Faculty of Medicine and Health
School of Medicine
Leeds Institute of Medical Education
Student Education Service Officer (Undergraduate)
80% Full time equivalent
You will provide a high quality service for students, academic members of staff and NHS staff
involved in teaching delivery through the provision and co-ordination of high quality support for the
administration of the MBChB Integrated Core Unit (ICU) in Gynaecology, Obstetrics & Sexual
Health, and the contribution this ICU makes to Year 4 assessment, Theme Days, Research
Evaluation and Special Studies (RESS) and other programmes that span the whole year.
You will have excellent knowledge and expertise to effectively support student practices and
processes. You will work flexibly with members of staff within the Student Education Service and
where necessary support other student support activities as workloads fluctuate. You will share
good practice and encourage knowledge exchange between colleagues to continuously improve
student support practices.
You will have a good general education with GCSE English Language at Grade C or above or
equivalent standard, together with a minimum of RSA Stage II/NVQ Level 2 word processing or
equivalent. With experience of working as an administrator in a busy University or Higher
Educational environment, you will have effective interpersonal, organisational, communication and
written skills and be able to work on your own initiative.
The University of Leeds is committed to providing equal opportunities for all and offers a
range of family friendly policies (http://hr.leeds.ac.uk/homepage/4/policies). The University
is a charter member of Athena SWAN and holds the Bronze award. The School of Medicine
gained the Bronze award in 2013. We are committed to being an inclusive medical school
that values all staff, and we are happy to consider job share applications and requests for
flexible working arrangements from our employees.
University Grade 5 (£20,764 – £24,049 p.a.) depending on qualifications and experience
Informal enquiries regarding the post should be directed to Elizabeth Allen, Operations
Manager, tel: + 44 (0) 113 343 4364 e-mail: e.allen@leeds.ac.uk
If you have any specific enquiries about your online application please contact Sarah
Simpson on + 44 (0)113 343 1889, or email S.L.Simpson@leeds.ac.uk
Job Ref:
MHIME1022
Closing Date:
9 July 2015
Purpose of the post
To provide a high quality service for students, academic members of staff and NHS staff involved
in teaching delivery through the provision and co-ordination of high quality support for the
administration of the MBChB Integrated Core Unit (ICU) in Gynaecology, Obstetrics & Sexual
Health, and the contribution this ICU makes to Year 4 assessment, Theme Days, RESS and other
programmes that span the whole year. This post requires a considerable degree of independent
working and the exercise of initiative on a regular basis.
This ICU is a substantial course delivered 5 times each academic session and which occupies a
sixth of the Fourth Year curriculum of the MBChB degree programme. It involves extensive liaison
both with University and NHS staff based at the LGI and with a large number of NHS staff within
district general hospitals across the Yorkshire Region who provide clinical placements.
Job Description
Key Duties

Co-ordination and administrative support for the Gynaecology, Obstetrics & Sexual Health
Course core timetable and clinical attachments. This involves integrated teaching from the
University, NHS staff based at the LGI, together with teaching placements at seven district
general hospitals and community NHS trust placements across the Yorkshire Region.

Maintaining liaison with and providing advice & guidance for the substantial number of
University and NHS teaching staff based at a number of locations within West Yorkshire
such as LGI, Airedale, Bradford, Calderdale, Dewsbury, Harrogate and Pinderfields.

Maintaining liaison and co-ordinating timetabling and assessment activities with the key
University and NHS clerical staff who support the teaching staff responsible for the delivery
of the Leeds Gynaecology, Obstetrics and Sexual Health course.

Assisting in the organisation of the five GOSH Introductory Weeks, including booking rooms
and contacting facilitators in advance.

Maintaining regular contact with the Paediatrics & Child Health Co-ordinator to allow
effective cross-cover between the posts on days when one coordinator is absent.

Preparation and circulation of agendas, minutes and reports for meetings of the Year 4
Gynaecology, Obstetrics & Sexual Health Course Management Teams (CMT) and local
meetings of examiners. Organising, gathering and processing of timely student feedback for
each component of the Gynaecology, Obstetrics and Sexual Health course through the
Progress File, for review by the CMT.

Preparation and circulation of high quality documentation for the Year 4 Gynaecology,
Obstetrics & Sexual Health Course, including the preparation of the Study Guide, log books
and timetables.

