Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES

 Administration, Clerical & Reception Duties

·         Maintain the Undergraduate office area so that it is clean and tidy at all times and that systems of work are in place to ensure an organised and efficient service can be provided

·         Meet & greet students and visitors to the office in a polite, helpful and professional manner at all times

·         Deal with telephone enquiries and take clear written messages

·         Undertake any filing and photocopying duties

·         Make amendments to timetables as required

·         Assist with student induction programmes for all years of the MBBS programme. Putting packs together as required 

·         Excel spreadsheet work to manipulate spreadsheets to extract information as needed for teaching and timetables

·         Assist the undergraduate team in the organisation and delivery of courses/events and teaching. Including booking rooms, audio visual equipment and any requirements as needed of the user/s

·         Receive and respond to all relevant correspondence with regard to the booking of rooms, ensuring all paper work is completed accurately and filed in accordance with departmental procedures and systems

·         To ensure the setup of any hospitality/ tea & coffee required for events or courses or meetings

·         Ordering, receiving and putting away stationery supplies for the department. Ensuring that the departmental stationery stock room is tidy, adequately stocked at all times and to ensure that robust systems are in place to ensure effective stock management (i.e. stock control and stock rotation). All ordering to be undertaken in line with Trust policy stock rotation). All ordering to be undertaken in line with Trust policy and procedures. To provide regular reports to the team on stock

·         Type documents/letters as requested by the manager, create certificates for faculty that support with teaching activity, create signs for information purposes for the students as required

·         Provide support and work across clinical skills and wider medical education team during busy times as required by the Undergraduate Manager

·         Adhering to the Data Protection Act and the Trust’s Information Systems Security Policy at all times

·         Carefully log student attendance and inform line manager of any noticeable student patterns of absence 

·         Maintain the student locker system in place

·         Maintain the Undergraduate email inbox, responding to emails and forwarding on emails where necessary 

·         Create certificates for external faculty that have supported and facilitated in Undergraduate teaching activity

Servicing Bookings 

·         Prepare, set-up and breakdown rooms in accordance with client’s requirements

·         Assist clients with their ad-hoc requests so teaching runs smoothly 

·         To log and report any breakages, deficiencies or faults to the appropriate person ensuring that the team is also notified

·         Liaise with the catering department to ensure the client’s refreshment requirements for their events will be met

     Other General Duties

·         Responsible for ensuring the rooms booked are well organised and maintained to a high standard. To carry out weekly equipment checks and provides regular reports to the team 

·         Assist other members of the PGMDE team with their workload as required

 OSCEs

• To assist with the preparation of paperwork and equipment required for the summative multisite OSCEs and Formative OSCEs
• Checking on equipment ordered and working with the team to prepare for the exams
• To assist in the recruitment of patients
• Assist in running of the sessions on the day
• Assist with production of examiner and student lists. Creating badges, sign in sheets, feedback paperwork and any other tasks as required for the running of the exams