
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.
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).
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.
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
Barnet, Enfield & Haringey Mental Health NHS Trust
Address
Across the Partnership but based at St Pancras Hospital
St Pancras Hospital
St Pancras Way
NW1 0PE
Employer's website
http://www.beh-mht.nhs.uk/ (Opens in a new tab)
