Undergraduate Admin Assistant

To support undergraduate medical students (Years 1, 2, 3, 5 and 6 of MBBS Course) and provide administrative support to the Undergraduate Teaching Co-ordinator and Director of Clinical Studies (DCS). The post holder will be responsible for organising, servicing and communicating with students at all levels. They will be in regular contact with senior medical staff at the West Middlesex University Hospital site of Chelsea and Westminster NHS Trust and the Faculty of Medicine at the School of Medicine, Imperial College London. The post holder will also be required to cover for the Undergraduate Teaching Co-ordinator (TCO) with all student enquiries, teaching sessions and the day to day running of the Undergraduate Office. They will also assist in the implementation of courses, teaching programmes and timetables as required. The post holder will be expected to represent the Trust at any external meetings or events that the TCO is unable to attend.

Coordinate and administer undergraduate medical education programmes, ensuring the effective delivery of student inductions, placements, teaching, examinations and electives. Maintain accurate student records, databases, timetables and reporting information on MedLearn and other systems. Prepare and distribute induction materials, manage student ID cards and deposits, and support placement allocations. Provide administrative support for teaching programmes by maintaining timetables, monitoring attendance, booking teaching rooms, communicating with students and educators, processing student absence notifications, and supporting feedback and recognition initiatives. Support the planning and delivery of undergraduate assessments and examinations, including OSCEs, mock examinations and quality improvement projects, preparing examination materials and coordinating venues and logistics. Coordinate incoming elective placements, processing applications, responding to enquiries, maintaining placement records, organising inductions and managing associated financial administration. Provide administrative support for Physician Associate student placements, including allocations, student communications, ID cards, permits and financial records.

Communication and Working Relationships: The postholder will develop and maintain effective working relationships with:

• Medical students and Physician Associate students.
• Consultants, Clinical Supervisors and Educational Supervisors.
• Teaching Fellows and Firm Leads.
• Imperial College London and partner universities.
• Incoming elective students and external placement providers.
• Undergraduate and Postgraduate Medical Education teams.
• Trust managers and administrative colleagues.
• External organisations, award bodies and education partners.

General Responsibilities: The postholder will:

• Maintain confidentiality and comply with information governance requirements.
• Ensure compliance with Trust policies, procedures and statutory obligations.
• Use initiative to resolve routine issues and support service improvement.
• Maintain accurate records and databases.
• Promote equality, diversity and inclusion in all aspects of work.
• Deliver a professional, responsive and high-quality service to all users of the Education Centre.
• Undertake any other duties commensurate with the grade of the post and in line with service requirements.

This role is pivotal in ensuring the smooth coordination of undergraduate medical education activities and contributing to an excellent educational experience for students, clinical educators and partner organisations.