Faculty of Medicine and Health
School of Medicine
Leeds Institute of Medical Education
Student Education Service Officer (Undergraduate)
80% Full time equivalent
Fixed term for one year in the first instance
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 Paediatrics & Child Health/Obstetrics &
Gynaecology.
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. This post requires a
considerable degree of independent working and the exercise of initiative on a regular basis.
You will have a good general education with GCSE English Language at Grade B 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 educational
environment, you will have effective interpersonal, organisational and communication skills. Previous
experience in higher education or of the health service sector would be an advantage.
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 (£21,391 – £24,775 p.a. pro rata) depending on qualifications and experience
Informal enquiries regarding the post should be directed to Colin Avison, Operations Manager,
tel. + 44 (0) 113 343 7780, or email; c.avison@leeds.ac.uk.
If you have any specific enquiries about your online application please contact Sarah Simpson,
tel. + 44 (0)113 343 1889, or email; s.l.simpson@leeds.ac.uk.
Job Ref: MHIME1000
Closing Date: 22 September 2014
Job Description
Main Duties and Responsibilities

Co-ordination and administrative support for the Paediatrics & Child Health Course core
timetable, clinical attachments and special study module placements which integrates teaching
from the University and NHS staff based at LGI together with teaching placements at eight
district general hospitals across the Yorkshire Region.
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Booking of teaching venues, such as lecture theatres for all Leeds lectures delivered in the LGI.
Maintaining liaison with and providing advice & guidance for the substantial number of
University and NHS teaching staff based at a number of locations 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 that support the teaching staff responsible for the delivery of
the LGI Paediatrics & Child Health course, in particular the academic lead for the MBChB
Paediatrics & Child Health.

Maintaining regular contact with the Paediatrics & Child Health Teaching Co-ordinators based
at the Bradford Royal Infirmary, regarding maintaining the integration between LGI and
Bradford teaching delivery and its management, to ensure that an equivalent student
experience is provided at both teaching centres.

Preparation and circulation of agendas, minutes and reports for meetings of the Year 4
Paediatrics & Child Health Course Management Team and other such meetings.

Supporting the School’s annual Teaching Quality Management & Enhancement policy
procedures, 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.

Organising the gathering of timely student feedback for each component of the Leeds
Paediatrics & Child Health course, and collating this for review by the Course Management
Team.

Preparation and circulation of high quality documentation for the Year 4 Paediatrics & Child
Health Course, including the preparation of the Study Guide, log books, all course booklets,
timetables and hand-outs for all lectures delivered in the Leeds General Infirmary.

Keeping the Virtual Learning Environment for the Paediatric course well-organised and
updated, ensuring all hand-outs, 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 (e.g. smart phones) where appropriate.

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Organising the Paediatric 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: catering for examiners; arranging simulated patients (including school children) &
helpers; maintaining account records relating to the examination account; liaising with internal
and external examiners; making travel arrangements for children participating in the OSCEs
(liaising with schools and coach company); organising helpers and chaperones with NHS
nursing staff.

Ensuring all elements contributing to in-course assessment of students at the end of each block
are collected from students on time, and providing administrative support for the in-course
assessment grades meeting (collating all grades and student cards; organising the meetings;
preparing minutes; communicating grades to the Year 4 administrator; communicating grades
to students).

Dealing with all correspondence, requests for information and general enquiries by being the
first point of contact for staff and student concerns in relation to LGI Paediatrics & Child Health.

Responding to personal enquiries from students and members of staff based at LGI.

Sharing the provision of a ‘front of house’ role for the overall office (welcoming guests, dealing
with general queries).

Preparation of reports, academic papers, manuscripts, grant and ethics applications for all
academic staff within the unit (shared with other administrative staff)

Submission of manuscripts of publication

Liaising with students from within Leeds and from other Universities (including from abroad) to
arrange elective placements in paediatrics and child health, in association with the electives
team

Arranging timetables and supervision by academic staff for elective students

Arranging occasional placements for clinical academic attachments or placements associated
with academic paediatrics, with the associated communication with prospective visitors,
timetable arrangements, and documentation.

Procurement of goods and services and therefore the post holder will be required to undertake
relevant training and induction courses on basic financial and procurement procedures and
regulations as well as training on specific financial packages (SAP) and web based packages
(SIPR) and Science Warehouse.

Providing reciprocal cross-cover for the Teaching Co-ordinator for the Year 4 ICU in
Gynaecology, Obstetrics and Sexual 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.


Any other reasonable requests that fall within the scope and grading of the position.
Relationships
You will be responsible on a day-to-day basis to the LGI based Academic Lead for the MBChB
Paediatrics & Child Health and the Operations Manager (Programme and Student Support), through
whom he/she is accountable to the Student Education Service Manager, Head of Institute and
ultimately the Dean of the Faculty, Professor Paul Stewart.
University Values
All staff will be 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

An enthusiasm and commitment for delivering an exceptional student experience

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Experience in providing effective support to staff and students in a faculty or school setting
Significant experience in supporting student education practices and processes



Works effectively on their own and as part of a team
Able to manage own workload on a day-to-day basis
Good interpersonal skills; able to work positively with staff and students

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Embodies a customer service ethos; committed to delivering a high quality service
Excellent accuracy and attention to detail

Excellent organisational skills; able to prioritise own tasks and meet agreed deadlines

Good communication skills - able to effectively communicate complex information to staff and
students

Able to discuss requirements and their implications with others to achieve a desired outcome

Helps to make day-to-day decisions, looking for support as necessary


Able to solve routine problems, looking for guidance as necessary
Able to make suggestions on how to deploy resources effectively to improve service delivery

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Flexible and adaptable, able to move across support functions when workload peaks require
Skilled in Microsoft Office products, particularly Word and Excel
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
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 researchled 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 Genetics Health & Therapeutics (LIGHT), Director: Professor Mark Gilthorpe
LIGHT 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 LIGHTs 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.
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 and 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 multi-disciplinary 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 Office.
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.