MBChB Clinical Placements Administrator

University of Glasgow

Job Purpose

To be responsible for providing an effective and proactive administrative support for clinical placements in Phase 4 of the MBChB programme. You will be responsible for providing an enhanced and positive student experience which is outward-facing, requiring proactive liaison between the School and NHS.

Main Duties and Responsibilities

1.  Act as main point of contact for undergraduate medical students, providing appropriate advice and guidance in relation to Years 4-5 of the MBChB programme.

2.  To provide efficient and effective co-ordination of clinical teaching delivered at hospital sites, on campus and online.

3.  To proactively develop and enhance collaborative working with University and NHS administrative and clinical academic staff to ensure quality and consistency of the student experience.

4.  To support the preparation of written assessments, which will involve liaison with External Examiners.

5.  To support the organisation and delivery of the Preparation for Practice teaching block.

6.  To co-ordinate and clerk student meetings and the Hospital Sub Deans Committee, ensuring all pre-meeting arrangements are in place, and a record of meetings is maintained.

6.  Actively manage and maintain accurate record keeping relating to student attendance.

7.  To provide efficient and effective support in the co-ordination of annual course timetables, resolving timetabling issues, ensuring that appropriate space is secured through the University’s timetabling system, CMIS.

8.   Responsible for maintaining and administering collation of ePortfolio assessment forms, including follow up actions.

9.   To work closely with NHS colleagues to ensure students have appropriate access to NHS IT systems.

10. To ensure that all Years 4&5 students are Registered and Enrolled on each academic session.

11. To record and maintain accurate information on Phase 4 MBChB Moodle sites.

12. To provide support with on-the-day administrative assistance at Undergraduate Medical School OSCE clinical assessments as and when required.

13. Working closely with the GMC regarding registration of potential graduates and also with the UKFPO to ensure students are fully informed regarding the UK Foundation School application process.

14. To undertake any other relevant administrative duties as reasonably requested by the Undergraduate Medical School Manager and Deputy Manager.

Knowledge, Qualifications, Skills and Experience



A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar role(s) Or Scottish Credit and Qualification Framework level 7 (SVQ level 3, HNC) or equivalent, and experience of professional development in a similar role.


B1 Knowledge of University core business systems including MyCampus, CMIS and Moodle

B2 Knowledge of the structure of Glasgow’s MBChB programme

B3 Knowledge of the relationship between undergraduate medical education and the General Medical Council, including awareness of post-graduation medical career pathways

B3 Awareness of GDPR legislation



C1 Excellent oral and written communication skills, including tact, diplomacy and discretion

C2 Highly proficient in the use of MS Excel and MS Office

C3 Outstanding interpersonal skills with confidence to provide excellent customer service

C4 Ability to plan and prioritise own workload effectively demonstrating a proactive approach to problem solving

C5 A proven ability to build and maintain good working relationships with colleagues.

C6 Proven ability to work autonomously as well as part of a team.

C7 Accuracy with attention to detail

C8 Excellent time management skills and the ability to multi-task on several projects concurrently

C9 A proven ability to apply skills and experience to provide appropriate guidance, escalating where appropriate


D1 Proven ability to take accurate meeting notes

D2 Proven ability of working with bespoke IT systems



E1 Significant experience of working in a busy office environment

E2 Significant experience of working with and manipulating large datasets

E3 Experience of managing workload to ensure that weekly, monthly and annual timelines are met

E4 Experience of processing confidential information

E5 Experience of responding to requests for personal information within a GDPR framework.


F1 Experience of working in the higher education sector

F2 Experience of the higher education annual teaching cycle

F3 Experience of committee support

F4 Experience of using MyCampus

F5 Experience of web editing software T4

Teaching takes place at clinical sites across the West of Scotland, and the post holder’s primary base will be the Wolfson Medical School Building.

Terms and Conditions

Salary will be Grade 5, £24,715 – £28,929 per annum.

This post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

View or Apply
To help us track our recruitment effort, please indicate in your cover/motivation letter where (globalvacancies.org) you saw this job posting.

Job Location