This job has expired

Deputy Administrative Lead

Worcestershire Acute Hospitals NHS Trust
£27,066 to £32,934 a year
Closing date
5 Jun 2023

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Other Health Profession
Band 5
Contract Type
Full Time
This is a new and exciting role within the WAHT Undergraduate Teaching Academy.

This role has been established to undertake the role of a Undergraduate Coordinator but also to deputise for the Administrative Lead.

Main duties of the job

In the WAHT Undergraduate Teaching Academy we have an administration team which is led by the Administrative Lead.

Amongst that team, we have the role of Undergraduate Coordinator. This role works with the Head and Deputy Head of Academy to ensure that we provide placements for students undertaking their MBChB degree within Birmingham and Warwick Universities with the new Three Counties Medical School coming onboard shortly.

This role has been established to provide a link between the Undergraduate Coordinators and the Administrative Lead and to ensure that in the absence of the Administrative Lead, the service provided is continued to good quality standards. This role will also be the primary administration contact for Three Counties Medical School.

About us

The WAHT Undergraduate Teaching Academy operates within the Worcestershire Acute Hospitals NHS Trust.

We have a faculty consisting of clinical skills facilitators, nursing practitioners, simulation staff, consultants etc. to ensure that the service we provide consistently adheres to the standards required by the universities, GMC etc.

Job description

Job responsibilities


POST TITLE Deputy Administrative Lead

Undergraduate Teaching Academy


HOURS Full time

REPORTS TO: Administrative Lead:

Undergraduate Teaching Academy

ACCOUNTABLE TO: Administrative Lead:

Undergraduate Teaching Academy


The Undergraduate Teaching Academy operates across the Worcestershire Acute Hospitals NHS Trust and this post is responsible for assisting the Administrative Lead in the smooth running of the administration service that supports undergraduate medical education at the Trust.

The post holder will be required to act as a Deputy to the Administrative Lead and will be responsible for managing the administration of the Undergraduate Teaching Academy in the Administrative Leads absence. When deputizing the post holder will be required to work with autonomy, to deliver a wide and complex range of office management duties, managing their own workload sometimes with competing demands. This will include overseeing the management, maintenance and development of all the Academys information resources as well as being involved in recruitment of Academy faculty, including advertising, interviewing etc. for external and internal positions to ensure the smooth running and delivery of undergraduate medical education at the Trust. The post holder will also manage and undertake the day to day supervision of junior administrative support staff in the Academy.

The post holder will be required to work closely with colleagues in the Undergraduate Teaching Academy and with colleagues at each of the Trusts Education Centres, including Consultants, Teaching Fellows, Clinical Skills Facilitators, Simulation faculty and administration staff and also work on their own initiative to help provide an efficient, professional and friendly service and in order to provide specific placement timetables/teaching programmes to achieve student learning outcomes.

The Undergraduate Teaching Academy accommodates students from both Warwick and Birmingham Medical Schools. Students attend their MBChB clinical placements from Year 3 to Year 5. Each University supplies a curriculum to achieve the MBChB Degree, with each year having specific placements. The Undergraduate Teaching Academy provides a service and a responsibility to the universities to put timetables/teaching programmes in place for each placement whether individual or generic in order that learning objectives can be met to produce foundation doctors in line with the GMC Outcomes for Graduates

Standards need to be reached and sustained as failure to do so means that student numbers may be reduced/removed which impacts directly on Trust income.

This role has a countywide remit so the post holder will be required to provide cover at each of the Undergraduate Offices.


