Job summary
The vision of BSMHFT Academy is to inspire medical students through innovative and enthusiastic teaching, to challenge their preconceptions about mental illness and to encourage interested medical students to consider a career in psychiatry.
We need an enthusiastic, well-organised administrative manager to help us achieve our aims - if that's you, please come and join us.In conjunction with senior medical colleagues, the Undergraduate Medical Education Manager (Psychiatry) is responsible for the management, organisation and administration of the MBChB psychiatry rotation, student selected activities, examinations and all teaching committees, so that they run smoothly and within the allocated budget.
Main duties of the job
Students from both University of Birmingham, Medical School (UoB) and Aston Medical School (AMS) undertake psychiatry in year 4 of their MBChB degree course. Also, in year 5 (final year), some medical students choose psychiatry for their Selected Career Experience (SCE). For UoB , there are currently 4 groups of approximately 100 medical students per group undertaking the year 4 psychiatry rotation and approximately 10medical students undertaking the year 5 SCE in psychiatry. For AMS there are currently 6 groups of 10 students per group undertaking the year 4 psychiatry rotation.
For both medical schools the year 4 psychiatry rotation involves academic teaching, one or more clinical attachments and assessments. Medical students also undertake a number of oral examinations (OSCEs), which include a psychiatry station. OSCE exams are wholly recruited and partly hosted by the Trust and administered through the UGME office.The UGME Manager's role is:(a) to work with the Head and Deputy Head of Academy, Placement Coordinator andUoB and AMS, in organising and administering the MBChB psychiatry teaching programmes, assessments and examinations(b) to work with the Deputy Head of Academy in organising and administering the year 4 and year 5 clinical attachments plus smooth running of the Year 4 OSCEs.
About us
Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.
Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.
Job description
Job responsibilities
Principal Duties and ResponsibilitiesOrganisational
- The post-holder is responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust policy and good practice.
- The post-holder is responsible for ensuring that they contribute and work towards the service/organisational aims and objectives.
- The post-holder is responsible for reading, understanding and complying with all relevant Trust and statutory policies and procedures.
- The post-holder is responsible for maintaining and conducting oneself in a professional manner towards colleagues and other agencies.
Management & Administration Duties
- Responsible for ensuring that the MBChB Psychiatry Rotation is administered efficiently and effectively; regularly reviewing and improving systems, processes and procedures.
- Responsible for liaising with University of Birmingham (UoB) and with Aston Medical School (AMS) to identify students undertaking psychiatry rotations, reviewing this information to identify any problems, with the aim of resolving such problems.
- Responsible for arranging the clinical attachments for medical students, in years 4 and 5. This involves: liaising with UoB and AMS to identify the students to be placed, identifying factors which may affect their placement, identifying the availability of consultants in BSMHFT and partnership Trusts, to whom the students can be attached, allocating the students to the consultants and thenresolving any difficulties that might arise.
- Responsibility for the compilation of student induction information including updating psychiatry rotation handbook, logbook, teaching programme, individual clinical attachments, assessment and feedback forms, H & S procedures and general information, induction with library services.
- Responsibility for the co-ordination of the consultants assessments pertaining to students. This involves collating assessment forms and the students logbooks, and liaising with the consultants admin support when necessary. When required, liaising with the Head and Deputy Head of Academy regarding unsatisfactory assessments. Ensuring that all logbooks are marked by the teaching team andfeedback sent to students.
- Responsible for the organisation and arrangements for the psychiatry DOES assessments. The work involves: booking rooms, obtaining assessors, ordering role players, preparing and collating of necessary paperwork, and other allied tasks.
- Responsibility for organisation of the arrangements for OSCE examinations, including re-sits. The work involves: obtaining examiners, invigilators and role players, preparing and collating of necessary paperwork, and ensuring that materials are kept secure at all times. It also involves ensuring that the examination question bank is added to by organising regular question- writingworkshops.
- Responsible for co-ordinating examinations on the day, including re-sits. The work involves: developing the programme for the examination day, identification and booking of key people, including examiners (external and internal), role players for the live stations and training sufficient invigilators, along with the booking ofrooms and catering and overseeing the process.
- Responsible, in conjunction with the Head and Deputy Head of Academy, for supporting the design and development of evaluation tools and processes, including assessment models for tutors, evaluation processes for exams and feedback mechanisms for medical students.
- Responsible for all aspects of the students rotation evaluations. This involves: development and production of the evaluation tools, collecting completed feedbackfrom students, analysing the results and identifying key issues and then drawing these to the attention of the Academy and Curriculum Lead for psychiatry (UoB and AMS).
- Responsible for providing any other relevant information, both verbally and in writing, to both Universities and Trust as required.
