Undergraduate Medical Education Manager (Psychiatry)

Detailed job description and main responsibilities

Principal Duties and Responsibilities
Organisational

•  The post-holder is responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust policy and good practice.
• The post-holder is responsible for ensuring that they contribute and work towards the service/organisational aims and objectives.
• The post-holder is responsible for reading, understanding and complying with all relevant Trust and statutory policies and procedures.
• The post-holder is responsible for maintaining and conducting oneself in a professional manner towards colleagues and other agencies. 

Management & Administration Duties

• Responsible for ensuring that the MBChB Psychiatry Rotation is administered efficiently and effectively; regularly reviewing and improving systems, processes and procedures.
• Responsible for liaising with University of Birmingham (UoB) and with Aston Medical School (AMS) to identify students undertaking psychiatry rotations, reviewing this information to identify any problems, with the aim of resolving such problems.
• Responsible for arranging the clinical attachments for medical students, in years 4 and 5. This involves: liaising with UoB and AMS to identify the students to be placed, identifying factors which may affect their placement, identifying the availability of consultants in BSMHFT and partnership Trusts, to whom the students can be attached, allocating the students to the consultants and then 
  resolving any difficulties that might arise.
• Responsibility for the compilation of student induction information including updating psychiatry rotation handbook, logbook, teaching programme, individual clinical attachments, assessment and feedback forms, H & S procedures and general information, induction with library services.
• Responsibility for the co-ordination of the consultants’ assessments pertaining to students. This involves collating assessment forms and the students’ logbooks, and liaising with the consultants’ admin support when necessary.  When required, liaising with the Head and Deputy Head of Academy regarding unsatisfactory assessments. Ensuring that all logbooks are marked by the teaching team and 
  feedback sent to students.
• Responsible for the organisation and arrangements for the psychiatry DOES assessments. The work involves: booking rooms, obtaining assessors, ordering role players, preparing and collating of necessary paperwork, and other allied tasks.
• Responsibility for organisation of the arrangements for OSCE examinations, including re-sits. The work involves: obtaining examiners, invigilators and role players, preparing and collating of necessary paperwork, and ensuring that materials are kept secure at all times. It also involves ensuring that the examination question bank is added to by organising regular question- writing 
  workshops.
• Responsible for co-ordinating examinations on the day, including re-sits. The work involves: developing the programme for the examination day, identification and booking of key people, including examiners (external and internal), role players for the ‘live’ stations and training sufficient invigilators, along with the booking of 
  rooms and catering and overseeing the process.
• Responsible, in conjunction with the Head and Deputy Head of Academy, for supporting the design and development of evaluation tools and processes, including assessment models for tutors, evaluation processes for exams and feedback mechanisms for medical students.
• Responsible for all aspects of the students’ rotation evaluations. This involves: development and production of the evaluation tools, collecting completed feedback from students, analysing the results and identifying key issues and then drawing these to the attention of the Academy and Curriculum Lead for psychiatry (UoB and AMS).
• Responsible for providing any other relevant information, both verbally and in writing, to both Universities and Trust as required.
• Responsible for providing any other administrative work required to support the Head and Deputy Head of Academy. This includes  supporting relevant committees, including the quarterly undergraduate teaching committee, the monthly finance meeting and a Trust business planning meeting which meets two-monthly.
• Responsible for ensuring the efficient running of the UGME Office. This includes equipping the office and maintaining supplies, within the allocated budget, as an authorised signatory up to £5,000.
• Other duties include: processing correspondence and other communications, and establishing and maintaining accurate digital records and confidentially storage.
  
  Communication
• Act as the central information source regarding the psychiatry rotations for UoB and AMS medical students and staff (both medical and non-medical).
• Work closely with the Head and Deputy Head of Academy to ensure that all Lecturers, Senior Academy Tutors, Academy Tutors, Academy Teachers, Clinical Teaching Fellows and Consultants are fully informed about the content of the MBChB psychiatry rotation.
• Liaise with both Universities concerning the allocation of students in rotations for both teaching and clinical placements.
• Liaise with consultant psychiatrists and trainee doctors (internal/external) and their admin support, re the clinical placements.
• Responsible for welcoming students when they first arrive and giving suitable instructions, verbal and written, about the teaching programme and the facilities available to support students during the Psychiatry Rotation.
• Be available to assist medical students in the event of problems arising during the Rotation and liaising with the appropriate individuals either in Trusts or the Universities when difficulties occur.
  
  Information Management & Technology
• Organise, design, word process, maintain and revise formats for communication with clinical staff, examination papers, evaluations, reports and other relevant documents.
• Responsible for organising, designing, maintaining and revising spreadsheets or databases to support the work of the department and inputting data. This includes comprehensive electronic registers of consultant psychiatrists and trainee doctors involved in the teaching, tutoring and examination of medical students.
• Responsible for compiling and submitting accurate and timely information relating to the MBChB Psychiatry Rotations, including assessment results, to both Universities.
• Maintain IT links with both Universities This includes making arrangements for consultant teachers to access the Universities’ Intranet.
• Advanced knowledge of Microsoft Office suite and keyboarding skills essential.
  
  Operational Management
• Responsible, in conjunction with Head and Deputy Head of Academy for management of the Tariff funding for placements and assessments, supporting the education of medical students.
• Responsible for managing the delegated budget, which is in excess of £2,000,000, for the UGME Office. This includes planning, as well as approving, authorising and monitoring expenditure, ensuring that the budgets do not over-spend at the end of each year.
• Responsible for recruitment, management and supervision, including discipline, of the UGME Co-ordinators. This includes maintaining close contact with the postholders and the senior medical colleagues with whom they work, as well as allocating work loads, setting objectives, conducting appraisals and ensuring that training needs are met.
• Responsible for ensuring the work-related welfare of the UGME Co-ordinators. This includes ensuring a safe working environment, that working hours are managed to maintain an appropriate work/life balance and compliance with the requirements of the European Working Time Directive. If circumstances arise,  appropriate support services are to be engaged, as required.