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Job summary

Main area
Administration
Grade
Band 4
Contract
1 year (Fixed Term / Secondment)
Hours
Part time - 30 hours per week (Weekdays)
Job ref
320-TWS-2016
Employer
University Hospitals of Derby and Burton NHS Foundation Trust
Employer type
NHS
Site
Royal Derby Hospital
Town
Derby
Salary
£26,530 - £29,114 pro rata pa
Salary period
Yearly
Closing
26/06/2025 23:59
Interview date
17/07/2025

Employer heading

University Hospitals of Derby and Burton NHS Foundation Trust logo

Senior Undergraduate Administrator

Band 4

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 13,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds.  All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities.  This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification.  Reasonable adjustments under the Equality Act 2010 will be considered upon request.

If you require support/adjustments with your application please contact the recruitment team on  01332 788466

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

Job overview

An opportunity has arisen for an Administrator to join our busy Undergraduate team within the Medical Education department at the Royal Derby Hospital, supporting the delivery of the University of Nottingham medical student examinations and curriculum.

You will play a vital role in the provision of undergraduate medical education, with the main focus of this role on medical student examinations, ensuring examinations are organised and delivered to strict timescales.  You may also support delivery of the day to day curriculum, planning and creating complex timetables, bringing together a range of clinical activities.

The post will involve working directly with Clinicians, University staff and expert patients.

Flexibility is required to attend specific meetings and to adjust working hours during examination periods.  On exam days, you will be expected to work longer days, covering the full duration of the exams, including morning checks and evening reset.

Please note that there are physical aspects to this role including the setting up and re-setting of rooms before and after exams and teaching sessions, including the movement of equipment including beds, couches, screens and chairs.

If you are applying for an Internal Secondment, please ensure you have spoken to your line manager and have their support prior to your application. Please speak to the Recruitment Team if you have any questions.

 

Main duties of the job

The planning, co-ordination and day to day management of specific elements of the clinical curriculum and undergraduate examinations.  This will include regular meetings with clinical teaching leads, clinical educators and University staff.

Responsible for supporting the delivery of medical student examinations, including preparation of exam paperwork, setting up for examination periods and supporting the co-ordination of the exams themselves.

Day to day support of medical students and supervision of an administration assistant is an expectation of this role.

Working closely with the Undergraduate Operational Co-ordinator and Undergraduate Examinations Co-ordinator, the post holder will administer parts of the clinical curriculum for all clinical attachments taking place within the Trust.

Work closely with members of clinical staff in the continued recruitment and support of patients for teaching and examinations.

We are looking for a motivated & enthusiastic individual with excellent planning and organisational skills, good attention to detail and strong communication skills.

Previous NHS or education administration experience would be advantageous as well as an understanding of the GMC Outcomes for Graduates.

Closing Date of Applications: 26June 2025

Interview Date: 17 July 2025

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

  • Development opportunities, including both professional and leadership development
  • On-going support through every step of the way from recruitment to when you join our team and beyond.
  • A variety of other staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts about our Trust:

  • We see on average 4810 OP appointments per day.
  • We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
  • An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
  • Our hospitals admit an average of 195 emergency patients daily.
  • Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
  • We are one of only 7 Trusts nationally with more than 50 operating theatres.
  • We carry out more than 140 elective procedures each working day.

Detailed job description and main responsibilities

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorship Impacts of the changes to the UK immigration policy | NHS Employers

Person specification

Skills

Essential criteria
  • IT literate with good knowledge of Microsoft Office including word, excel and access
  • Evidence of working as part of a team and on own initiative
  • Ability to present complex information/data in a clear and concise format

Qualifications

Essential criteria
  • A level standard of education or equivalent
  • RSA2 typing or equivalent word processing qualification

Experience

Essential criteria
  • Previous experience of working in an administrative role
  • Experience of working within a higher academic institution or NHS organisation with a focus on undergraduate education
Desirable criteria
  • Knowledge of the University of Nottingham undergraduate curriculum for medical students.

Leadership skills

Essential criteria
  • Experience of staff supervision and work allocation
  • Ability to prioritise own work and that of others to meet strict deadlines

Employer certification / accreditation badges

No smoking policyArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerCare Leaver CovenantStep into healthArmed Forces CovenantNational Preceptorship for Nursing Quality Mark 2024CareLeaver CovenantAge Friendly Employer

Application numbers

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment. Please ensure that you had read the Job Description and Person Spec and that you meet the criteria before applying.

Documents to download

Apply online now

Further details / informal visits contact

Name
Lidia Puczynska
Job title
Undergraduate Examinations Co-ordinator
Email address
[email protected]
Telephone number
01332 787057
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