Keeping the Virtual Learning Environment for the Gynaecology, Obstetrics & Sexual Health
course well-organised and updated, ensuring all lecture handouts, course documentation
and video or interactive seminars are present and accessible to students and staff.

Support for the Technology Enhanced Learning developments within the course, including
delivery of course materials to mobile learning platforms (eg smart phones) where
appropriate.

Organising all elements contributing to the In-course Assessment process for Gynaecology,
Obstetrics & Sexual Health at the end of every 6 week block; organising examiners’
meetings to approve grades, and sending appropriate documentation to the School of
Medicine.

Organising the Gynaecology, Obstetrics & Sexual Health elements of the end of year OSCE
and written exams. This involves helping to set up and run these examinations jointly with
the other Year 4 co-ordinators including: liaison with internal examiners; recruiting
examiners, liaison with the Sports Hall regarding venue requirements, preparation of
signage and reporting instructions for OSCE stations; ordering stationery for the
examinations; maintaining account records relating to the examination account.

Co-ordination and administration of the Year 4 Theme Days (3 per year). This involves
networking and communication with participants. Recruitment of speakers and facilitators;
preparation of the timetable, resources and paperwork; booking venue requirements and
catering; setting up and running the sessions with assistance required from other SES
colleagues. Processing speaker and facilitator payment forms and processing of the Theme
Day student evaluation.

The provision of dedicated clerical support for the Leeds-based O&G academic staff, which
involves the creation and preparation of letters, reports, academic papers, manuscripts and
grant applications.

Booking of teaching venues, such as lecture theatres for all lectures delivered as part of the
Leeds-based course.

Maintaining liaison with the School’s Student Education Office in the Worsley Building on
the University Campus.

Joint organisation of the annual Disclosure and Barring Service (DBS) application process
for all students entering year 4, with assistance required from SES colleagues. This
involves scrutinizing the completed application forms and being an official signatory. This is
a requirement for all students attending MBChB Year 4 NHS placements.

Supporting the School’s annual Teaching Quality Management and Enhancement (QME)
process, through the collation of student feedback and assessment data and the production
and submission of reports for consideration by the MBChB Sub-Committee to SharePoint.

Dealing with all correspondence, requests for information and general enquiries by being
the first point of contact for members of NHS and Academic staff and student concerns in
relation to Leeds Gynaecology, Obstetrics and Sexual Health.

Sharing the provision of a ‘front of house’ role for the overall office (welcoming guests,
dealing with general queries).

Liaising with students from within Leeds and from other Universities (including from abroad)
to arrange elective placements in Gynaecology, Obstetrics and Sexual Health, in
association with the electives team. Arranging timetables and supervision by academic staff
for elective students.

The post holder’s responsibilities will include the procurement of goods and services and
therefore the post holder will be required to undertake relevant training & induction courses
on basic financial and procurement procedures and regulations as well as training on
specific financial packages (SAP) and web based packages (SIPR & Science Warehouse).

Providing reciprocal cross-cover for the Teaching Co-ordinator for the Year 4 ICU in
Paediatrics and Child Health (dealing with student and staff queries, accepting written work
handed in by students, and liaising with the Academic Lead for that course if necessary).

Other duties that arise from time to time and to provide additional clerical support at peak
times to cover holiday/sickness across the School’s other support functions.
The job description provides a framework for the role of Gynaecology, Obstetrics and Sexual
Health Teaching Co-ordinator (Leeds) and should not be regarded as a definitive list of duties
and responsibilities, which will develop and change over time through natural progression.
Relationships
The post-holder is responsible to the Operations Manager in the Leeds Institute of Medical
Education, through whom he/she is accountable to the Head of Institute, Professor Trudie
Roberts, the Dean of the Medical School, Professor Paul Stewart and ultimately the Dean of the
Faculty, Professor Paul Stewart.
Location
This role is based in the Academic Unit of Women's and Children's Health, Room 9.88, Level 9,
Worsley Building
University Values
All staff are expected to operate in line with the university’s values and standards, which work as
an integral part of our strategy and set out the principles of how we work together. More
information about the university’s strategy and values is available at
http://www.leeds.ac.uk/comms/strategy/
Person Specification
Essential

A good general education with grade C GCSE, or equivalent, in English Language

An enthusiasm and commitment for delivering an exceptional student experience

Experience in providing effective support to staff and students in a Higher Education setting

Experience in supporting student education practices and processes

Able to manage own workload on a day-to-day basis, working well under pressure with
excellent time management and organisational skills, prioritising work and multitasking to
meet deadlines

