Job Description Job Title: Programme Administrator (Electives and Careers) Department/Division/Faculty: Faculty Education Office (Medicine) (FEO) Campus location: Charing Cross Campus Job Family/Level: Professional Services Level 3a Responsible to: Programme Officer (Year 6) Line Management responsibility for: n/a Key Working (internal): Key Working Relationships Head of School of Medicine, School Board members, Electives Director, Academic Careers Lead, Heads of Year, Imperial tutors, FEO, Faculty of Medicine and academic and administrative staff, students, College staff including Registry and ICT. Relationships NHS staff, GMC, UKFPO, HEE (LaSE). (external): Contract type: Full Time and Open ended Purpose of the Post The Programme Administrator is responsible for administering the planning and delivery of all operational aspects of the programme in relation to Electives, Careers and transition to foundation training, and for supporting the Programme Officer in identifying, planning and implementing opportunities for improvement of existing administrative mechanisms, developing solutions and implementing approved changes. Working closely with the Programme Officer and key academic leads, the post holder will provide the administrative support for the development and delivery of relevant areas. S/he will ensure that students are well supported, providing high quality, timely information and responding to queries in a professional but approachable manner. The post holder will also support integration across the programme. All FEO staff are expected to spend a proportion of their time on the various College and School of Medicine/hospital sites as and when required. Key Responsibilities Programme administration  Administer all aspects of the electives process, ensuring that these comply with College regulations.  Provide support, information and advice to students applying for electives.  Administer the process of elective grant/award allocations, from publicising information to students to processing payments.  Support the Electives Director and Programme Officer with planning and organising elective events, including the annual Electives Evening.  Monitor travel alerts during the elective period, raising concerns with the Electives Director and Programme Officer as appropriate.  Provide support, information and advice to students applying for foundation programmes.  Liaise with the UK Foundation Programme Office (UKFPO) and Health Education England (London and South East) with regard to student eligibility for nomination to the Foundation Programme recruitment process.  Liaise with students and the General Medical Council (GMC) to administer the provisional registration of students.  Support and monitor the F1 Abroad trainees throughout the year and deal with any queries.  Ensure that e-Portfolios for F1 Abroad trainees are monitored and completed. Career pathways/JD Template SR#1 Job Description          Support the Careers Lead and Programme Officer with planning and organising careers events. Contribute to all operational aspects of the examination and assessment processes related to Year 6. Contribute to identifying and booking examination space. Contribute to the recruitment, processing and approval of external examiners. Contribute to the recruitment and training of invigilators and student helpers Maintain accurate electronic student records, in line with FEO policy. Update information on the Virtual Learning Environment, taking ownership of the relevant pages. Support the production of information materials for staff and students. Work with other members of the team to support students’ transitions through the programme. Planning, management, and analysis  Service meeting as required.  Undertake routine data manipulation and analysis, in line with FEO policy.  Respond to enquiries of varying complexity from academic staff and students in a timely and courteous manner, seeking information from others to effectively answer queries, and making judgements about when to pass queries to others for reply.  Learn to use the range of electronic systems employed by the FEO. Liaison and customer Service  Contribute to the day-to-day work of the FEO, working collaboratively across teams and providing assistance as required.  Provide guidance, advice and timely and accurate information on matters related to the relevant areas to internal and external stakeholders.  Provide

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