Undergraduate Programme Administrator

Job Summary by the careerbalance.co.uk Team:

96Job Description:The post will be providing administrative support to the undergraduate medical education (UGME) programme across North London Mental Health Partnership. This postholder will support a range of administrative functions in relation to the organisation of undergraduate psychiatry placements. The postholder must be able to provide high quality and innovative services to staff and students to underpin and enhance medical education and the medical student experience.
The ideal candidate will have excellent communication, organisation and time management skills and will demonstrate a flexible approach to work. Previous experience in general administration is essential, and a background working in a similar environment would be advantageous.
The post will be providing administrative support to the undergraduate medical education (UGME) programme across North London Mental Health Partnership. This postholder will support a range of administrative functions in relation to the organisation of undergraduate psychiatry placements. The postholder must be able to provide high quality and innovative services to staff and students to underpin and enhance medical education and the medical student experience.
The ideal candidate will have excellent communication, organisation and time management skills and will demonstrate a flexible approach to work. Previous experience in general administration is essential, and a background working in a similar environment would be advantageous.
The North London Mental Health Partnership – a Partnership of Barnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) – was first established in 2021 to better support service users, carers and partners to improve the mental health of everyone in North London. We are better able to address challenges through our two Trusts working more closely together, and ultimately create a united and powerful voice championing mental health and mental health services within North London.
Main Duties and Responsibilities
Provide the Undergraduate Manager and the Tutor with administrative support in all activities relating to the development, implementation and review of module teaching, assessment, and quality assurance.
Assist with the coordination of curriculum delivery, tutor sessions, timetabling, room bookings, teaching and learning materials, and communications with academic leads and administrators.
Responsible for uploading and maintaining module content and materials on Moodle.
Assist with the management of portfolio requirements etc.
Act as point of contact for queries and troubleshooting during teaching sessions.
Support the delivery of MBBS related quality assurance activities and mechanisms as required.
Manage overall module related activities including student evaluation questionnaires and reports.
Provide administrative support to the Undergraduate Tutor and Undergraduate Programme Manager in all activities relating to the development and implementation of Psychiatry placements.
Support the timetabling and organising of placements, integrated within the overall module placement requirements, including compiling information about the availability of clinics, wards, and home wards appropriate to the module.
Liaise with Psychiatry clinicians and administrators in relevant NHS Trusts as required.
Support the organisation of Core Teaching Weeks, Clinical Skills Circuit teaching and Clinical and Professional Practice teaching.
Support the maintenance of teaching materials in Moodle and other on-line learning resources.
Work collaboratively to integrate placements in the overall module timetables.
Support module leads and module managers to coordinate local teaching activities during Introduction and Orientation Modules.
Liaise with individual firm leads and NHS secretaries to populate timetables with firm specific teaching including allocation of students to firms, small group teaching, bedside teaching, allocation to clinics, allocation to theatre lists, out of hour sessions.
Liaise with site leads, firm leads and local teachers to facilitate quality assurance of placements, including reviewing student feedback responses and working with the site module lead to improve student experience.
Organise formal teaching sessions/small group teaching/tutorials including arranging teachers and booking rooms as required.
Organise local teaching materials and liaise with the MBBS Module Managers to maintain site-specific Moodle courses and upload course materials
Assist with OSCE examinations as needed.
Arrange firm inductions/start of block for students on their first day including securing attendance of firm leads.
Allocate auditors/module tutors to each student
Liaise with MBBS Management about absences and students of concern
Communicate placements information and any subsequent changes appropriately and effectively to students, including responding to emails and being available for face-to-face queries
Arrange end of module sign-off for each firm, including booking rooms if needed and collecting and collating feedback and checking SLEs have been completed
Assist the Manager with the compilation of assessment materials and recruitment of examiners if required. Assist with formative module assessments
Assist the Firm Leads and the Manager with any other tasks required for the effective running and integration of high-quality placements
Present learning materials two weeks before the date of teaching wherever possible to allow students to prepare, and at minimum within the required deadline of 48 hours prior to the teaching.
Attend UCL campus & other Trust sites for key events and other student services requiring on site presence.
Ensure availability to facilitate synchronous teaching sessions as required.
Monitor student attendance and report student absences through the Medical School online reporting system.
Use appropriate calendars (Moodle, Outlook etc) for core teaching events, including remote sessions in Blackboard and asynchronous CPP teaching events.
Use Outlook calendars for ward-based and placement-specific teaching events, including remote sessions in MS Teams/Zoom and synchronous CPP teaching events and Blackboard session clearly labelled with the time / date / subject and speciality of the session.
Ensure timetables are published at minimum 2 weeks before the start of each week’s events.
Attend relevant Committees as required.
Be familiar with the MBBS Current Student website at
Be familiar with the MBBS policies and procedures set out at:
Ensure availability to students and academic/clinical staff between as agreed with the manager whether working on site or remotely unless other arrangements are agreed in advance.
Ensure contact details (including for Teams when working remotely) are clearly signposted for students in Moodle Courses and proactively notified to students.
This job description reflects the present requirements of the post, and as duties and responsibilities develop the job description will be reviewed and be subject to amendment in consultation with the postholder.
The postholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/DivisionLocation: St Pancras