Evidence of working well in teams and taking a lead role in core activities (formal or
informal) within teams

Good interpersonal and communication skills; able to communicate complex information
and work positively with staff and students

Experience of delivering a high quality customer service to staff and students

Excellent accuracy and attention to detail

Experience of managing confidential and sensitive information in a discreet and
professional manner and an awareness of relevant legislation in this area

Able to discuss requirements and their implications with others to achieve a desired
outcome

Evidence of being able to work independently and unsupervised using judgement and
initiative; to solve routine problems, looking for guidance as necessary

Able to make suggestions on how to deploy resources effectively to improve service
delivery

Flexible and adaptable, able to move across support functions when workload peaks
require

Skilled in Microsoft Office products, particularly Word and Excel with a minimum of RSA
Stage II/NVQ Level 2 word processing or equivalent

Evidence of a commitment to on-going staff development and training
Desirable

Evidence of an awareness of developments in student support

Experience of participating in networks and improvement initiatives

Experience of using Banner

Previous experience in the health service sector would be an advantage
Further information
Faculty Information
With more than 6,000 students, 1,600 staff and annual research income of £50m, the Faculty of
Medicine and Health at Leeds is bigger than some universities. Leeds has one of the largest
medical and bioscience research bases in the UK, and is an acknowledged world leader in cancer,
cardiovascular, psychiatric, genetic, musculo-skeletal and health services research. Treatments
developed in Leeds are transforming the lives of people around the world living with conditions
such as HIV, TB, diabetes and malaria.
The School of Medicine
The School of Medicine at the University of Leeds is a major international centre for research and
education. Our ambition is to improve health and reduce health inequalities, locally and globally,
through excellent scientific research and the translation of that research into healthcare practice,
and through the education of future scientific and clinical leaders who will advocate and practise
an evidence-based approach. Our major strategic aims are to:




