Job Purpose

To oversee teaching & learning support teams for the Undergraduate Medical School’s MBChB (early years), Pre-Medical Foundation Programmes, and Anatomy teaching, and to provide senior administrative support and expert advice to academic and clinical staff. To be responsible for the administration of the School’s Elective programme. To act as a Lead Timetabler for Undergraduate Medicine, advising on and overseeing the annual room bookings exercise. To provide first-class customer service and maximum efficiency and effectiveness.

Main Duties and Responsibilities 

1.       Responsible for the customer-focused, efficient and effective administrative service delivered by a team of teaching administrators to support the School’s learning and teaching activities, encompassing pre-medical foundation programmes, MBChB1, MBChB2 and Anatomy.

2.       Contribute to a culture of continuous improvement through identifying and implementing process improvements to enhance the student and staff experience.

3.       Plan and prioritise own and team workload, anticipating pressure points in the academic year, to ensure that deadlines are met, and an efficient service is provided to staff and students.

4.       Administration of the School’s annual Electives programme, in close liaison with the Electives Lead, including systems management, Moodle maintenance, processing of funding applications and awards from external bodies, provision of expert advice and approval of student elective proposals.

5.       Responsible for the administration and maintenance of the School’s prizes database in relation to MBChB1 and MBChB2 prize awards.

6.       Advise staff and students on annual student registration and enrolment processes.

7.       Monitor team activities to ensure full compliance with policies and procedures published by the University of Glasgow, General Medical Council and Medical Schools Council, providing training and guidance as required including in relation to the management of confidential information and personal data.

8.       Provide a knowledgeable contribution to the annual process of timetabling in line with University policy, and ensuring that room bookings are aligned to the requirements of the medical programme.

9.       Oversee administration of the School of Medicine, Dentistry & Nursing Anatomical Bequests Service.

10.    Support the School of Medicine, Dentistry & Nursing Progress Committee, including clerking and supporting the committee’s work, caseload management and accurate production of documentation.

11.    Support and provide an informed contribution to the work of the MBChB Operational Management Committee.

12.    Support the UMS senior management team with training and mentoring professional services colleagues, encouraging their professional development.

13.    Provide on the day support for the annual timetable of OSCE assessments. This may involve travel to clinical sites across the West of Scotland.

14.    As part of the professional services team, flexibly support the range of learning and teaching activities of the School as reasonably requested by the School Manager and Deputy Managers.

Knowledge, Skills and Experience

Knowledge/Qualifications

Essential:

A1.   Scottish Credit and Qualification Framework Level 9 (Ordinary Degree, Scottish Vocational Qualification level 4) or equivalent and experience of personal development in a similar or related role.

OR

A2.   Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary professional knowledge and management skills in a similar or number of different specialist roles.

Desirable

B1.   Detailed knowledge of operational delivery of an undergraduate medical programme, its national drivers, and network of local partners and stakeholders.

Skills

Essential

C1.   Ability to demonstrate operational planning and decision making for short and medium term goals within a complex organisation (preferably within Higher Education).

C2.   Resilient and able to maintain momentum in the face of challenges and setbacks.

C3.   Ability to lead a collaborative approach to achieve team goals.

C4.   Highly developed and proven interpersonal skills.

C5.   Proven ability to think innovatively, taking into account the School’s strategic direction.

C6.   Experience of relationship building with external stakeholders.

C7.   Proven high level analytical and problem-solving capability.

C8.   Evidenced ability to understand, communicate, negotiate, and influence across differing groups of people.

C9.   Excellent written and numeracy skills.

C10. Excellent attention to detail and accuracy.

Experience

Essential

E1.   Experience of managing a busy teaching administration team (preferably within Higher Education). This may include experience of delivery of UG/PG programmes.

E2.   Experience of business partnering to support senior staff.

E3.   Experience with Microsoft Office packages.

E4.   Experience of working with University of Glasgow business systems (including MyCampus, CMIS, Moodle).

Desirable

F1.   Experience in conducting process reviews to bring about continuous improvement.

F2.   Experience of committee support, including preparation of papers and communication of actions.

F3.   Ability to demonstrate an understanding of the professional requirements of an undergraduate medical training.

Terms and Conditions

Salary will be Grade 6, £33,482 - £37,174 per annum.

This post is full time and open ended.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK.  If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.

Closing date: 23:45 on Monday 14th April 2025

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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 , benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing.

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 here.

We endorse the principles of Athena Swan 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.