Medical School Administrator

at  University Hospitals Coventry and Warwickshire NHS Trust

This post will provide a specialised, comprehensive and confidential administration service. As part of a team of administrators (4 staff in total); they will be responsible for coordinating specific parts of the medical students programme. This will include supporting the Exams which are held at UHCW. Each administrator will have their own area of responsibility which they will manage under the direction of the consultant lead responsible for the specialty (e.g. Core Clinical Education, Child Health, Obstetrics and Gynaecology, Care of the Medical, Care of the Surgical and Musculoskeletal and the Bedside Teaching Programme). The posts will work together as a team and will provide cross cover during periods of annual leave and other leave. Good team working will be essential.
The team provide a fully comprehensive training programme to the medical students as they rotate between SWFT, GEH and UHCW hospitals. In addition the post holders will work closely with other members of the administration team within the Medical Education department at UHCW to ensure that the office runs smoothly. This will be done in accordance with Departmental, Trust and National standards, policies and procedures.
*Interviews for this post are due to take place 26th September 2024
Provide administration for a stipulated portion of the Warwick Medical School clinical placement activity which includes the following: -
Organising Bedside Teaching
Working with the Consultant Block Leads to develop timetables for: -
Core Clinical Education (Years 2 and 3)
Phase 3 teaching (Years 3 and 4) – Child Health, Obstetrics and Gynaecology, Care of the Medical Patient, Care of the Surgical Patient, the Musculoskeletal Block, the Acute Block
Exams – all years
Revision Block
Electives and Projects
Assistantships (as students traverse to becoming junior doctors
The post holder will be responsible for their own portion of the timetable and will be expected to work closely with the Clinical Lead for that part of the timetable to ensure that the standards are met
The post holder will work with their co-workers to respond to all students queries about their timetables, access to wards, access to lockers and all aspects of their experience at UHCW
The post holder will also need to demonstrate the ability and willingness to provide cross cover and work effectively as part of the full medical education administration team.
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence ® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation’s core values.
The post holder needs to act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
Travel to venues across Coventry as required for meetings related to the planning and provision of the WMS
When events require it e.g. during the exam weeks work outside of normal working hours as required. Currently approximately nine days per
Work with the team of medical school administrators within the Medical Education department at UHCW to ensure the provision of a seamless, high quality service to the visitors to the medical education office.
To act as a senior point of contact for all relevant activities to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is
To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.
To continually contribute to training improve This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spread sheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement
To implement and maintain an efficient office management system/procedures to enable the Department to optimise their standards ofThis will require: effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed; preparation of correspondence and reports; effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management system
To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day mutual support for colleagues where required.
For further details please see the attached job description

Please refer the Job description for details