Programme Operations Officer

We have an exciting opportunity to work within our Higher Education client.

Role: Programmes Operation Officer

Duration: 12 month (temporary role)

Pay: 18.95

Location: Uxbridge - 100% office based

Days / hours: Monday to Friday - 9am to 5pm

Purpose of the Role

To provide comprehensive administrative and operational support for delivery of the MBBS programme. With oversight of all 5 years of the programme, this role will focus on supporting delivery of the Year 1 and 2 campus teaching activities, as well as support the wider team with Years 3-5, where students are on clinical placements.

Key Responsibilities

1. Stakeholder Communication & Engagement: Ensure consistent and proactive communication with key stakeholders-including BMS students, staff and Clinical Educators required for teaching and assessments - primarily via email. This includes providing timely updates and relevant information regarding teaching/placement arrangements and responsibilities to maintain transparency and alignment across all parties.
2. Timetable Coordination: Support the Year 1 and 2 Leads with the changes to teaching timetables and lead on the scheduling and coordination of teaching and clinical placement timetables across multiple placement providers.
3. Campus Teaching Administration: Undertake effective administration of all campus teaching activities, including room bookings, document preparation, and stakeholder communications, including any hybrid teaching as required.
4. Assessment Support: Facilitate the delivery and processing of placement-related assessments, including supervised learning events (SLEs), ensuring timely and accurate handling.
5. Policy & Process Review: Evaluate current processes and standard operating procedures, providing high-level advice and guidance to students, BMS staff as well as Clinical staff as required.
6. Learning Material Oversight: Support any curriculum changes that are required across all year groups.

Supporting Duties

1. Organise and allocate teaching rooms, ensuring timely updates to internal teams and systems.
2. Organise and arrange all practical arrangements for Campus Teaching, including timetables, material dissemination, simulated patient bookings, technical equipment.
3. Liaise with IT to ensure external contributors have system access and credentials to deliver teaching.
4. Coordinate logistics such as on-site parking and student group allocations for Campus Teaching.
5. Support the input and update student details in hospital rotation timetables, verifying accuracy with hospital contacts.
6. Upload and release timetables to students, ensuring clear and timely communication.
7. Administer meetings related to campus teaching and maintain accurate records of decisions and actions.
8. Oversee the review and amendments of teaching slides by clinical academics to ensure readiness for upload and maintain accurate version control.
9. Support the Portfolio Review Group and Academic Progress Panel, including communicating outcomes to students as required.
10. Communicate with internal and external stakeholders to confirm attendance and coordinate teaching schedules, including calendar invites.
11. Escalate any risks to teaching activities ie non-availability of educators.
12. Provide additional support for programme delivery and assessments as required.

Key Skills Required

The ideal candidate will possess the following skills:

• Excellent organisational and time management skills
• Strong communication and interpersonal abilities
• Proficiency in Microsoft Office Suite and ability to learn new digital systems.
• Attention to detail and accuracy in administrative tasks.
• Ability to multitask and prioritise workload effectively.
• Stakeholder management and relationship building.
• Discretion and confidentiality.

If you would like to hear more about this role, please apply. We will contact all shortlisted candidates.

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