About this role
Job summary
The Undergraduate Medicine Training Coordinator serves as the central point for coordinating the Trust's undergraduate medical education programme, providing administrative, logistical and organisational support across multiple placement cycles. The role ensures students are effectively inducted, supported and able to fully engage in clinical learning.
Working independently and using initiative, the post holder plans and delivers key activities including inductions, mandatory training, access arrangements, timetabling support and ongoing student communication. The role involves managing multiple priorities, adapting plans to service pressures, staffing changes, late placement updates and student needs.
The post holder works closely with internal and external stakeholders, including the Director of Medical Education, Clinical Leads, Clinical Teaching Fellows, education teams and Aston Medical School, to coordinate placements, resolve issues, maintain accurate records and ensure compliance with Trust and university requirements. They act as the main contact for students, providing guidance, responding to queries and escalating issues where necessary.
The role also supports quality assurance by gathering and analysing student feedback to inform improvements in the education programme. Additionally, the post holder provides occasional support with appraisal processes and wider education-related administration, maintaining confidentiality and professionalism at all times.
Main duties of the job
Act as the central coordinator for undergraduate medical placements, managing multiple placement cycles and ensuring delivery meets Trust and university requirements. Plan and deliver student inductions, including scheduling, room bookings, materials preparation and serving as a key contact on the day.
Coordinate onboarding processes such as mandatory training, system access and lockers, ensuring compliance within deadlines and following up or escalating where required. Provide consistent communication to students.
Support timetabling and teaching delivery by liaising with clinical teams and tutors, resolving clashes and adapting plans to service pressures. Maintain and update educational resources, including Virtual Campus and student handbooks, ensuring accuracy and accessibility.
Monitor attendance, training completion and placement data, analysing trends and identifying risks or inconsistencies. Take appropriate action within guidelines or escalate issues when necessary. Collate and analyse student feedback to support quality improvement.
Build and maintain effective working relationships with internal and external stakeholders, ensuring smooth coordination of placements. Manage administrative processes including meeting organisation, minute-taking, resource ordering, and expense processing.
Work independently, using initiative to prioritise workload, manage competing demands and ensure efficient service delivery while maintaining confidentiality and professionalism.
About us
IMPORTANT
Please ensure you check yourTRAC account regularlyas this is how we will communicate with you during the shortlisting and selection process.
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees includingBUSINESS EMAIL ADDRESS, telephone contact details and postal address
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Job description Job responsibilities
This role is integral to supporting the Trusts commitment to delivering high-quality undergraduate medical education within a safe, well-governed clinical environment. It ensures that medical students are effectively inducted, supported, and compliant with local policies, enabling them to contribute safely within patient-facing settings.
The post also supports the Trusts strategic priorities around workforce development, education, and partnership working with external organisations such as Aston Medical School.
Please see the attached Job Description and Person Specification for full details of the roles responsibilities, requirements, and expected competencies.
Person Specification
Qualifications Essential
English GCSE Grade C Maths GCSE Grade C NVQ Level 3 qualification in Business Administration or equivalent
Experience Essential
Relevant experience in an administrative role Experience of working in a busy customer focused office environment
Desirable
Experience of using a centralised recording system e.g. OLM, Virtual Campus Experience of raising requisitions and managing orders via the e-procurement system and payment of invoices
Skills/Knowledge Essential
Competent in using databases and office software e.g. Microsoft Office, Word, Excel, Outlook, PowerPoint Ability to work on own initiative and to deadlines
Desirable
Ability to set up laptops and image projector
Personal qualities Essential
Able to work well under pressure and with conflicting priorities Effective team player Able to problem solve and use initiative Good organisation skills, well organised
Otherjob requirements Essential
Able to travel to other sites
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).
Employer details Employer name Birmingham Community Healthcare NHS FT
Address Moseley Hall Hopsital
Alcester Road
Birmingham
B13 8JL
United Kingdom
Employer's website https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)