Job Purpose

To be responsible for providing effective and proactive administrative support for teaching and assessment in MBChB3. This post is outward facing and student focused with an emphasis on delivering high-quality support for teaching activity to enhance the UG student experience.

MBChB3 teaching takes place within the Wolfson Medical School Building (main campus), at hospital sites and online. The post holder’s primary base will be WMSB, but may be expected to travel to hospital-based teaching facilities around Glasgow.

Main Duties and Responsibilities

1.    Act as main point of contact for MB3 students and staff with MB3 teaching responsibilities, resolving queries, providing advice and guidance and referring onwards as appropriate.

2.    Provide efficient and effective organisation of teaching and assessment activities on campus or online.  For example, recruiting clinicians for delivery of teaching events.

3.    Organise Phase 3 group allocations and Phase 4 clinical placement allocations.

4.    Maintain and update the MB3 Moodle sites.

5.    Actively develop, engage and maintain close working relationships with the Undergraduate Medical School teams across different teaching sites to ensure quality and consistency are being delivered to support and enhance the student experience.

6.    Work closely with the MB3 teaching team and Specialty Leads to organise annual teaching timetables, resolving any timetabling issues, booking rooms through CMIS.

7.    Assist with the annual Registration and Enrolment process each academic session.

8.    Work closely with the GP teaching support team to co-ordinate general practice components in Year 3.

9.    Actively liaise with NHS teaching administrators to facilitate Phase 4 hospital placements and monitor placement performance.

10.  Be responsible for accurate record keeping on appropriate systems related to MBChB3, flagging attendance and engagement issues as required.

11.  Proactively organise and take minutes at Staff-Student Liaison Committee meetings, ensuring appropriate actions are followed through.

12.   Provide organisational co-ordination and support for student meetings with MB3 Year Directors, including clerking duties.

13.   Provide on-the-day administrative support at OSCE clinical assessments and support the delivery of written examinations as required.

14.   Undertake any other relevant administrative support as requested by the Undergraduate Medical School Manager or Deputy Managers.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

A1  SCQF Level 7 (HNC, VQ3, Highers, City & Guilds or equivalent) or ability to demonstrate the competencies required to undertake the duties associated with the level of post having acquired the necessary knowledge and skills in a similar role.

A2  Excellent IT knowledge and use of Microsoft Office packages

Desirable: 

B1  Knowledge of University business systems, (e.g., CMIS, MyCampus, Moodle, T4 web editing)

B2  Knowledge and understanding of University structures, policy, practices and procedures.

SKILLS

Essential: 

C1  Ability to review and improve administrative procedures.

C2  Ability to work under pressure, prioritise own workload and meet tight deadlines.

C3  Ability to work collaboratively to achieve team goals.

C4  Excellent communication skills, both verbal and written, and highly developed and proven interpersonal skills.

C5  Proven initiative and judgement to multi-task, problem solve and pay attention to detail.

C6  Discretion and the ability to maintain confidentiality.

C7  Ability to understand and apply policies, regulations, guidelines and standard operating procedures relevant to the role.

C8 Ability to investigate, interrogate and analyse data sets and information to support decision making.

EXPERIENCE 

Essential:

E1 Extensive administrative experience with evidence of progression and development gained through relevant work experience in a busy office environment.

E2 Significant experience of delivering a customer-focused service.

E3 Demonstrable experience of working with a variety of stakeholders and taking ideas

forward into practical action plans.

E4 Significant experience of working in a highly administrative and governance driven environment.

Desirable:

F1 Experience of supporting the higher education student life cycle process

F2 Experience of effective liaison and of building professional relationships

F3 Experience within a higher education setting, including comprehensive knowledge of administrative and organisational systems.

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time 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 , 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.jobs.gla.ac.uk/benefits-salary-and-flexible-workingfor more information.

Closing date: 23:45 on Tuesday 10th June 2025