- Responsible for providing any other administrative work required to support the Head and Deputy Head of Academy. This includes supporting relevant committees, including the quarterly undergraduate teaching committee, the monthly finance meeting and a Trust business planning meeting which meets two-monthly.
- Responsible for ensuring the efficient running of the UGME Office. This includes equipping the office and maintaining supplies, within the allocated budget, as an authorised signatory up to £5,000.
- Other duties include: processing correspondence and other communications, and establishing and maintaining accurate digital records and confidentially storage.Communication
- Act as the central information source regarding the psychiatry rotations for UoBand AMS medical students and staff (both medical and non-medical).
- Work closely with the Head and Deputy Head of Academy to ensure that all Lecturers, Senior Academy Tutors, Academy Tutors, Academy Teachers, Clinical Teaching Fellows and Consultants are fully informed about the content of the MBChB psychiatry rotation.
- Liaise with both Universities concerning the allocation of students in rotations for both teaching and clinical placements.
- Liaise with consultant psychiatrists and trainee doctors (internal/external) and their admin support, re the clinical placements.
- Responsible for welcoming students when they first arrive and giving suitable instructions, verbal and written, about the teaching programme and the facilities available to support students during the Psychiatry Rotation.
- Be available to assist medical students in the event of problems arising during the Rotation and liaising with the appropriate individuals either in Trusts or the Universities when difficulties occur.Information Management & Technology
- Organise, design, word process, maintain and revise formats for communication with clinical staff, examination papers, evaluations, reports and other relevant documents.
- Responsible for organising, designing, maintaining and revising spreadsheets or databases to support the work of the department and inputting data. This includescomprehensive electronic registers of consultant psychiatrists and trainee doctorsinvolved in the teaching, tutoring and examination of medical students.
- Responsible for compiling and submitting accurate and timely information relating to the MBChB Psychiatry Rotations, including assessment results, to both Universities.
- Maintain IT links with both Universities This includes making arrangements for consultant teachers to access the Universities Intranet.
- Advanced knowledge of Microsoft Office suite and keyboarding skills essential.Operational Management
- Responsible, in conjunction with Head and Deputy Head of Academy for management of the Tariff funding for placements and assessments, supporting the education of medical students.
- Responsible for managing the delegated budget, which is in excess of £2,000,000, for the UGME Office. This includes planning, as well as approving, authorising and monitoring expenditure, ensuring that the budgets do not over-spend at the end of each year.
- Responsible for recruitment, management and supervision, including discipline, of the UGME Co-ordinators. This includes maintaining close contact with the postholders and the senior medical colleagues with whom they work, as well as allocating work loads, setting objectives, conducting appraisals and ensuring that training needs are met.
- Responsible for ensuring the work-related welfare of the UGME Co-ordinators. This includes ensuring a safe working environment, that working hours are managed to maintain an appropriate work/life balance and compliance with the requirements of the European Working Time Directive. If circumstances arise, appropriate support services are to be engaged, as required.
Job description
Job responsibilities
Principal Duties and ResponsibilitiesOrganisational
- The post-holder is responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust policy and good practice.
- The post-holder is responsible for ensuring that they contribute and work towards the service/organisational aims and objectives.
- The post-holder is responsible for reading, understanding and complying with all relevant Trust and statutory policies and procedures.
- The post-holder is responsible for maintaining and conducting oneself in a professional manner towards colleagues and other agencies.
Management & Administration Duties
- Responsible for ensuring that the MBChB Psychiatry Rotation is administered efficiently and effectively; regularly reviewing and improving systems, processes and procedures.
- Responsible for liaising with University of Birmingham (UoB) and with Aston Medical School (AMS) to identify students undertaking psychiatry rotations, reviewing this information to identify any problems, with the aim of resolving such problems.
- Responsible for arranging the clinical attachments for medical students, in years 4 and 5. This involves: liaising with UoB and AMS to identify the students to be placed, identifying factors which may affect their placement, identifying the availability of consultants in BSMHFT and partnership Trusts, to whom the students can be attached, allocating the students to the consultants and thenresolving any difficulties that might arise.
- Responsibility for the compilation of student induction information including updating psychiatry rotation handbook, logbook, teaching programme, individual clinical attachments, assessment and feedback forms, H & S procedures and general information, induction with library services.
- Responsibility for the co-ordination of the consultants assessments pertaining to students. This involves collating assessment forms and the students logbooks, and liaising with the consultants admin support when necessary. When required, liaising with the Head and Deputy Head of Academy regarding unsatisfactory assessments. Ensuring that all logbooks are marked by the teaching team andfeedback sent to students.
- Responsible for the organisation and arrangements for the psychiatry DOES assessments. The work involves: booking rooms, obtaining assessors, ordering role players, preparing and collating of necessary paperwork, and other allied tasks.
