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Job summary

Main area
Education
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
249-7901535
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
The Great Western Hospital
Town
Swindon
Salary
£25,760 - £27,476 per annum
Salary period
Yearly
Closing
26/04/2026 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Undergraduate Administrator

NHS AfC: Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

We teach students from King’s College London, University of Oxford and the University of Bristol as well as occasional elective students. Each university has a different curriculum and different methods of delivery of teaching. All students require basic clinical skills guidance in the workplace but not all undergraduate students require tutorials, seminars or lecture. Your role is to be acquainted with the needs of each student group and to ensure that they receive appropriate experience in your department.

This post is responsible for the Oxford and Bristol Undergraduate Medical Students.

As a Trust, we place high importance on staff wellbeing, you will be offered a wide variety of support to help you maintain your wellbeing and to help colleagues maintain theirs. The Trust’s Health and Wellbeing team has won a National Award during 2020 for the work they have done locally.

 

Main duties of the job

  • Work closely with Tutors, Trainers, Facilitators and others in providing full administrative support and co-ordination for all aspects in the organisation, delivery and evaluation of various courses, training, inductions and other events held in the Academy and on occasions externally.
  • Liaise with student co-ordinators of Medical Schools, other Academies, Consultants, departments and General Practice and provide full organisational support, placements, inductions and administration for all Medical Student clinical attachments within the Trust.  This involves carry out inductions to groups of students.
  •  Work closely with our Clinical Teaching Fellows (CTF), Unit Coordinator (UC) & Unit Tutors (UT) to organise, input, create and distribute student timetables in a timely manner. 

 

 

Working for our organisation

We are proud to be part of BSW Hospitals Group – a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people. 

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

 

Detailed job description and main responsibilities

  • Deal with day-to-day queries from Students, CTF, UC, UT, Undergraduate Manager and Academy Medical Dean. Being aware of potential Pastoral Care issue should they arise and refer to CTF / Undergraduate Manager.
  •  General duties include ad-hoc reception cover, customer service, setting up rooms for teaching and tidying way, booking taxis and student transport, accommodation requests, distribution of bleeps, operating room booking system.
  • Liaise, communicate and maintain effective working relationships with all organisations, training providers and users, internal and external, in the day-to-day business of the Academy.
  • Provide administration support to the Academy Dean and Undergraduate Manager/Deputy Manager including attendance at relevant meetings relating to the medical undergraduate function of the Academy and the organisation of relevant examinations.
  • Opening and securing the Academy / Undergraduate Office.

Please see the attached job description for full information

 

Person specification

Education

Essential criteria
  • NVQ Level III in Business Administration or equivalent
  • GCSE or equivalent – English (grade 4)
  • GCSE or equivalent – Maths (grade 4)
Desirable criteria
  • EDCL or equivalent

Experience

Essential criteria
  • Customer Service or related
  • Experience of prioritising work and working on own initiative
  • Working to deadlines
  • Microsoft outlook, word and excel
Desirable criteria
  • NHS Background
  • Working in a training environment

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: GoldCare Leaver CovenantStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Mrs Sharon McDonald
Job title
Undergraduate Manager
Email address
[email protected]
Telephone number
01793 625747
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