Choose Well - Choose WWL
Job overview
The post holder will be responsible for managing the day-to-day delivery of the Undergraduate placement programmes at WWL. This includes ensuring that student placements are well-organised in line with Edge Hill University Medical School (EHUMS) Manchester Medical School (MMS) and The University of Greater Manchester(UoGM).
This is a permanent full time post (37.5 hours) to be worked across Monday to Friday.
Main duties of the job
The post holder will work closely with the Head of Medical Education, Library Services and Clinical Skills, Undergraduate Lead Tutor, Year Tutors and Sub-dean to foster an atmosphere conducive to learning. This job demands strategic planning and organisational skills to manage the delivery of a curriculum in a clinical placement, as set out in the University Service Level Agreements (SLA).
The role encompasses the day-to-day line management of all the Undergraduate administrators working within the Medical Education team, to ensure the delivery of an effective service for the medical student administration across the designated years of 3 x medical school programmes (MMS, UoGM and EHUMS). This includes maintaining student records and ensuring systems/timetable processes and data management are effective, accurate and auditable.
The post holder will be required to liaise and communicate effectively with internal and external partners, to promote resources of the Undergraduate Medical Education Department and make students and faculty the focus of your role.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Detailed job description and main responsibilities
Duties and Responsibilities
The post holder will be required to:
1. Responsible for the management of administration and planning of the undergraduate medical education teaching programmes, projects and assessments within the trust.
2. Oversee the planning and delivery of the clinical teaching programmes, attendance and timetabling for the medical students. The Co-ordination of the teaching and examination activities of the medical undergraduate teams, including nurses, administrators and NHS clinicians contributing towards the MBChB and MSc Physician Associate Studies.
3. The post holder will directly manage the activities within the WWL Undergraduate Medical Education Department, providing support to Undergraduate Lead, Physician Associate Lead, Undergraduate Tutors, Undergraduate Teachers and Clinical Teaching Fellows in organising and administering the placements and teaching programmes.
4. Manage and monitor the work streams and workload of the Undergraduate Team, liaising with the Head of Medical Education, Clinical Skills and Trust Library Services.
5. Line manage the Undergraduate Team to identify and ensure appropriate training needs are being met and support is in place, to monitor performance, set objectives and carry out annual appraisals, PDR’s.
6. Attend local and regional committee and quality assurance meetings linked to Undergraduate Education.
7. Ensure the highest level of customer service is maintained. The Medical Education Department prides itself on the delivery of a customer focused service and the post holder will have responsible for the quality of this, in line with our WWL Trust values.
8. Ensure compliance with Medical School requirements.
9. Managing and providing cover for a member of student-facing staff responsible for organising and timetabling clinical placements, teaching and assessment.
10. Provide specialist knowledge, advice and guidance on Undergraduate Medical Education related matters for all medical staff and managers within the organisation.
11. Oversee the attendance management process for Medical Students and Physician Associate Students.
Planning and Organisational Duties
12. Manage undergraduate education to ensure it continues to develop in response to arising needs and curricula development, capacity planning and to ensure effective uptake of formal educational sessions provided.
13. Ensure systems are in place to evaluate the quality and delivery of teaching are in place, to evaluate the quality and delivery of teaching. Providing tutors with feedback/reports from the students and universities.
14. Develop and support the Undergraduate Teaching faculty within the Trust. Ensuring they have a clear understanding of the Universities curricula. Cascading any updates or future developments/plans. Scrutinise evaluations by students to share good practice and identify areas of development.
15. To oversee the organisation of Quality Assurance reviews and monitoring visits which monitor the Trust against specific National and Regional framework standards, as a provider of education and training.To ensure that the necessary pre-visit documentation required of the visiting team is sourced, collated and professionally presented.
16. Provide administrative support to the undergraduate lead tutors in all activities relating to development, implementation and review of module teaching, assessment and quality assurance.
17. To manage the process for allocation of elective placements to medical students from MMS and EHUMS and ensure all elective students have provided the required documentation.
18. To oversee and administer undergraduate (medical student) placements in the trust ensuring that they meet the curriculum requirements of the relevant medical schools, understanding and appreciating the different requirements of MMS and EHUMS.