- Responsibility for organisation of the arrangements for OSCE examinations, including re-sits. The work involves: obtaining examiners, invigilators and role players, preparing and collating of necessary paperwork, and ensuring that materials are kept secure at all times. It also involves ensuring that the examination question bank is added to by organising regular question- writingworkshops.
- Responsible for co-ordinating examinations on the day, including re-sits. The work involves: developing the programme for the examination day, identification and booking of key people, including examiners (external and internal), role players for the live stations and training sufficient invigilators, along with the booking ofrooms and catering and overseeing the process.
- Responsible, in conjunction with the Head and Deputy Head of Academy, for supporting the design and development of evaluation tools and processes, including assessment models for tutors, evaluation processes for exams and feedback mechanisms for medical students.
- Responsible for all aspects of the students rotation evaluations. This involves: development and production of the evaluation tools, collecting completed feedbackfrom students, analysing the results and identifying key issues and then drawing these to the attention of the Academy and Curriculum Lead for psychiatry (UoB and AMS).
- Responsible for providing any other relevant information, both verbally and in writing, to both Universities and Trust as required.
- Responsible for providing any other administrative work required to support the Head and Deputy Head of Academy. This includes supporting relevant committees, including the quarterly undergraduate teaching committee, the monthly finance meeting and a Trust business planning meeting which meets two-monthly.
- Responsible for ensuring the efficient running of the UGME Office. This includes equipping the office and maintaining supplies, within the allocated budget, as an authorised signatory up to £5,000.
- Other duties include: processing correspondence and other communications, and establishing and maintaining accurate digital records and confidentially storage.Communication
- Act as the central information source regarding the psychiatry rotations for UoBand AMS medical students and staff (both medical and non-medical).
- Work closely with the Head and Deputy Head of Academy to ensure that all Lecturers, Senior Academy Tutors, Academy Tutors, Academy Teachers, Clinical Teaching Fellows and Consultants are fully informed about the content of the MBChB psychiatry rotation.
- Liaise with both Universities concerning the allocation of students in rotations for both teaching and clinical placements.
- Liaise with consultant psychiatrists and trainee doctors (internal/external) and their admin support, re the clinical placements.
- Responsible for welcoming students when they first arrive and giving suitable instructions, verbal and written, about the teaching programme and the facilities available to support students during the Psychiatry Rotation.
- Be available to assist medical students in the event of problems arising during the Rotation and liaising with the appropriate individuals either in Trusts or the Universities when difficulties occur.Information Management & Technology
- Organise, design, word process, maintain and revise formats for communication with clinical staff, examination papers, evaluations, reports and other relevant documents.
- Responsible for organising, designing, maintaining and revising spreadsheets or databases to support the work of the department and inputting data. This includescomprehensive electronic registers of consultant psychiatrists and trainee doctorsinvolved in the teaching, tutoring and examination of medical students.
- Responsible for compiling and submitting accurate and timely information relating to the MBChB Psychiatry Rotations, including assessment results, to both Universities.
- Maintain IT links with both Universities This includes making arrangements for consultant teachers to access the Universities Intranet.
- Advanced knowledge of Microsoft Office suite and keyboarding skills essential.Operational Management
- Responsible, in conjunction with Head and Deputy Head of Academy for management of the Tariff funding for placements and assessments, supporting the education of medical students.
- Responsible for managing the delegated budget, which is in excess of £2,000,000, for the UGME Office. This includes planning, as well as approving, authorising and monitoring expenditure, ensuring that the budgets do not over-spend at the end of each year.
- Responsible for recruitment, management and supervision, including discipline, of the UGME Co-ordinators. This includes maintaining close contact with the postholders and the senior medical colleagues with whom they work, as well as allocating work loads, setting objectives, conducting appraisals and ensuring that training needs are met.
- Responsible for ensuring the work-related welfare of the UGME Co-ordinators. This includes ensuring a safe working environment, that working hours are managed to maintain an appropriate work/life balance and compliance with the requirements of the European Working Time Directive. If circumstances arise, appropriate support services are to be engaged, as required.
Person Specification
Educational & Professional Qualifications
Essential
- Degree in relevant subject area
- GCSE Grade C or above
Desirable
- Management qualification
- IT skills qualification
Experience
Essential
- NHS or academic environment experience
Knowledge and Skills
Essential
- Exceptional organisational and administration skills
- Ability to plan and prioritise workload
- Thorough understanding of systems and processes
- Staff management experience
- Managing budgets
Person Specification
Educational & Professional Qualifications
Essential
- Degree in relevant subject area
- GCSE Grade C or above
Desirable
- Management qualification
- IT skills qualification
Experience
Essential
- NHS or academic environment experience
Knowledge and Skills
Essential
- Exceptional organisational and administration skills
- Ability to plan and prioritise workload
- Thorough understanding of systems and processes
- Staff management experience
- Managing budgets
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).
