J O B D E S C R I P T I O N
Job Title:
Undergraduate Administrator
Grade:
Band 4
Department / Ward:
Medical & Dental Education Department
Division:
Medical
Base:
NMGH / MFT-OR
Your normal place of work is North Manchester General Hospital or such other location
where you may reasonably be required to work for the proper performance and exercise of
your duties.
ORGANISATIONAL ARRANGEMENTS
Accountable to:
Assistant Manager Undergraduate Training
Medical & Dental Education Business Manager
Assistant Director, Office of the Medical Director
Other Accountabilities:
Undergraduate Year Leads
Associate Director of Medical Education (Undergraduate)
Director of Medical Education (Undergraduate)
Director of Medical Education (Postgraduate)
JOB PURPOSE
To effectively administrate the varied teaching programmes offered to Year 3, 4 and 5
undergraduate medical and dental students.
DUTIES AND RESPONSIBILITIES
• To provide effective administration of the Undergraduate Teaching provided across the
Trust.
• To ensure all teaching areas are maintained to designated standards, liaising with the
Estates Department regarding essential repairs and maintenance.
• To ensure all AV / teaching equipment is effectively utilised, stored and maintained,
ensuring that rooms are set up as appropriate for teaching sessions, and all equipment
securely stored and rooms restored to original lay out on completion.
• Book rooms for training, ensuring that room suitability and provision of appropriate
equipment is fully considered and booked in advance.
• Be a point of contact for undergraduate medical and dental students answering basic
queries, providing appropriate support and liaising with appropriate University staff as
required for more complex queries.
• To work with the Line Manager to provide cover for other members of staff within the
department for both postgraduate and undergraduate areas as appropriate, ensuring basic
knowledge and ongoing current awareness to enable this to take place.
• Collate statistical information as required (e.g. teaching activity, student participation and
attendance) and produce reports and spreadsheets as required by the Medical Education
Business Manager, Undergraduate Tutor, Assistant Manager Undergraduate Training and
Directors of Medical Education.
• To administer on behalf of the Manager the petty cash for the locker monies for students
and take responsibility for the element of the budget pertaining to stationery.
• Order stocks, stores and equipment as required for the day to day running of the
Department within available resources and checking with the Medical Education Business
Manager or Assistant Manager Undergraduate Training (subject to budget) that sufficient
budget is available, ordering all stationery and stock online. By exception, if non-stock items
are ordered the signature of the Medical Education Business Manager to be obtained.
• Working from names provided by Undergraduate Year and Firm Leads, schedule and book
speakers and trainers for Undergraduate Teaching provision.
• Use MedLea/1Med system to input the weekly timetable for medical students, as obtained
from the Undergraduate Year and Firm Leads, and ensure MedLea/1Med is kept up to date
with any alterations and lectures at all times.
• As per item 11 above, for dental students but in paper format.
• To contact Consultants verbally and by email to book students into appropriate clinics and
theatre sessions.
• Provide a full range of secretarial/clerical/reception duties as required for Undergraduate
Teaching programmes.
• Act as the first point of contact for all Undergraduate Teaching enquiries (written or verbal)
and deal independently with routine matters.
• To provide basic pastoral support for students.
• Facilitate the provision of hospitality / catering as required within the department.
• Liaise effectively with all levels of PAHT staff and external agencies (e.g. Manchester
University Medical and Dental Schools), promoting excellent working relationships.
• Update web pages to ensure that they are always appropriate and up to date.
• Work flexibly in order to administrate teaching commitments within the Department, with
flexibility for up to 21:00 hours for late night meetings, available from 07:30 hours for early
starts and cross site and off-site meetings. Providing cover cross-site as required.
• Attend relevant meetings including taking the minutes, keep personal development file up
to date with line manager and participate in designated training and development.
• Respond to and undertake all reasonable management requests.
• To work with the Quality Assurance Administrator on quality assurance for Undergraduate
Teaching (e.g. keeping central QA documentation up to date, conducting surveys as
required, providing draft questions, and administrating the survey, and collating and
distributing the results).
• For Observed Structured Clinical Examinations (OSCEs), to provide administrative support
as required.
• Act at all times in such a way as to promote the Undergraduate Department, Medical and
Dental Education and PAHNT in a positive manner.
• To support the postgraduate and revalidation teams as required for cross cover purposes.
• To meet all mandatory training requirements and remain up to date at all times.
