Undergraduate Administrator

Are you a proactive organised and detail-focused individual Do you enjoy working in a fast-paced varied environment Do you have excellent communication skills and a passion for supporting education

We are looking for an Undergraduate Medical Student Administrator to join the Learning Education and Development team at PHUT. The successful candidate will play a key role in coordinating undergraduate placements for University of Portsmouth and University of Southampton students and supporting the delivery of high-quality teaching across all phases of the curriculum.

The post holder will work closely with the Senior Placements Officer Undergraduate Leads and wider faculty to ensure student timetables rotas and teaching materials are effectively managed and communicated. They will also provide administrative support for projects liaise with actors for virtual teaching sessions and act as a point of contact for students supervisors and external partners.

Main Duties and Responsibilities

To provide administrative support for the undergraduate programmes. This involves organising regular undergraduate inductions including booking suitable training rooms and ensuring that the rooms are set up as appropriate.

To collate student data from Inplace for student placements and rotations at PHUT.

To produce all undergraduate timetables for all stages and all rotations of medical students ensuring efficient and effective running of the undergraduate Medical Education Programme.

To find alternative placement opportunities for students if they cannot be accommodated.

To arrange IT access for all students including those who need read only access for clinical applications.  Ensuring that all students are informed of their IT access log in details prior to the start of their placements. 

To co-ordinate specific teaching sessions and tutorials within specialities according to requirements of that attachment in order to ensure high quality teaching is available at all times.

Develop and maintain student handbooks and induction booklets as per trust guidelines and University specifications.

To co-ordinate the induction programme for medical students at the start of each attachment and when necessary deliver the programme on behalf of the medical school faculties.

Visit placement site and ensure the students are well supported throughout their placement.

To provide a first point of contact for medical students in difficulty providing a sympathetic ear.

To record all student absence on TEAMs for UOS.

To maintain QR codes in order to monitor UOP student attendance. 

To liaise with the medical school faculties on all student matters to ensure that appropriate help is available for students undertaking their elective placements.

Represent PHU at medical school meetings as and when required.

Attend UMG meetings and write and distribute the minutes of these meetings.

Administer papers related to regular assessments.

Ensure that good records are maintained on how the budgets have been utilised facilitating easy monitoring and ensure quality assurance systems are maintained.

Liaise with Residences Manager with regard to student accommodation.

Liaise with Health and Safety Department to ensure that Health and Safety standards are complied with e.g. Student accommodation fire regulations.

Responsible for ordering new furnishings and equipment for the student accommodation.

Raise invoices and purchase orders for services provided.

Process requests from elective students from elsewhere in UK and abroad and where necessary co-ordinate the attachment.

Co-ordinate the distribution and collection of end of attachment medical student assessments ensuring forms are returned in a timely manner to ensure valid assessments for the students and accurate information for the Medical School Faculties.

Provide secretarial and administrative support to Undergraduate faculties for all undergraduate areas ensuring that they are kept informed of developments at all times.

Co-ordinate the distribution and return of ID badges and parking permits for all undergraduate medical students on placement.

Process student travel claims with accuracy and in a timely manner.

Work as part of the wider medical education team undertaking other duties and work required to support students and trainees.

Order all teaching and clinical equipment for Clinical Academic Fellows and maintain accurate inventory records.

For more information please refer to the full Job Description