Placements Coordinator (Part-Time)

Exciting Opportunity: Placements Coordinator Queen Mary University London, Malta Campus based at Mater Dei Hospital

Are you ready to take on a pivotal role in shaping the student experience of future medical professionals? Join us as a placement coordinator at Mater Dei Hospital and play a vital part in the coordination of our student placements for undergraduate medical students.

Your Role: As the Placement Coordinator, you will oversee the coordination of administrative processes related to student placements. This dynamic position is continually evolving within Queen Mary University London - Malta Campus, Medical School and requires delivering top-notch support services to students, clinical tutors, and the university. Your efforts will ensure a seamless and enriching experience for our students as they undertake their clinical rotations.

What We're Looking For:

• Strong organisational skills and attention to detail

• Excellent communication and interpersonal abilities

• Ability to thrive in a fast-paced, ever-changing environment

• Previous experience in a healthcare environment, particularly at Mater Dei Hospital, is beneficial but not essential

• A proactive approach to problem-solving and continuous improvement

Why Join Us:

• Make a meaningful impact on medical education

• Opportunity for professional development and growth

• Collaborative and supportive work environment

• Flexibility to balance work and personal commitments

Job Purpose:

The post-holder will oversee the coordination of administrative processes pertaining to student placements for undergraduate medical students stationed at Mater Dei Hospital. This position is dynamic and continually developing within the Medical School, entailing the delivery of top-notch support services to both internal and external stakeholders.

Located at Mater Dei Hospital, this role requires 20 hours per week (4 hours per day). Remote work arrangements will be considered during periods when students are not on placement, such as Easter, summer holidays, and Christmas.

Main Duties and Responsibilities:

1. Collaborate with and offer administrative assistance to the Associate Dean and Deputy Associate Dean regarding student placements.

2. Support the Associate Dean, Deputy Associate Dean, and Module Leads in establishing, updating, and disseminating the teaching timetable to medical professionals involved in teaching.

3. Assist the Associate Dean, Deputy Associate Dean, and Module Leads in compiling periodic spreadsheets of teaching hours conducted by individual medical professionals.

4. Serve as the central point of contact for communication between facility administration, medical professionals, and academic staff to address any scheduling issues promptly. Communicate any tutor unavailability to appropriate stakeholders and facilitate suitable replacements or rescheduling to ensure uninterrupted teaching.

5. Coordinate all clinical placements at Mater Dei Hospital, including student allocation to various activities, ensuring timely communication.

6. Act as the primary liaison for students on placements at Mater Dei Hospital, providing them with accurate and timely information.

7. Collaborate with the Curriculum Operations Team at Queen Mary University London – Malta Campus to ensure the smooth execution of student placements, escalating curriculum-related concerns as needed.

8. Assist in organizing a comprehensive Hospital Induction program for all students placed at Mater Dei Hospital.

9. Ensure compliance with relevant hospital policies and procedures, such as ID card regulations.

10. Maintain an up-to-date database of student placements and records for reporting purposes.

11. Foster effective communication and seamless continuity of the teaching program across different settings by developing working relationships with Administrative Secretaries at Mater Dei Hospital.

The above list of responsibilities is not exhaustive, and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonable requested by their line manager.

Requirements:

Qualifications:

• Minimum of 2 A Levels Grade A-C and O Level Grade 1-3 (A-C) in English and Mathematics - Essential

Knowledge, Skills & Experience:

• Minimum of 3 years experience working in a busy office environment, with excellent administration skills and an organised and flexible approach to work - Essential
• Experience of working independently and managing priorities whilst also being an active member of a team, supporting colleagues and contributing to the effective operation of the team - Essential
• Experience of designing, developing, maintaining, reviewing and improving administrative, management and information systems - Essential
• Experience of working in Higher Education and knowledge of issues relating to HE administration - Desirable
• Excellent record keeping skills and the ability to conduct analyses using spreadsheets and databases including the ability to interpret and disseminate information appropriately to a high standard of quality in terms of presentation and accuracy - Essential
• Excellent IT skills, including email, the internet, software, and particular strength in Excel, Word, and using databases - Essential
• Excellent verbal and written communication and interpersonal skills - Essential

The ability to assess a situation and take appropriate follow-up action including being able to prioritise under pressure, work accurately and meet tight deadlines, exercise initiative and work independently as appropriate - Essential

Flexible and professional approach to work - Essential

Planning effectively so that work is delivered in a timely manner without delay - Essential

Attention to detail - Essential

Understanding of basic hospital organisation and systems - Desirable

If you're passionate about supporting the next generation of healthcare professionals and ready to take on this exciting challenge, we want to hear from you! Apply now by submitting your resume and a cover letter outlining your relevant experience and why you're the perfect fit for this role.

Application deadline: Friday 31st May 2024