• To provide and present local inductions as defined by line manager, Directors / Assistant
Director of Medical Education and Undergraduate Year Leads.
• To meet any reasonable management request.
RISK MANAGEMENT
It is a standard element of the role and responsibility of all staff of the Trust that they fulfil a
proactive role towards the management of risk in all of their actions. This entails the risk
assessment of all situations, the taking of appropriate actions and reporting of all incidents, near
misses and hazards.
RECORDS MANAGEMENT/DATA PROTECTION ACT
As an employee of the Trust, you have a legal responsibility for all records (including patient
health, financial, personal and administrative) that you gather or use as part of your work within the
Trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images. You
must consult your manager if you have any doubt as to the correct management of the records
with which you work.
HEALTH AND SAFETY REQUIREMENTS
All employees of the Trust have a statutory duty of care for their own personal safety and that of
others who may be affected by their acts or omissions. Employees are required to co-operate with
management to enable the Trust to meet its own legal duties and to report any circumstances that
may compromise the health, safety and welfare of those affected by the Trust undertakings.
CONFIDENTIALITY AND INFORMATION SECURITY
As a Trust employee you are required to uphold the confidentiality of all records held by the Trust,
whether patient records or trust information. This duty lasts indefinitely and will continue after you
leave the trust employment.
All information which identifies individuals in whatever form (paper/pictures, electronic data/images
or voice) is covered by the 1998 Data Protection Act and should be managed in accordance with
this legislation.
TRUST POLICIES
The Trust operates a range of policies, e.g. Human Resources, Clinical Practice (available on the
Trust intranet). All Trust employees must observe and adhere to the provisions outlined in these
policies.
RESEARCH
The Trust manages all research in accordance with the requirements of the Research Governance
Framework. As an employee of the Trust, you must comply with all reporting requirements,
systems and duties of action put in place by the Trust to deliver research governance.
EQUAL OPPORTUNITIES
The Trust provides a range of services and employment opportunities for a diverse population. As
a Trust employee you are expected to treat all patients/customers and work colleagues with dignity
and respect irrespective of their background.
CHILD PROTECTION
All employees have a responsibility to protect and safeguard children. They must therefore be
aware of child protection procedures and who to contact within the Trust for further help and
guidance.
The above job description indicates the main duties of the post and may be reviewed in the light of
experience & developments within the service. Any review will be undertaken in conjunction with
the postholder.
Date Prepared:
Prepared By:
Agreed By:
Employee’s Name and Signature:
Date:
Manager’s Name and Signature:
Date:
Date Reviewed:
Reviewed By:
THE PENNINE ACUTE HOSPITALS NHS TRUST
PERSON SPECIFICATION
Job Title:
Undergraduate Administrator
ESSENTIAL
DESIRABLE
METHOD OF
ASSESSMENT
Good standard of general
Advanced ECDL/ITQ
Certificates
QUALIFICATIONS education to A level
AMSPAR
standard or equivalent work
experience, Literacy and
Basic counselling certificate
Numeracy to Level 2
or pastoral care training
minimum standard
ECDL/ITQ or equivalent
Demonstrate significant
Experience of Medical &
Application Form
EXPERIENCE
experience in
Dental Education
secretarial/clerical role
Interview
Production of reports.
NHS experience
References
Maintenance of work
schedules.
Arranging meetings/room
bookings.
Preparation of audio-visual
aids.
Well-developed
Experience of stationery or
Application Form
SKILLS
organisational skills.
stock control
Interview
Good Microsoft office
Able to monitor expenditure
experience of using all
against budget
References
packages.
Ability to work deadlines.
Good time management
skills.
Able to work under
pressure.
Able to use spreadsheets
Able to produce
presentations.
Excellent communication
skills (verbal/written).
Able to work under own
initiative/with minimum
supervision.
Produce reports, letters
and memos.
Knowledge of office
Understanding of Education Application Form
KNOWLEDGE
systems and protocols.
and /or Medical Education
function
Interview
Knowledge of medical
References
terminology
Flexible working hours as
Application Form
OTHER
needed by department.
(
Please Specify)
Interview
Excellent attendance &
punctuality record.
Document
Check
Willing to develop self and
role.
Willing to work on other
Trust sites if needed and
off site locations and able
to travel to these.
Date Prepared:
Prepared By:
Agreed by:
Agreed By:
Employee
Manager
Date Agreed:
Date Agreed:
Date Reviewed:
Reviewed by: