Job summary

A very exciting opportunity has arisen within the Medical Education Department’s Undergraduate Team for a full-time administrative assistant. The role is key to the smooth running of the service and supporting the next generation of our medical workforce.

A member of the team working in a similar post described the role as, “a great opportunity for me to gain experience in having initiative and taking on responsibility for my own attachment (project). The day to day tasks have given me a chance to challenge myself and improve my confidence greatly. I enjoy the interaction and social side of the role that comes with communicating with the students daily.”

We are looking for a highly motivated individual to provide a quality administrative service in the Undergraduate Team.

The post holder will also be required to provide IT and administrative support to medical students on placement, as well as providing an element of pastoral care. This will be achieved through providing routine information regarding placements, timetables, tutorials, presentations, and acting on queries that arise.

Applicants should have a pleasant and approachable manner with good interpersonal skills and enjoy working as part of a team.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

We would strongly encourage anyone interested in the post to get in touch to learn more about the team and the role.

Main duties of the job

To provide a quality administrative service in the Undergraduate Team in the Medical School Education Centres, in accordance with the Regional and National Educational standards. This will include providing administrative support to Senior Clinical Tutors, teaching Consultants, Academic/Professorial Staff from Swansea University, and the Undergraduate Manager.

The post holder will also be required to provide IT and administrative support to medical students on placement, as well as providing an element of pastoral care. This will be achieved through providing routine information regarding placements, timetables, tutorials, presentations, and acting on queries that arise.

About us

We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services – wehave a job for you.

There are also apprenticeships, work placementsand volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values – Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe’s most spectacular scenery,with all the benefits of a thriving and cosmopolitan city – look no further.

Date posted

03 January 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

130-AC003-0123

Job locations

Morriston Hospital

Swansea

SA6 6NL

Job description

Job responsibilities

The post holder will be required to communicate with staff of all levels through a variety of means, including verbally, in writing, and electronically.

To provide administrative support to Senior Clinical Tutors, teaching Consultants, Academic/Professorial Staff from Swansea University and the Undergraduate Manager.

Process Medical School correspondence/tutorial/ reports (including the use of medical terminology).

To provide administrative/ IT support to medical students whilst on placement.

Assist Undergraduate Manager in the organisation of undergraduate timetables, educational meetings, including planning, printing and distribution of information and booking venues/catering. Maintain filing system. Knowledge of the use of computer, printer, photocopier, fax, scanner and shredder to enable completion of the above.

Act as first point of contact for Trainees to assist with their queries and determine the correct course of action or referral as appropriate.

Dissemination of information either in writing or electronically to relevant directorates, departments or medical students. Taking action and making changes where necessary.

Daily contact with medical students. Providing routine information regarding placements, timetables, tutorial, and presentations. Acting on queries arising from above.

Delivery of Medical School Induction sessions for medical students at the beginning of each placement block every 4 to 5 weeks. Induction sessions include providing routine information, advice and instruction regarding timetables, accommodation, placements and examinations. Sessions also include handling of cash relating to deposits for bleeps & lockers

Maintain and update computerised records with regard to:

student database GEM portal needs regular updating of students personal details.

Computerised room booking system Monthly reports produced to evaluate room usage and % of Health Board meetings v educational meetings.

LOCS* (Learning Opportunities in the Clinical Setting). Updating sessions on the GEM Portal.

Above reports distributed to Senior Management concerned.

Liaise with administrative staff, graduate entry students and lecturers at Swansea University Medical School re: Graduate Entry student placements within the Health Board.

Assist Senior Clinical Tutors and Undergraduate Manager in the organisation and administration of medical student examinations at the end of the following placements e.g.

  • OSCEs: Graduate Entry Years 2 4,
  • Management of Transfusion

The post-holder must be able to deal tactfully and sensitively in all their dealings with patients brought into the hospital to take part in the above examinations.

Daily preparation and servicing of Clinical Skills Laboratory which requires an understanding of a range of clinical skills procedures and practices to enable the post-holder to:

check equipment after use on a daily basis

check consumable usage, re-stocking where necessary

dismantling and assembling clinical skills equipment for specific usage

cleaning and maintenance of clinical skills laboratory and equipment

Updating the Medical School Education Centre Web Page and Web based Clinical Skills computerised teaching programmes. To provide cross-site cover if needed at our other Education Centres and Medical School, which will include travelling to these sites. Follow Health board and department polices and comment on new policies and developments Daily preparation and servicing of Seminar Rooms for all meetings held in the building including:

setting up of audio visual equipment as requested

trouble-shooting above when necessary

providing technical support to users of computerised equipment

daily manual handling of table, chairs, audio visual equipment, overhead projectors, computers.

clearing of catering from Seminar Rooms

Provide administrative support to the Work Observation Programme.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

Job description

Job responsibilities

The post holder will be required to communicate with staff of all levels through a variety of means, including verbally, in writing, and electronically.

To provide administrative support to Senior Clinical Tutors, teaching Consultants, Academic/Professorial Staff from Swansea University and the Undergraduate Manager.

Process Medical School correspondence/tutorial/ reports (including the use of medical terminology).

To provide administrative/ IT support to medical students whilst on placement.

Assist Undergraduate Manager in the organisation of undergraduate timetables, educational meetings, including planning, printing and distribution of information and booking venues/catering. Maintain filing system. Knowledge of the use of computer, printer, photocopier, fax, scanner and shredder to enable completion of the above.

Act as first point of contact for Trainees to assist with their queries and determine the correct course of action or referral as appropriate.

Dissemination of information either in writing or electronically to relevant directorates, departments or medical students. Taking action and making changes where necessary.

Daily contact with medical students. Providing routine information regarding placements, timetables, tutorial, and presentations. Acting on queries arising from above.

Delivery of Medical School Induction sessions for medical students at the beginning of each placement block every 4 to 5 weeks. Induction sessions include providing routine information, advice and instruction regarding timetables, accommodation, placements and examinations. Sessions also include handling of cash relating to deposits for bleeps & lockers

Maintain and update computerised records with regard to:

student database GEM portal needs regular updating of students personal details.

Computerised room booking system Monthly reports produced to evaluate room usage and % of Health Board meetings v educational meetings.

LOCS* (Learning Opportunities in the Clinical Setting). Updating sessions on the GEM Portal.

Above reports distributed to Senior Management concerned.

Liaise with administrative staff, graduate entry students and lecturers at Swansea University Medical School re: Graduate Entry student placements within the Health Board.

Assist Senior Clinical Tutors and Undergraduate Manager in the organisation and administration of medical student examinations at the end of the following placements e.g.

  • OSCEs: Graduate Entry Years 2 4,
  • Management of Transfusion

The post-holder must be able to deal tactfully and sensitively in all their dealings with patients brought into the hospital to take part in the above examinations.

Daily preparation and servicing of Clinical Skills Laboratory which requires an understanding of a range of clinical skills procedures and practices to enable the post-holder to:

check equipment after use on a daily basis

check consumable usage, re-stocking where necessary

dismantling and assembling clinical skills equipment for specific usage

cleaning and maintenance of clinical skills laboratory and equipment

Updating the Medical School Education Centre Web Page and Web based Clinical Skills computerised teaching programmes. To provide cross-site cover if needed at our other Education Centres and Medical School, which will include travelling to these sites. Follow Health board and department polices and comment on new policies and developments Daily preparation and servicing of Seminar Rooms for all meetings held in the building including:

setting up of audio visual equipment as requested

trouble-shooting above when necessary

providing technical support to users of computerised equipment

daily manual handling of table, chairs, audio visual equipment, overhead projectors, computers.

clearing of catering from Seminar Rooms

Provide administrative support to the Work Observation Programme.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

Person Specification

Qualifications

Essential

  • Good standard Education or equivalent experience

Desirable

  • ECDL

Experience

Essential

  • Experience of working in an administrative role with emphasis on communication and customer care.

Desirable

  • Working in an Educational Setting

Skills

Essential

  • Ability to communicate effectively
  • Demonstration of good team working
  • Ability to use Microsoft packages
Person Specification

Qualifications

Essential

  • Good standard Education or equivalent experience

Desirable

  • ECDL

Experience

Essential

  • Experience of working in an administrative role with emphasis on communication and customer care.

Desirable

  • Working in an Educational Setting

Skills

Essential

  • Ability to communicate effectively
  • Demonstration of good team working
  • Ability to use Microsoft packages

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .