Band 4 Undergraduate Medicine Training Coordinator

Band 4 Undergraduate Medicine Training Coordinator

The Undergraduate Medicine Training Coordinator serves as the central point for coordinating the Trust's undergraduate medical education programme, providing administrative, logistical and organisational support across multiple placement cycles. The role ensures students are effectively inducted, supported and able to fully engage in clinical learning.

Working independently and using initiative, the post holder plans and delivers key activities including inductions, mandatory training, access arrangements, timetabling support and ongoing student communication. The role involves managing multiple priorities, adapting plans to service pressures, staffing changes, late placement updates and student needs.

The post holder works closely with internal and external stakeholders, including the Director of Medical Education, Clinical Leads, Clinical Teaching Fellows, education teams and Aston Medical School, to coordinate placements, resolve issues, maintain accurate records and ensure compliance with Trust and university requirements. They act as the main contact for students, providing guidance, responding to queries and escalating issues where necessary.

The role also supports quality assurance by gathering and analysing student feedback to inform improvements in the education programme. Additionally, the post holder provides occasional support with appraisal processes and wider education-related administration, maintaining confidentiality and professionalism at all times.

Main duties of the job

Act as the central coordinator for undergraduate medical placements, managing multiple placement cycles and ensuring delivery meets Trust and university requirements. Plan and deliver student inductions, including scheduling, room bookings, materials preparation and serving as a key contact on the day.

Coordinate onboarding processes such as mandatory training, system access and lockers, ensuring compliance within deadlines and following up or escalating where required. Provide consistent communication to students.

Support timetabling and teaching delivery by liaising with clinical teams and tutors, resolving clashes and adapting plans to service pressures. Maintain and update educational resources, including Virtual Campus and student handbooks, ensuring accuracy and accessibility.

Monitor attendance, training completion and placement data, analysing trends and identifying risks or inconsistencies. Take appropriate action within guidelines or elevate issues when necessary. Collate and analyse student feedback to support quality improvement.

Build and maintain effective working relationships with internal and external stakeholders, ensuring smooth coordination of placements. Manage administrative processes including meeting organisation, minute-taking, resource ordering, and expense processing.

Work independently, using initiative to prioritise workload, manage competing demands and ensure efficient service delivery while maintaining confidentiality and professionalism.

Job responsibilities

This role is integral to supporting the Trusts commitment to delivering high-quality undergraduate medical education within a safe, well-governed clinical environment. It ensures that medical students are effectively inducted, supported, and compliant with local policies, enabling them to contribute safely within patient-facing settings.

The post also supports the Trusts strategic priorities around workforce development, education, and partnership working with external organisations such as Aston Medical School.

Person Specification Qualifications

• NVQ Level 3 qualification in Business Administration or equivalent

Experience

• Relevant experience in an administrative role
• Experience of working in a busy customer focused office environment
• Experience of using a centralised recording system e.g. OLM, Virtual Campus
• Experience of raising requisitions and managing orders via the e-procurement system and payment of invoices

Skills/Knowledge

• Competent in using databases and office software e.g. Microsoft Office, Word, Excel, Outlook, PowerPoint
• Ability to work on own initiative and to deadlines
• Ability to set up laptops and image projector
• Able to work well under pressure and with conflicting priorities
• Effective team player
• Able to problem solve and use initiative
• Good organisation skills, well organised
• Able to travel to other sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Medical & Dental Revalidation & Education Officer