Undergraduate Admin Assistant

We are an award winning organisation providing care at two main hospital sites-Chelsea and Westminster Hospital and West Middlesex University Hospital-and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice-a place where people want to start their career and to grow with us through continued education, professional development and support .

Main area Medical Education Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday-Friday 9am-5pm) Job ref 289-CR-168

Site West Middlesex University Hospital Town Isleworth Salary £25,760 - £27,476 per annum plus HCAS Salary period Yearly Closing 07/09/:59 Interview date 17/09/2026

Job overview

To support undergraduate medical students (Years 1,2,3,5 and 6 of MBBS Course) and provide administrative support to the Undergraduate Teaching Co-ordinator and Director of Clinical Studies (DCS).

The post holder will be responsible for organising, servicing and communicating with students at all levels. They will be in regular contact with senior medical staff at the West Middlesex University Hospital site of Chelsea and Westminster NHS Trust and the Faculty of Medicine at the School of Medicine, Imperial College London. The post holder will also be required to cover for the Undergraduate Teaching Co-ordinator (TCO) with all student enquiries, teaching sessions and the day to day running of the Undergraduate Office.

They will also assist in the implementation of courses, teaching programmes and timetables as required. The post holder will be expected to represent the Trust at any external meetings or events that the TCO is unable to attend.

In person interviews will be held on 17th September 2026

Main duties of the job

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.

Working for our organisation

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.

Detailed job description and main responsibilities 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.

Person specification Education and Qualifications

• IT skills to ECDL OR EQUIVALENT
• 2 'A-Levels' or equivalent

Experience

• Experience of demonstratable responsibility
• Experience of working in the NHS

Skills

• 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
• Team player; able to support and assist within the wider team
• Self-motivated and enthusiastic
• Knowledge of UG education

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

The recruitment team are available to provide support from 9am-5pm, Mon-Fri. To contact the team please call the Trust switchboard and ask for 'Recruitment team, Human Resources Department'.