Job Description

The post-holder will provide a high level of administrative support to medical students, doctors in training, Educational and Clinical Supervisors, Training Programme Directors and the Undergraduate team.



This will include administrative support to the MBBS Undergraduate Manager and MBBS team and faculty, and provide operational support with the maintenance of timetables, room bookings and all associated activities.



To provide administrative support for the undergraduate programmes on the Denmark Hill site. This involves organising regular undergraduate inductions, including booking suitable training rooms and ensuring that the rooms are set up as appropriate. Ensure that quality assurance systems are maintained



To work with the Medical Undergraduate team and clinical leads to produce undergraduate timetables for all stages and all rotations for the undergraduate programmes.



To liaise with Kings College London (KCL) Administrators and local leads to ensure that information is shared between all relevant teams within PRUH, Denmark Hill and KCL.



To provide administrative support to senior management for all undergraduate areas.



To provide pastoral support to undergraduates when needed and escalate any concerns/issues as appropriate to the senior team and/or KCL.



King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c1 billion, 1.5 million patient contacts a year and around 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.



Our values at King's, are that we're a kind, respectful team;

Kind. We show compassion and understanding and bring a positive attitude to our work

Respectful. We promote equality, are inclusive and honest, speaking up when needed

Team. We support each other, communicate openly, and are reassuringly professional



The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion (EDI) at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level



To provide administrative support for the undergraduate programmes on the Denmark Hill site. This involves organising regular undergraduate inductions, including booking suitable training rooms and ensuring that the rooms are set up as appropriate. Ensure that quality assurance systems are maintained. Responding to student concerns and escalating as appropriate.



To provide support to all MBBS students attending the campus.



Coordinate, organise the block teaching timetables for Stage 2 Year 2 and Year 3 medical students; ensuring student timetables are clear with block activity, clinical or lecture based.



Liaise with Block leads, departments and facilitators to ensure teaching and clinical activity is timetabled correctly, sending reminders where necessary.



Build a good working relationship with Block leads and facilitators to ensure a smooth running timetable for each of the different blocks.



To be the point of contact between Consultants and King's College London (KCL) School of Medicine in providing information and conveying curriculum changes to all teaching faculty including block leads, Consultants and teachers.



Be responsible for the sign-off of student's introductory week mandatory topics in their portfolios.



To keep information up to date on KEATs (KCL learning platform) reviewing this each term. To ensure lectures, timetables and trust information is accurate. To post all sign up's for the students online.



Coordination of student facilities at KCH; including lockers, clinical skills facility and student social facility.



Responsible for booking rooms to accommodate the teaching, and booking facilities such as audio visual equipment for teaching sessions. Liaise with KCL staff and NHS colleagues to book rooms.



Maintain a close working relationship with the Clinical skills centre staff on room availability. Arrange to set up clinical skills practice sessions for students. Assisting clinical skills staff with setting up equipment and preparing appropriate clinical material required for each year group.



To organise and minute the Student Staff Liaison Meetings for each year group in conjunction with the office Manager.



Responsible for distributing End of Placement (Eops) feedback to block leads.



To provide admin support for KCL, GMC and NHSE visits within PGMDE. This includes assisting with the preparation of any relevant documentation to support contract quality assurance and contract monitoring reporting of internal/external visits.



To liaise with Kings College London (KCL) Education Support team and local leads to ensure that information is shared between all relevant teams working cross site with the PRUH site team and local cluster administrators.



To provide reception cover for the PGMDE department ensuring visitors are greeted and shown to appropriate offices. Attendance at PGMDE team meetings and training days.



To deputise for undergraduate team members as and when required. Including attending meetings both on and off site.



Ability to work flexible hours to meet the demands of the role. This will require early mornings and later finishes when required.



To keep up to date with all relevant information relating specifically to the undergraduate programme e.g. curriculum changes etc.



Ordering and placing invoices on the Oracle (finance system). Updating suppliers and line manager on progress of orders. Keep finance spreadsheet up to date.



OSCEs



To be responsible for the preparation of paperwork and equipment required for the Summative and Formative multisite OSCEs.



Ordering of equipment and consumables required.



To assist in the recruitment of patients.



Assist in running of the sessions on the day.



Responsible for providing lists of, and recruitment of, available Medical faculty and personnel to examine at the end of year OSCEs.



Other Key Responsibilities



To provide administrative support to the Undergraduate and Senior management to include typing, photocopying, minute taking, filing and general administrative tasks.



To support the Foundation team and general medical induction team around the Induction period.



General office duties including professionally answering the phone and taking messages, responding to email queries and receiving and welcoming visitors to the department.



Arrange meetings as required, ordering hospitality and booking venues.



In the absence of members of the PGMDE Team provide appropriate cover to ensure the quality of service is provided to all students, Resident doctors and Consultants.