Job summary
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
The post holder will provide administrative support for the undergraduate medical teaching team within medical education. The post holder will be expected to work independently on their own initiative, deciding when it is necessary to refer to a manager.
This post involves supporting the undergraduate medical teaching team by booking suitable venues, coordinating induction days and sending out all relevant information to new students by e-mail for each six week cycle.
To coordinate the needs of students joining placements including booking mandatory training and gaining smart cards and RIO access, and to deal with student enquiries, passing to the teaching team as needed. The post holder will maintain student's records of attendance and will communicate with the university regarding attendance.
Main duties of the job
- Informing students of joining details for each cycle of placements - sending out generic emails about placements
- Regularly communicate with students and queries from the wider team by answering emails and phone calls.
- To communicate with groups of students regarding sensitive issues for escalation, and handling these in a sensitive and confidential manner.
- Communicating with a range of individuals to arrange training, meetings and keeping an open line of communication with the university. The post holder will monitor these meetings to understand when changes may need to be made to pre-organised meetings to allow flexibility within the teaching schedule.
- To coordinate students obtaining smart cards and RIO access
- Working closely with all the medical student teaching team to ensure joined up planning for medical undergraduate placements
- Booking rooms and venues for teaching both within the trust and booking external venues
- General organisation of induction including room booking and ordering catering
- Ensure mandatory training is completed by medical students including booking them for manual handling
- Maintaining attendance register for students, regularly relaying this to university
- Distributing and collecting access cards and locker keys at the start/end of placements, ensuring all access cards are available and up to date.
- Facilitate payment of travel expenses to medical students
About us
Birmingham Community Healthcare NHS Foundation Trust (BCHC) is committed to providing dignity in care for all our patients and service users across the Trust.
All staff, workers, volunteers, students and individuals undertaking work experience/shadowing, irrespective of the role they specifically undertake, are required to adhere to BCHC's vision, values and professional standards. This also involves working with and alongside colleagues and partners, demonstrating a duty of candour (i.e. honesty and straightforwardness), openness and accountability in order to achieve high quality and the best possible care outcomes for our patients, service users and the local community.
Job description
Job responsibilities
- Informing students of joining details for each cycle of placements sending out generic emails about placements
- Regularly communicate with students and queries from the wider team by answering emails and phone calls.
- To communicate with groups of students regarding sensitive issues for escalation, and handling these in a sensitive and confidential manner.
- Communicating with a range of individuals to arrange training, meetings and keeping an open line of communication with the university. The post holder will monitor these meetings to understand when changes may need to be made to pre-organised meetings to allow flexibility within the teaching schedule.
- To coordinate students obtaining smart cards and RIO access
- Working closely with all the medical student teaching team to ensure joined up planning for medical undergraduate placements
- Booking rooms and venues for teaching both within the trust and booking external venues
- General organisation of induction including room booking and ordering catering
- Ensure mandatory training is completed by medical students including booking them for manual handling
- Maintaining attendance register for students, regularly relaying this to university
- Distributing and collecting access cards and locker keys at the start/end of placements, ensuring all access cards are available and up to date.
- Facilitate payment of travel expenses to medical students
- Ordering supplies and equipment as needed for undergraduate placements
- Monitoring the medical student email inbox and answering queries in conjunction with clinical teaching fellows.
- Maintaining records of student attendance levels and communicating with the university where necessary.
16. Coordinate meetings with Aston medical school as needed to set up meetings either in person or via MS Teams
Job description
Job responsibilities
- Informing students of joining details for each cycle of placements sending out generic emails about placements
- Regularly communicate with students and queries from the wider team by answering emails and phone calls.
- To communicate with groups of students regarding sensitive issues for escalation, and handling these in a sensitive and confidential manner.
- Communicating with a range of individuals to arrange training, meetings and keeping an open line of communication with the university. The post holder will monitor these meetings to understand when changes may need to be made to pre-organised meetings to allow flexibility within the teaching schedule.
- To coordinate students obtaining smart cards and RIO access
- Working closely with all the medical student teaching team to ensure joined up planning for medical undergraduate placements
- Booking rooms and venues for teaching both within the trust and booking external venues
- General organisation of induction including room booking and ordering catering
- Ensure mandatory training is completed by medical students including booking them for manual handling
- Maintaining attendance register for students, regularly relaying this to university
- Distributing and collecting access cards and locker keys at the start/end of placements, ensuring all access cards are available and up to date.
- Facilitate payment of travel expenses to medical students
- Ordering supplies and equipment as needed for undergraduate placements
- Monitoring the medical student email inbox and answering queries in conjunction with clinical teaching fellows.
- Maintaining records of student attendance levels and communicating with the university where necessary.
16. Coordinate meetings with Aston medical school as needed to set up meetings either in person or via MS Teams
Person Specification
Qualifications
Essential
- English GCSE or equivalent
- Mathematics GCSE or equivalent
- NVQ Level 3 qualification in Business Administration or equivalent experience
Experience
Essential
- Experience of working in a busy customer focused office environment
Desirable
- Experience of using a centralised recording system e.g. OLM, Virtual Campus
- Experience of Raising requisitions and managing orders via the E-procurement system and payment of invoices.
skills and knowledge
Essential
- Competent to use databases and office software e.g. Microsoft Office, Word, Excel, Outlook, Powerpoint
Desirable
- Ability to work to deadlines
- Ability to work on own initiative
- Ability to set up laptops and image projector
personal qualities
Essential
- Ability to work well under pressure and with conflicting priorities
- Effective team player
- Ability to problem solve and uses initiative
- Good organisation skills, well organised
Person Specification
Qualifications
Essential
- English GCSE or equivalent
- Mathematics GCSE or equivalent
- NVQ Level 3 qualification in Business Administration or equivalent experience
Experience
Essential
- Experience of working in a busy customer focused office environment
Desirable
- Experience of using a centralised recording system e.g. OLM, Virtual Campus
- Experience of Raising requisitions and managing orders via the E-procurement system and payment of invoices.
skills and knowledge
Essential
- Competent to use databases and office software e.g. Microsoft Office, Word, Excel, Outlook, Powerpoint
Desirable
- Ability to work to deadlines
- Ability to work on own initiative
- Ability to set up laptops and image projector
personal qualities
Essential
- Ability to work well under pressure and with conflicting priorities
- Effective team player
- Ability to problem solve and uses initiative
- Good organisation skills, well organised
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).
