Undergraduate Admin Assistant
Chelsea and Westminster Hospital NHS Foundation Trust
Isleworth, TW7 6AF
Salary
£25,760 to £27,476
Contract
Permanent
Hours
Not specified
Closing date
7 September 2026
7 days left
Job description
To support undergraduate medical students (Years 1,2,3,5 and 6 of MBBS Course) and provide administrative support to the Undergraduate Teaching Co-ord...
Coordinate and administer undergraduate medical education programmes, ensuring the effective delivery of student inductions, placements, teaching, examinations and electives. Maintain accurate student records, databases, timetables and reporting information on MedLearn and other systems. Prepare and distribute induction materials, manage student ID cards and deposits, and support placement allocations.
Provide administrative support for teaching programmes by maintaining timetables, monitoring attendance, booking teaching rooms, communicating with students and educators, processing student absence notifications, and supporting feedback and recognition initiatives.
Support the planning and delivery of undergraduate assessments and examinations, including OSCEs, mock examinations and quality improvement projects, preparing examination materials and coordinating venues and logistics. Coordinate incoming elective placements, processing applications, responding to enquiries, maintaining placement records, organising inductions and managing associated financial administration. Provide administrative support for Physician Associate student placements, including allocations, student communications, ID cards, permits and financial records.
Communication and Working Relationships
The postholder will develop and maintain effective working relationships with:
- Medical students and Physician Associate students.
- Consultants, Clinical Supervisors and Educational Supervisors.
- Teaching Fellows and Firm Leads.
- Imperial College London and partner universities.
- Incoming elective students and external placement providers.
- Undergraduate and Postgraduate Medical Education teams.
- Trust managers and administrative colleagues.
- External organisations, award bodies and education partners.
General Responsibilities The postholder will
- Maintain confidentiality and comply with information governance requirements.
- Ensure compliance with Trust policies, procedures and statutory obligations.
- Use initiative to resolve routine issues and support service improvement.
- Maintain accurate records and databases.
- Promote equality, diversity and inclusion in all aspects of work.
- Deliver a professional, responsive and high-quality service to all users of the Education Centre.
- Undertake any other duties commensurate with the grade of the post and in line with service requirements.
This role is pivotal in ensuring the smooth coordination of undergraduate medical education activities and contributing to an excellent educational experience for students, clinical educators and partner organisations.
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
Education and Qualifications
Essential
- General education in GCSEs incl. Maths & English (or equivalent)
- IT skills to ECDL OR EQUIVALENT
Desirable
- 2 'A-Levels' or equivalent
Experience
Essential
- Experience in general administration
- Experience of demonstratable responsibility
Desirable
- Experience of working in the NHS
Skills
Essential
- Excellent planning and organisational ability
- Ability to act independently
- Working to multiple deadlines effectively
- Ability to handle sensitive data
- Willingness to work flexible hours at busy times in line with the curriculum
- Approachable disposition
- Team player; able to support and assist within the wider team
- Self-motivated and enthusiastic
Desirable
- Knowledge of UG education
How to apply
Applications are handled entirely by the employer on the original advert. We do not collect CVs, supporting statements or application data.
Provenance
Source
NHS Jobs
First seen
24 August 2026
Last checked
26 August 2026
Salary, closing date and description are taken from the employer's advert. The original advert always takes precedence.
About the employer
NHS organisation
This listing was structured from NHS Jobs. Vacancy details and the application process remain the responsibility of the original source.
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