19. To schedule and occasionally chair monthly Undergraduate Education Committee meetings.
20. Identify, maintain, develop and evaluate a system of clinical placements, areas and specialities. Working with placement supervisors to identify undergraduate learning opportunities cross-site for all specialities.
21. Work in collaboration with other NHS Organisations to organise learning and teaching opportunities for medical students.
22. Develop a collaborative network of undergraduate leads and faculty across the organisation. Ensure that all are aware of training and education opportunities.
23. Promote a positive learning environment and analytical approach to the provision of formal education and educational opportunities within clinical placements.
24. Maximise the teaching opportunities on the multi sites, through innovative planning and technology.
25. Ensure a robust induction procedure is in place for all medical students joining the trust.
26. Prepare module timetables and present them in Excel.
27. Organising core teaching weeks – Clinical Skills, Clinical Teaching, Patient Assessment Teaching, Case Base Learning, Expert Teaching and Themed Case Discussions.
28. Maintain accurate records and documentation for all support issues, ensuring that there are case filed records for all students
29. To work in the evening occasionally to support educational activities.
Communications and Key Working Relationships
The post holder will be required to:
30. Offer pastoral support to students, signposting to Trust and University well-being services.
31. Act as a source of support to students (this may include highly confidential and sensitive information).
32. Ensure that there are effective systems in place to evidence and follow up on students involvement in serious incidents.
33. Ensure that systems are in place for following up on students involved in incidents, liaising with, and advising supervisors to ensure that any relevant support and educational requirements are acted up and recorded as required.
34. Take the role as a specialist expert within undergraduate education, advising and supporting all healthcare educators and external stakeholders.
35. Ensure the profile of medical students is raised amongst clinical and non-clinical staff, such that the student support needs are understood and available to a wider range of staff, than just those who are directly involved in teaching.
36. Develop, plan and support the delivery of a robust programme of undergraduate education within the Trust, working alongside clinical experts following medical school curricula guidelines.
37. Work collaboratively with the Clinical Skills Manager to ensure that all medical students receive educational sessions and achieve competency with clinical skills.
38. Work in close collaboration with multidisciplinary teams to maximise all educational opportunities and placements for all students.
39. Maintain an understanding of complex relationships and departmental structures and pressures within and outside the organisation.
40. The post holder will work with the Accommodation Department to ensure appropriate accommodation is ready and available for each student group.
41. The post holder will be expected to attend undergraduate meetings and committees as a participant and to provide updates and advice on the undergraduate programmes.
42. Support and advise Educational and Clinical Supervisors on managing students on placement in line with the Universities policies.
43. Internal:Undergraduate Lead; Physician Associate Lead; Head of Medical Education, Clinical Teaching Fellows, Undergraduate Year Leads; Undergraduate Supervisors; Physician Associate Supervisors; Medical Education Manager; Medical Education Team; Library Services Team; IT; Human Resources; Finance Department.
44. External:Undergraduate Dean NCA; Undergraduate Team NCA; Undergraduate Dean EHUMS; Undergraduate Team EHUMS; Manchester Medical School; Health Education England. Undergraduate Team and Dean MWL;
Responsibility for Finance
45. To develop and maintain a robust data collection process for medical and PA student numbers at WWL and support the Trust Finance Department in the capture and analysis of data around medical and PA students for the annual national reference costing exercise.
46. To actively contribute to the management of the budget allocated to the Department by working closely with the Head of Medical Education, Clinical Skills and Library services and WWL Finance Department. They will ensure good budgetary management and reporting across the department, in order to meet students and service needs within the annual expenditure plan. The post holder will work with procurement to raise invoices and requisition items to a budgetary limit of £5K
47. To be responsible for the verification of travel and bursary claims for payment, from the medical and PA students.
48. The post holder will co-ordinate the annual invoice payments from the Universities.
49. Appropriate use of resources within own area of responsibility.
50. The post holder is required to assist the Head of Medical Education, Library Services and Clinical Skills and Undergraduate Leads in identifying and ensuring that Consultant Supervisors are being paid the correct Programmed Activity allowance for educational roles.
Responsibility for Human Resources
51. Keep on file sickness records for students on placement with the trust and report these to the Undergraduate Department at the university.