Deliver outstanding research including basic discovery science through to applied health
research that makes a significant difference to health.
Produce exceptional graduates, clinicians, educators, doctoral and post-doctoral fellows
whose learning has been informed and inspired by our research excellence and who will
form the next generation of academic and clinical leaders.
Develop and support knowledge transfer activities that flow from our academic activities.
Create and maintain an efficient and sustainable environment for research and teaching
within an organisational culture and management style that enacts and supports the
university’s core values of community, inclusiveness, integrity and professionalism.
The School of Medicine is organised into seven Institutes. All are committed to high quality
research-led teaching, through their training of postgraduate research students, delivery of
postgraduate taught courses, and its leadership in undergraduate teaching. The School works
closely with the local NHS, having a number of jointly funded clinical posts to ensure this
relationship is effective and strong for both research and student education.
Leeds Institute of Cardiovascular and Metabolic Medicine (LICAMM), Director: Professor
Mark Kearney)
LICAMM integrates basic and clinical scientists with a common goal of understanding the
mechanisms underpinning common chronic diseases of human health and developing new
approaches to treating patients at an individual and population level. At the heart of LICAMMs
philosophy is a vibrant multidisciplinary approach to science that provides a platform to deliver
internationally competitive translational research and teaching in disorders including
cardiovascular disease, diabetes, cancer and neurodegenerative diseases) our key aim is to
improve the lives of our patients and the experience of our students.
Leeds Institute of Health Sciences (LIHS) Director: Professor Tim Ensor
LIHS delivers problem-driven research that supports decisions about the content or delivery of
healthcare. Our interdisciplinary approach incorporates expertise in applied health research
designs, health implementation sciences, social sciences, health economics, informatics and
statistics, as well as skills in communicating with basic scientists, policy makers, healthcare
providers, public and patients. We conduct research at the individual, population and
organisational level.
Leeds Institute of Medical Education (LIME) Director: Professor Trudie Roberts
LIME provides the administrative support, co-ordination and leadership for the School of
Medicine’s undergraduate medical degree, including admissions, curriculum development,
assessment, student support and clinical placement liaison. It provides the technology-enhanced
learning and innovation support for the School of Medicine. LIME also has a very active
scholarship programme of research and innovation in medical education and uses its expertise to
influence medical education policy and practice nationally and internationally. To achieve this it
works with a range of stakeholders including the academic community, the profession, the public,
regulators and policy makers.
The Leeds Institute of Cancer and Pathology (LICAP) Director: Professor Tim Bishop
The Leeds Institute of Cancer Studies and Pathology addresses both laboratory based and clinical
research into cancer with a major focus on translational science. LICAP is one of the largest
cancer Institutes in the country and has major financial support from the cancer charities. The
laboratories and clinical research are all based on the St James’s site with laboratory activities
being located in the Wellcome Trust Brenner Building and adjacent buildings while the clinical
work is based within Bexley Wing. The Institute consists of seven Sections with the following
interests:
Leeds Institute of Biomedical & Clinical Sciences (LIBACS) Director: Professor Philip
Hopkins
LIBACS undertakes clinically-driven research from the level of the gene through cellular, tissue
and organ to clinical trials. Our vision is to develop a sustainable centre of excellence for the
advancement of patient care by translating research results into clinical practise and contributing
to medical education at undergraduate and postgraduate levels. Our research interests are
encapsulated in 6 clinical themes (Gastrointestinal inflammation & tumorigenesis, Genetic
disorders, Infection & immunity, Neuroscience, Perinatal medicine, Perioperative outcomes &
technologies) underpinned by 4 generic science technology strands (Animal models, Cell biology,
Gene regulations & Genomics). We are based predominantly at the St James’s University Hospital
site.
Leeds Institute of Rheumatic and Musculoskeletal Medicine (LIRMM), Director: Professor
Paul Emery
LIRMM is dedicated to improving diagnosis, therapy, intervention and outcome across the
spectrum of rheumatic and musculoskeletal medicine. It boasts a dynamic portfolio of research
and education, delivering wide-ranging clinical, translational and basic research across five
Sections: Clinical Musculoskeletal Medicine, Experimental Musculoskeletal Medicine, Clinical
Biomechanics and Physical Medicine, Rehabilitation Medicine and Orthopaedics. A multidisciplinary approach is the core of our activities, with significant interdisciplinary links between
Experimental and Clinical research. LIRMM’s clinical activities are focussed at Chapel Allerton
Hospital, which is also base for our NIHR Musculoskeletal Biomedical Research Unit (LMBRU)
and our basic sciences at St James’s University Hospital.
Leeds Institute of Clinical Trials Research (LICTR) Director: Professor Julia Brown
LICTR delivers innovative design, delivery and knowledge transfer in clinical trials research. Our
multidisciplinary approach, in collaboration with basic scientists, clinicians, policy makers,
healthcare providers, public and patients and University colleagues, delivers internationally
competitive research and teaching that makes a significant contribution to the evidence base for
healthcare delivery. The Institutes research is conducted through the Clinical Trials Research Unit
where we have expertise in design and conduct of complex clinical trials incorporating novel
designs to evaluate CTIMPs, complex interventions, diagnostics, medical devices and surgery.
St James’s University Hospital Campus Infrastructure and Facilities (SCIF) Director:
Professor Pam Jones
This group covers activities that cover School of Medicine functions for Institutes at St James’s
University Hospital that span more than one institute including biomedical research facilities,
student education, IT, health and safety, estates, seminars, PGR studentships and business
support functions. These functions help support the 5 adjacent buildings on the site.
There are 3 Institutes with staff and students at St James’s: LICAP (Leeds Institute of Cancer
studies and Pathology), LIBACS (Leeds Institute of Biomedical and Clinical Sciences), LIRMM
(Leeds Institute of Rheumatic and Musculoskeletal Medicine). These three institutes are
dedicated to basic, translational, clinical and health research integrated with student education.
Additional Information
Terms and Conditions
Details of the terms and conditions of employment for all staff at the university, including
information on pensions and benefits, are available on the Human Resources web pages
accessible via the links on the right hand side, or at http://hr.leeds.ac.uk/policies
Disclosure and Barring Service checks
A Disclosure and Barring Service (DBS) Check is not required for this position. However,
applicants who have unspent convictions must indicate this in the ‘other personal details’ section
of the application form and send details to the Recruitment Officer
Disabled Applicants
The post is located in the Worsley Building. Disabled applicants wishing to review access to the
building are invited to contact the department direct. Additional information may be sought from
the Recruitment Officer, email disclosure@leeds.ac.uk or tel + 44 (0)113 343 1723.
Disabled applicants are not obliged to inform employers of their disability but will still be covered
by the Equality Act once their disability becomes known.
Further information for applicants with disabilities, impairments or health conditions is
available in the applicant guidance.