Undergraduate Medical Education Administrator

Go back Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Undergraduate Medical Education Administrator

The closing date is 31 May 2026

This role provides essential administrative support for the undergraduate Psychiatry teaching programme across multiple teaching hubs. It ensures high quality coordination and assistance for medical students, clinical teaching staff, and centre coordinators, both onsite and remotely. Working as part of the central undergraduate education team, the post supports the smooth delivery of teaching activities and contributes to wider medical education functions as required.

Main duties of the job

To assist with the preparation of student timetables by working with teaching hubs to produce locality timetables and incorporate into bespoke timetable using Excel for the whole document. Prepare all other course materials as required.

To advise teachers and medical students of changes to their timetables in a timely manner.

To problem solve, make autonomous decisions, implement contingency plans when necessary and respond to student needs to ensure a quality student attachment experience.

To assist with the student feedback process including data entry, collate paperwork surveys and reports on Forms.

To assist with University Blackboard and Placements

To assist with room bookings for Cromwell House and Sycamore Lodge using Outlook and Matrix

To assist with the organisation of the Faculty Development events for undergraduate teaching faculty.

To raise purchase orders and receipt items for equipment and supplies using SBS (Oracle) system.

To record all medical student absences/lateness/issues and elevate, as necessary.

To assist in processing student travel and service user claims

To attend and provide minute taking support for meetings as required.

To organise and assist with inductions, case-based discussion assessments, focus groups and hub tutor faculty development meetings.

To support the process of providing students with smart cards

To undertake any other tasks as requested by the Undergraduate Education Manager, Deputy Manager or Lead for Centre for Professional Development

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification Qualifications

• Excellent Keyboard skills, minimum RSA 2, CLAIT or equivalent.
• NVQ level 3 in Business and Administration equivalent experience or willingness to work towards this.
• Educated to GCSE standard, to include English Language and Mathematics Grade C or above (or equivalent).
• IT / Secretarial Qualification, e.g. ECDL or equivalent.

Experience

• High level work experience in an admin capacity.
• Evidence of delivering excellent customer service.
• Able to deal confidently and tactfully with people at all levels.
• Confident with Microsoft office systems; Word, Excel, PowerPoint and Outlook.
• Ability to maintain complex spreadsheets / databases.
• Good administrative and organisational skills.
• Excellent communication skills; both written and verbal.
• Numerate.
• Ability to use own initiative and prioritise tasks.
• Flexibility.
• Ability to work as part of a team.
• Ability to work autonomously without close supervision.
• Solution focussed approach.
• Calm under pressure.
• Pleasant and helpful manner. Sense of humour and positive attitude.
• Ability to move tables, chairs and other teaching equipment.
• Car owner with ability to travel across the wider Hampshire and Isle of Wight Healthcare Foundation Trust area to executer requirements of the role.
• Experience of working within Education and / or NHS admin capacity.
• Knowledge of Hampshire & Isle of Wight Healthcare NHS Foundation Trust values
• High level of knowledge and experience with Excel.
• Experience of minute taking.
• Experience using Teams for meetings etc.

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.

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

£25,760 to £27,476 a yearBased on full time hours