  • To deputize for Administration Manager as necessary.
  • Be the first point of administration contact and source of information about Undergraduate Medical Education at the Trust specifically relating to Three Counties Medical School, and manage enquires from clinicians, other staff, university medical school contacts and medical students. This includes advising on, but not limited to, the core curriculum, learning outcomes, teaching and examination arrangements, placement arrangements.
  • In liaison with the Administrative Lead be responsible on behalf of the Head of Academy for management of the SIFT budget and authorise expenditure up to a specified amount on behalf of Three Counties Medical School.
  • To manage and organize induction programmes for University of Birmingham Medical Students years 3, 4 & 5, liaising with colleagues to deliver specific sessions, welcome and admin packs, updating documents as necessary either paper based or electronically via WAHT UG website.
  • To understand a range of knowledge of procedures and practices relating to Undergraduate Medical Education for Three Counties Medical School taking into account previous experience and theoretical knowledge relating to learning objectives and the provision of services to fulfil them.
  • To monitor and update student placement database, identifying and escalating matters of concern to Administration Manager.
  • To communicate and negotiate with colleagues, eg, consultants, speciality doctors, nurses etc. to provide teaching opportunities in a demanding environment to ensure that student learning objectives are met.
  • Responsible for ensuring colleagues and students are aware of changes to timetables/teaching programmes either via email or the utilization of a live timetable platform.
  • To act as primary point of reference for all undergraduate enquiries and to provide empathy to colleagues and students in sensitive, confidential situations, identifying and escalating matters of concern to Administrative Lead.
  • Responsible for liaising with Senior Academy Tutors in relation to a specific placement to arrange weekly meetings, teaching and End of Placement reviews.
  • Assist with the organization, preparation and completion of paperwork for end of semester/student block evaluations liaising with Senior Academic Tutors and ensuring assessments etc. are uploaded onto the correct University software, eg, Canvas.
  • To ensure that all documents, electronic and paper based are kept and maintained to GDPR standard as directed by Administration Manager.
  • To prepare for and assist and be responsible for in the absence of Administrative Lead undergraduate examinations held on both the Alexandra and Worcestershire Royal Hospital sites including patient liaison and catering etc.
  • To provide contacts/introductions to assist medical students in organizing additional opportunities throughout the Trust, eg, paramedic shift/morgue attendance/additional clinics etc. including the shadowing of current junior medical staff identifying the need to escalate to Administrative Lead as and when necessary.
  • To attend meetings, as appropriate, at the universities of Birmingham and Warwick to ensure that knowledge and understanding is kept up to date regarding changes in curriculum etc.
  • To attend meetings as first point of contact for Three Counties Medical School and be responsible for disseminating appropriate information to UG faculty.
  • To support the Administrative Lead in the preparation of all material and visits in respect of quality assurance visits etc. as appropriate and if necessary be responsible for in the absence of the Administrative Lead.
  • To support the Administrative Lead in developing strategies for the continuing development and enhancement of service provision within the Undergraduate Academy.

The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible.


All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times.

Conflict of Interest

The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Post Holders Signature:....

Name: Date: .

Managers Signature:

Name: Date: .


Person Specification



  • Knowledge of University of Birmingham curriculum needs.
  • Knowledge of University of Birmingham curriculum needs.
  • Competent in the use of MS Office, ability to produce documents in a range of formats.
  • Excellent communication skills and ability to communicate with staff at all levels, including an ability to communicate sensitively, tactfully or assertively as required.
  • Confident telephone manner.
  • Good organisational skills.
  • Able to produce accurate and timely work.
  • Able to work under pressure to meet deadlines.
  • Good attention to detail.
  • Ability to prioritise work effectively.


  • Knowledge of structure of NHS and medical terminology

Personal Qualities


  • Flexible to approach to duties and able to use own initiative if required.
  • Must be able to maintain confidentiality at all times.
  • Able to work as part of a team.
  • Willingness to assist other education centre users as required.



  • Degree or equivalent training and experience
  • ILM Level 2


  • Willing to undertake further training



  • Minimum of 2 years' experience in a medical education setting.
  • Good organisational and administrative skills, evidenced by previous experience in an administrative role.

Other Job Requirements


  • Willingness and ability to travel locally between sites, or off-site meetings as required.
  • Committed to continued personal development of self.
  • Able to undertake
    Any attachments will be accessible after you click to apply.


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