52. Be the first point of contact for medical students who are on placements with the trust and to deal with sensitive issues which arise using discretion and judgement bringing these to the attention of the appropriate people.
53. To develop, manage and maintain a system to record the Consultants, Medical staff and other WWL staff who are willing to supervise Medical and PA students when on placement at the Trust.
54. To assist in the recruitment and induction of new Medical Undergraduate Department staff, ensuring compliance with equal opportunities legislation.
55. To develop a co-ordinated system to collect student assessments of supervisors using appropriate tools and mechanisms.This will include recording the information and reporting to Undergraduate Lead, PA Lead, Head of Medical Education to ensure the on-going quality of placement supervision.
56. The post holder will be responsible for supervising and allocating work to other members of the team, managing expectations of the administrative work within the Undergraduate Department.
Responsibility for Health & Safety
·Compliance with the Health & Safety at Work Act 1974 – the post holder is required to 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, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
57. To instruct centre users in the operation of audio-visual equipment.
58. To be responsible for the organisation of the teaching programme for each of the medical student and PA rotations throughout the academic year and distributing documentation as necessary. This involves liaising with the Undergraduate Lead, PA Lead, Undergraduate Manager and Clinical Teaching Fellows.
59. To work closely with theHead of Medical Education and Trust Library Services, Undergraduate Lead and Physician Associate Lead to ensure that all module programmes and teaching are responsive to curriculum changes and provide the optimum levels of education for the undergraduate medical and PA students.
Work Circumstances & on-call
·Monday to Friday
Person specification
Experience
Essential criteria
60. Previous Administration Experience.
61. Experience of working in a demanding environment with many, sometimes conflicting priorities
62. Experience of the supervision and management of staff
63. Experience of contributing to the development and implementation of administrative systems including entering, accessing and monitoring data.
64. Experience of developing excellent working relationships with senior level professionals
65. Experience of engaging effectively with internal and external stakeholders.
66. Experience of managing resources, to maximise efficiency and effectiveness.
67. Experience of working with business planning processes and contributing to continuous improvement outcomes.
68. Experience of achieving deadlines.
69. Experience of dealing with a range of complex tasks and varied organisations.
70. Experience of managing multiple projects at the same time.
71. Experience using Microsoft Office: Word, Excel, PowerPoint, Email and Teams.
Desirable criteria
72. Previous NHS Experience.
73. Understanding of relevant legislation, i.e. Copyright and data protection
74. Experience working within medical education or working with medical students/placements
75. Experience of working in academic administration role in undergraduate or postgraduate medical education.
76. Experience of working with Student Management Systems (e.g. MedLea, PebblePad)
77. Experience of managing a budget
Skills
Essential criteria
78. Ability to analyse complex problems and to develop practical and workable solutions to address them
79. Understanding of database structure and reporting concepts
80. Ability to analyse complex rotas
81. Advanced communication skills, both written and orally including advanced formal presentation/facilitation skills
82. Ability to analyse financial information
83. Excellent planning and organisational skills
84. Ability to manage own workload, and work with minimal supervision
85. Ability to develop and establish systems, often co-designed with stakeholders
86. Good analytical and organisational ability
87. Ability to build and manage good relationships among stakeholders
88. Ability to initiate and implement change
89. Excellent verbal and written communication and presentation skills suitable for a range of audiences, including chairing of meetings
Desirable criteria
90. Excellent planning and organisational skills
91. Ability to develop and establish systems, often co-designed with stakeholders
Knowledge
Essential criteria
92. Excellent understanding of the NHS
93. Specialist knowledge of the Medical School curriculums
94. Knowledge of committee work including minute-taking and producing agendas
Desirable criteria
95. Good understanding of Medical Education.
96. Knowledge of NHS organisational structures and processes strong presentation, training and coaching skills directed at all levels of staff
Qualifications
Essential criteria
97. Degree level or equivalent experience
98. Computer based qualification, such as IT, ECDL and/or proven equivalent (online related tutorials certificates etc) in Microsoft office applications (Word, Excel, Outlook, PowerPoint and Databases)
99. Evidence of continued professional development.
Desirable criteria
100. Mental Health First Aider