Undergraduate Administrator, Band 4

Gloucestershire Hospitals NHS Foundation Trust

Information:

This job is now closed

Job summary

A vacancy has arisen for an experienced Administrator in the Undergraduate Department, Gloucestershire Academy, Gloucestershire Royal Hospital.

The successful applicant will be enthusiastic, self-motivated, confident and approachable with excellent organisational and communication skills and substantial proven administrative experience in an NHS or similar role. They will be required to multi-task while managing and prioritising their own workload, working under pressure both independently and as part of a team that is the first point of contact for the department, dealing with a range of both routine and specialist enquiries.

There is an occasional requirement to work out of hours (2 hours on weekend or week day evening approx 2-6 times a year) whilst meeting medical students at Gloucestershire Academy accommodation in Gloucester and also attending local student social events. Due to the nature of our business holidays are restricted during some school holiday periods and other times as at busiest times (Aug/ Inductions Sept & Jan and 4 Days for Local Exams in June/July).

Additional working pattern details: The post is flexible up to full time

The proposed interview date is 17th December

Main duties of the job

Working full or part time (hours to be agreed) in our dedicated office, the role is key in supporting the undergrad department and medical students on clinical placement, providing a full and comprehensive admin service for the department. The postholder will be responsible for all of the admin prep required for successful arrival of students on placement and supporting them whilst they are with us coordinating and collating various components of students timetables.

About us

Working in a small friendly team in a shared office at Redwood Education Centre, Gloucestershire Royal Hospital and working closely with University of Bristol colleagues. Successful post holder would join current team of 2 staff with a wider number of team members working within the Trust in other areas.

Date posted

22 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year pa pro rata

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

318-24-COR-T1956

Job locations

Gloucestershire Royal Hospital / Redwood Education Centre

Great Western Road

Gloucester

GL1 3NN


Job description

Job responsibilities

1. Responsible for providing day to day administration and support for the department and providing a link with the University of Bristol. Dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to medical students.

2. Responsible for co-ordinating and collating information for various student timetables. Co-ordinating formal teaching sessions for components of the undergraduate curriculum, liaise with unit tutors in relation to their teaching programme to ensure relevant equipment and teaching aids are available. Ensure the smooth running of online timetables by ensuring student availability by checking students timetables. Ensure students are informed of any changes to their timetable to avoid unnecessary inconvenience.

3. Responsible for preparing student lists and data when students names and programme dates are received from the University of Bristol Centre for Medical Education. Evaluate the information from the university and work out the student allocations to which unit, location and time.

4. Establish and maintain communications with all student doctors attending the Gloucestershire Academy by acting as the prime source of information for students while in Gloucestershire.

5. Responsible for raising orders using computerised systems (P2P) and recording all finance payments/expenditure relating to orders, medical student travel, external lecturer fees, transport and all invoice required payments. Maintaining and updating accurate finance records for audit.

6. Ensure all relevant information is provided for medical students joining Gloucestershire Academy, and ensure they are fully aware of what is expected of them once arriving for their first day. Be first point of contact and welcome students to Gloucestershire and make them feel at ease.

7. Co-ordinate and plan Academy Inductions for the new intake of student doctors as required organise rooms, catering, arrange programme, academy induction packs, accommodation welcome packs and undertake student talks as required. Ensure that general office stationery and accommodation welcome pack supply levels are maintained for the department.

8. Work closely with the Undergraduate Medical Education Coordinator to organise the local Yr3 and Yr4 OSCE examinations with the University of Bristol, liaise with the University of Bristol Centre for Medical Education, arrange the date, organise patients/invigilators/examiners and actors, set up advertisements, book venue, order catering. Responsible for arranging examination schedule and send correspondence to student doctors. Organise a training session for examiners before the examination. Undertake invigilator briefings. Ensure there is enough medical equipment needed for the examinations, if stock is low order the correct equipment and quantity.

9. Plan and attend student social events throughout the academic year.

10. Any other duties as may reasonably be required

Contact Details

Angie Coulson (Undergraduate Medical Education Manager)

angie.coulson@nhs.net

0300 422 6233

Undergraduate office open Monday to Friday 7:30 - 14:30 and contactable via above telephone numbers.

