Location
Chelsea and Westminster Hospital, London

Hours
Full Time (hours not specified)

Salary
£34,186 per annum

About the Role
As the Undergraduate Administrator, you will act as the deputy to the Undergraduate Senior Coordinator, providing cover in their absence with full responsibility for office operations and line management of junior staff. You will lead the strategic planning, coordination, and delivery of Imperial College London (ICL) Phase 3 medical student teaching programmes and clinical attachments throughout the academic year, ensuring alignment with Trust objectives and academic standards. You will ensure the Trust meets its contractual and welfare obligations to ICL in delivering undergraduate clinical education.

You will represent the Trust at meetings with ICL and partner hospitals to influence curriculum development, implementation strategies, and continuous improvement initiatives within Phase 3 of the MBBS programme. Medium and long-term planning of student teaching for the new academic year will be a key responsibility.

Serving as the liaison between the Trust and ICL’s Undergraduate Medicine Office, you will maintain strong working relationships with academic leads, Consultants, and administrative colleagues. You will communicate curriculum content, key learning outcomes, and programme updates to Consultants, ensuring responsiveness to changes in the MBBS/BSc curriculum.

You will organise and chair internal meetings with Firm Leads to identify and resolve local teaching challenges and implement changes within Phase 3 placements. Acting as the key liaison between the MBBS programme and the Trust’s Learning and Development team, you will ensure alignment between student educational needs and institutional objectives.

Your role includes utilising advanced IT skills to produce and distribute complex clinical timetables, scheduling and minuting meetings with Consultants, following up on actions, and updating timetables promptly. You will design, check, and finalise timetables for print and distribution and maintain the Medlearn student database to ensure teaching materials, schedules, and reporting instructions remain current and rotation-appropriate.

Providing dedicated administrative support to Trust-based teaching staff, primarily Consultants, you will support the delivery and administration of Phase 3 assessments, including exam logistics, examiner recruitment, and examiner database management across teaching hospitals. You will organise compulsory annual events such as the Mock PACES.

You will oversee student assessment processes by ensuring all Consultant assessments and forms are completed online and submitted timely, sending reminders and following up on outstanding forms to support student evaluation. Liaising with the Undergraduate Medicine Office at Imperial College, Consultants, and other teaching staff, you will support student online evaluations (SOLE) and ensure Firm Leads have appropriate access to student feedback through platforms such as PowerBI.

Additional responsibilities include coordinating weekly Consultant-led teaching sessions, managing annual BLS training for Phase 3 students within the allocated SIFT budget, and leading student induction for Phase 3 cohorts, ensuring all IT access, login credentials, and Cerner system permissions are allocated appropriately.

You will liaise regularly with the college for Physician Associate students and maintain the allocations spreadsheet for each academic year for Phase 3. You will deliver induction and onboarding for students and liaise with St George’s University and Consultants receiving medical students when necessary.

Managing SCP rotations for Year 5 students, you will ensure equal teaching exposure and manage onboarding and induction for all students.

Team responsibilities include supporting colleagues to ensure the Education Centre runs efficiently and delivers a quality service. Duties include managing room bookings and electronic calendars, maintaining rooms and facilities, managing stock and equipment, assisting with meeting room setup including AV and catering arrangements, ensuring security and alarm systems are managed at close of business, attending Learning & Development Team meetings and Trust events, reporting equipment or facility faults, and demonstrating respect and dignity for service users and colleagues while maintaining a customer-focused approach.

Experience
Experience in administrative roles within an educational or healthcare setting is highly desirable. Proven ability to manage complex scheduling and coordinate multiple stakeholders effectively. Experience in liaising with academic institutions and clinical staff is advantageous.

About you
Organised, proactive, and able to work independently as well as part of a team. Excellent communication and interpersonal skills to maintain strong working relationships with academic leads, Consultants, and administrative colleagues. Ability to manage competing priorities and work under pressure. Strong IT skills, including experience with databases, timetable design, and virtual meeting platforms. Commitment to delivering high-quality administrative support and a customer-focused service. Respectful and professional attitude towards service users and colleagues.

Qualifications
No specific qualifications are stated; however, relevant administrative or healthcare education qualifications would be beneficial. A willingness to learn and develop within the role is essential.