About this role
Job summary
We are looking to recruit an enthusiastic and organised Undergraduate Medical Education Administrator (Band 3) to support the delivery of high-quality undergraduate medical education across Hampshire and Isle of Wight Healthcare NHS Foundation Trust.
This is an exciting opportunity to join a busy and supportive education team, providing essential administrative support to medical students and clinical teaching staff across multiple sites. The role is varied and will involve coordination of teaching programmes, student placements, and day-to-day operational support.
The successful candidate will be highly organised, able to prioritise a busy workload, and committed to delivering an excellent service.
Main duties of the job
The post holder will provide comprehensive administrative support to the Undergraduate Medical Education team, helping to ensure the smooth delivery of teaching programmes.
Key responsibilities include:
Supporting the preparation and coordination of student timetables across multiple teaching sites
Communicating timetable updates and responding to student and faculty queries
Assisting in the organisation of inductions, teaching sessions, assessments, and faculty development events
Acting as a point of contact for undergraduate medical students, providing advice and support
Maintaining accurate records of student attendance, absences, and feedback
Supporting the use of university systems and placement platforms
Organising meetings, including scheduling and minute taking
Managing room bookings and teaching resources
Raising purchase orders and processing expenses in line with Trust processes
Supporting the allocation of student equipment (e.g. smartcards and laptops)
The role requires flexibility, strong communication skills, and the ability to work both independently and as part of a team.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Job description Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
*Maintain accurate data records, including student attendance and feedback
*Assist with the organisation of events, meetings, and assessments
*Support financial processes including purchase orders and expense claims
*Work proactively to resolve issues and escalate concerns where appropriate
*Contribute to the wider work of the education team as required
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We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications Essential
GCSEs (or equivalent), including English and Mathematics NVQ Level 3 in Business Administration (or equivalent experience) or willingness to work towards
Desirable
IT or administrative qualification (e.g. ECDL)
Experience Essential
Experience working in an administrative role Experience delivering high-quality customer service
Desirable
Experience within the NHS or an education environment
Additional Criteria Essential
Strong organisational and administrative skills Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) Ability to manage data and maintain accurate records Excellent communication skills (written and verbal) Ability to prioritise workload and meet deadlines Ability to work independently and as part of a team
Desirable
Experience of working with spreadsheets and databases Experience of minute taking
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.
Employer details Employer name Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address St.Mary's Community Health Campus (Portsmouth)
Milton Road
Portsmouth
Hampshire
PO3 6AD
United Kingdom
Employer's website https://hiowhealthcare.nhs.uk/ (Opens in a new tab)