Job description

Job responsibilities

1. Responsible for providing day to day administration and support for the department and providing a link with the University of Bristol. Dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to medical students.

2. Responsible for co-ordinating and collating information for various student timetables. Co-ordinating formal teaching sessions for components of the undergraduate curriculum, liaise with unit tutors in relation to their teaching programme to ensure relevant equipment and teaching aids are available. Ensure the smooth running of online timetables by ensuring student availability by checking students timetables. Ensure students are informed of any changes to their timetable to avoid unnecessary inconvenience.

3. Responsible for preparing student lists and data when students names and programme dates are received from the University of Bristol Centre for Medical Education. Evaluate the information from the university and work out the student allocations to which unit, location and time.

4. Establish and maintain communications with all student doctors attending the Gloucestershire Academy by acting as the prime source of information for students while in Gloucestershire.

5. Responsible for raising orders using computerised systems (P2P) and recording all finance payments/expenditure relating to orders, medical student travel, external lecturer fees, transport and all invoice required payments. Maintaining and updating accurate finance records for audit.

6. Ensure all relevant information is provided for medical students joining Gloucestershire Academy, and ensure they are fully aware of what is expected of them once arriving for their first day. Be first point of contact and welcome students to Gloucestershire and make them feel at ease.

7. Co-ordinate and plan Academy Inductions for the new intake of student doctors as required organise rooms, catering, arrange programme, academy induction packs, accommodation welcome packs and undertake student talks as required. Ensure that general office stationery and accommodation welcome pack supply levels are maintained for the department.

8. Work closely with the Undergraduate Medical Education Coordinator to organise the local Yr3 and Yr4 OSCE examinations with the University of Bristol, liaise with the University of Bristol Centre for Medical Education, arrange the date, organise patients/invigilators/examiners and actors, set up advertisements, book venue, order catering. Responsible for arranging examination schedule and send correspondence to student doctors. Organise a training session for examiners before the examination. Undertake invigilator briefings. Ensure there is enough medical equipment needed for the examinations, if stock is low order the correct equipment and quantity.

9. Plan and attend student social events throughout the academic year.

10. Any other duties as may reasonably be required

Contact Details

Angie Coulson (Undergraduate Medical Education Manager)

angie.coulson@nhs.net

0300 422 6233

Undergraduate office open Monday to Friday 7:30 - 14:30 and contactable via above telephone numbers.

Person Specification

Experience

Essential

  • Substantial experience of working in an administrative role of equivalent level
  • Experience of working independently and within a team environment
  • Experience of dealing with confidential and sensitive information

Desirable

  • Previous health care/education experience

Knowledge

Essential

  • Ability to prioritise own workload and meet deadlines with conflicting demands on time
  • Show ability to understand and comply with detailed procedures
  • Excellent communication skills, both written and verbal and confidence to undertake student welcome talks
  • Excellent computer/keyboard skills and with experience of the complete suite of Microsoft office programmes

Qualities

Essential

  • Ability to show empathy to medical students on placement

Desirable

  • Smart professional appearance
Person Specification

Experience

Essential

  • Substantial experience of working in an administrative role of equivalent level
  • Experience of working independently and within a team environment
  • Experience of dealing with confidential and sensitive information

Desirable

  • Previous health care/education experience

Knowledge

Essential

  • Ability to prioritise own workload and meet deadlines with conflicting demands on time
  • Show ability to understand and comply with detailed procedures
  • Excellent communication skills, both written and verbal and confidence to undertake student welcome talks
  • Excellent computer/keyboard skills and with experience of the complete suite of Microsoft office programmes

Qualities

Essential

  • Ability to show empathy to medical students on placement

Desirable

  • Smart professional appearance

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

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Royal Hospital / Redwood Education Centre

Great Western Road

Gloucester

GL1 3NN


Employer's website

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

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Royal Hospital / Redwood Education Centre

Great Western Road

Gloucester

GL1 3NN


Employer's website

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

For questions about the job, contact:

Undergraduate Medical Education Manager

Angie Coulson

angie.coulson@nhs.net

03004226233

Date posted

22 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year pa pro rata

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

318-24-COR-T1956

Job locations

Gloucestershire Royal Hospital / Redwood Education Centre

Great Western Road

Gloucester

GL1 3NN


Supporting documents

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