Go back Great Western Hospitals NHS Foundation Trust
Undergraduate Administrator
The closing date is 26 April 2026
We teach students from King's College London, University of Oxford and the University of Bristol as well as occasional elective students. Each university has a different curriculum and different methods of delivery of teaching. All students require basic clinical skills guidance in the workplace but not all undergraduate students require tutorials, seminars or lecture. Your role is to be acquainted with the needs of each student group and to ensure that they receive appropriate experience in your department.
This post is responsible for the Oxford and Bristol Undergraduate Medical Students.
As a Trust, we place high importance on staff wellbeing, you will be offered a wide variety of support to help you maintain your wellbeing and to help colleagues maintain theirs. The Trust's Health and Wellbeing team has won a National Award during 2020 for the work they have done locally.
Main duties of the job
* Work closely with Tutors, Trainers, Facilitators and others in providing full administrative support and co-ordination for all aspects in the organisation, delivery and evaluation of various courses, training, inductions and other events held in the Academy and on occasions externally.
* Liaise with student co-ordinators of Medical Schools, other Academies, Consultants, departments and General Practice and provide full organisational support, placements, inductions and administration for all Medical Student clinical attachments within the Trust. This involves carry out inductions to groups of students.
* Work closely with our Clinical Teaching Fellows (CTF), Unit Coordinator (UC) & Unit Tutors (UT) to organise, input, create and distribute student timetables in a timely manner.
About us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Job responsibilities
* Deal with day-to-day queries from Students, CTF, UC, UT, Undergraduate Manager and Academy Medical Dean. Being aware of potential Pastoral Care issue should they arise and refer to CTF / Undergraduate Manager.
* General duties include ad-hoc reception cover, customer service, setting up rooms for teaching and tidying way, booking taxis and student transport, accommodation requests, distribution of bleeps, operating room booking system.
* Liaise, communicate and maintain effective working relationships with all organisations, training providers and users, internal and external, in the day-to-day business of the Academy.
* Provide administration support to the Academy Dean and Undergraduate Manager/Deputy Manager including attendance at relevant meetings relating to the medical undergraduate function of the Academy and the organisation of relevant examinations.
* Opening and securing the Academy / Undergraduate Office.
Please see the attached job description for full information
Person Specification
Education
* NVQ Level III in Business Administration or equivalent
* GCSE or equivalent - English (grade 4)
* GCSE or equivalent - Maths (grade 4)
* EDCL or equivalent
Experience
* Customer Service or related
* Experience of prioritising work and working on own initiative
* Working to deadlines
* Microsoft outlook, word and excel
* NHS Background
* Working in a training environment
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.
Great Western Hospitals NHS Foundation Trust
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