Undergraduate Admin Assistant

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support .

Main area Medical Education Grade NHS AfC:
Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday-Friday 9am-5pm) Job
-CR-168

Site West Middlesex University Hospital Town Isleworth Salary £25,760 - £27,476 per annum plus HCAS Salary period Yearly Closing 07/09/2026 23:59 Interview date 17/09/2026

To support undergraduate medical students (Years 1,2,3,5 and 6 of MBBS Course) and provide administrative support to the Undergraduate Teaching Co-ordinator and Director of Clinical Studies (DCS).

The post holder will be responsible for organising, servicing and communicating with students at all levels. They will be in regular contact with senior medical staff at the West Middlesex University Hospital site of Chelsea and Westminster NHS Trust and the Faculty of Medicine at the School of Medicine, Imperial College London. The post holder will also be required to cover for the Undergraduate Teaching Co-ordinator (TCO) with all student enquiries, teaching sessions and the day to day running of the Undergraduate Office.

They will also assist in the implementation of courses, teaching programmes and timetables as required. The post holder will be expected to represent the Trust at any external meetings or events that the TCO is unable to attend.

In person interviews will be held on 17th September 2026

Coordinate and administer undergraduate medical education programmes, ensuring the effective delivery of student inductions, placements, teaching, examinations and electives. Maintain accurate student records, databases, timetables and reporting information on Med Learn and other systems. Prepare and distribute induction materials, manage student  and deposits, and support placement allocations.

Provide administrative support for teaching programmes by maintaining timetables, monitoring attendance, booking teaching rooms, communicating with students and educators, processing student absence notifications, and supporting feedback and recognition initiatives.

Support the planning and delivery of undergraduate assessments and examinations, including OSCEs, mock examinations and quality improvement projects, preparing examination materials and coordinating venues and logistics. Coordinate incoming elective placements, processing applications, responding to enquiries, maintaining placement records, organising inductions and managing associated financial administration. Provide administrative support for Physician Associate student placements, including allocations, student communications, , permits and financial records.

Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green…