Welcome to the Clinical School Office (Level 4 of the Clinical School)
The Clinical School Office exists to provide central administrative services to the Head of the School (Professor Patrick Maxwell, Regius Professor of Physic), the Clinical Dean (Dr Diana Wood) and her team, and the Academic Departments and Institutes of the School. The Clinical School Secretary, Dr Caroline Edmonds, is overall head of administration for the School. The School Office is organised into three Divisions, complemented by the Research Office Clinical School team and the HR division Clinical School team:
- The General Division has responsibility for personnel, estates, research governance and strategic planning (Headed by Mrs Jackie Hall)
- The Education Division has responsibility for undergraduate clinical medical education, and for graduate affairs. (Headed by Dr Litsa Biggs).
- The Resources Division has responsibility for management of the School’s Finances (Headed by Mr Robin Uttin)
- The Research Office has responsibility for management of the School’s research grants and contracts (Headed by Dr Jo Martindale)
- The HR Team has responsibility for human resources at the Clinical School (Headed by Caroline Newman)
The responsibilities of the General Division, led by Jackie Hall, are wide ranging.
We provide oversight and support of departmental administration, including:
- Support and guidance on department admin structures,
- Recruitment of senior administration posts,
- Approval of recruitment for all posts,
- Assistance with personnel issues
We are responsible for the efficient operation of the Estate and University buildings on Campus, overseeing building works and carrying out project management. This includes responsibility for the School contingency and emergency action plans.
In addition the General Division, supports the activities of the Council of School and the Heads of Department Committee. These include REF, Nominations Committee, Research Governance, Athena SWAN and Strategic Planning.
The Education Division is responsible for administration of the clinical component of the Cambridge medical student programme. Currently, each year the School admits 160 students from the preclinical course onto the standard three year programme and the 6 year MB/PhD Programme, together with 20 students on the Cambridge Graduate Course in Medicine (CGCM). Whilst about half of the clinical course is based on the Addenbrooke’s site, students spend the rest of their time attached to hospitals and general practices throughout the East of England region and beyond. In addition to organising the students’ complex rotations, the Education Division is responsible for Quality Assurance of all clinical teaching and, in particular, for monitoring expenditure incurred by NHS Trusts and General Practices and charged to SIFT budgets.
The Education Division team supports the activities of the Faculty Board, the Clinical Dean, the part-time Associate Clinical Deans and assists the Clinical Students’ Society. At the postgraduate level, it supports the School’s Degree and MD/MChir committees and through the Higher Degrees Office and the Clinical Academic Training Office, provides administrative support in relation to approximately 620 graduate students and 220 clinical trainees on the Cambridge Biomedical Campus.
The Resources Division is responsible for managing the finances of the Clinical School and all departments through two main arms: Accounts and Financial Planning & Analysis.
The Accounts arm offers a centralised Accounts Office, providing transactional support and financial advice to departments. The team undertakes banking, primary and secondary approval of invoices, processing of expenses, journals, deposit movements and approval / set-up of new departments and account codes. It is the responsibility of this arm to ensure all financial procedures, as set by the University’s Finance Division, are implemented correctly and then followed. To help achieve this, regular meetings are held at the School (combined with the Research Office) to coach departments on new initiatives and more formal training is given at critical periods, such as year-end. A number of efficiency initiatives e.g. the implementation of e-Invoicing, are presently being pursued to streamline the School’s financial processing work.
The Financial Planning & Analysis arm undertakes all ‘value-add’ work. The main programmes of work in this area relate to the School’s Five Year Plan, budget setting and monitoring, monthly reconciliation and review of the financial statements, trust fund management, recharges to non-research sponsors and financial project work. The ultimate aim is to achieve improved financial planning, analysis, decision-making and control across the Clinical School.
Research Operations Office – Clinical School Team
The Research Operations Office (previously known as CRO) offers expert guidance in securing and administering sponsored research funding for our academics, administrators and sponsors, working together today to enable world class research tomorrow.
The Research Office is organised into School Teams and the Clinical School Team is based on the Addenbrooke’s Site. The Clinical School Team is responsible for the research administration for the whole lifecycle of research grants and contracts.
The Team is led by ROO Assistant Director Dr Jo Martindale.
More information on the Research Office can be found here.
Human Resources – Clinical School Team
The HR Team supports management and staff in the School by promoting best practice and providing advice, guidance and HR administration to help support the achievement of the School’s strategic objectives; ensuring that current UK employment legislation and university best practice are embedded within the client area. The team underpins HR processes with sound HR management information and data, and works with Departments to promote good HR practice and employee relations aligned to University policies and procedures.
The Clinical School HR Team comprises 2 teams who have responsibility for two distinct areas: Case Management and Projects, and HR Operations/Processes.
The HR School team are supported by the central HR Recruitment Services Team who provide contract administration and advice, and the Compliance Team who advise on immigration and administer certificate of sponsorship applications.
The central HR Division also includes a number of other teams such as Disability Resources Centre, Equality and Diversity, Personal and Professional Development, Childcare, Pensions, Health and Safety, Counselling, Occupational Health. Please refer to their separate internet pages for further information http://www.admin.cam.ac.uk/offices/hr/.