Band 3 Clinical Student Administrator

Job description

Detailed job description and main responsibilities
Main Duties
• Maintain and update Educational Audit data base under the guidance of the Clinical Student Manager, producing monthly/quarterly reports.
• Maintain and update clinical student expenses as required
• Provide appropriate administrative support in relation to organisation/HEI Pre-Reg recruitment / induction sessions of Clinical Students.
• Create, update and maintain Clinical Student files under the direction of the Clinical Student Manager
• Collect and process the monthly student activity data to produce accurate student activity reports on a monthly/quarterly basis for the Clinical Student Manager.
• Collect and process monthly activity required for the Nursing & Midwifery Council Live Register/ Clinical Educators register and produce monthly/quarterly reports for the Clinical Student Manager.
• Collate the pre-registration Higher Education Institution allocation reports and enter into the relevant allocations database under the guidance of the Clinical Student Manager/ Clinical Student Facilitators and produce monthly/quarterly reports for the Clinical Student Manager.
• Collate amendments to the pre-registration allocation reports and liaise with the Clinical Student Manager /Clinical Student Facilitators.
• Collate the Post Registration placement information, enter into the relevant allocations database and produce reports for Clinical Student Manager.
• Maintain and update Secondee database.
• Organise Secondee 1-1 meetings with Clinical Student Manager.
• Update the Clinical Student Hub and webpage as required
• Monitor and maintain the Clinical Students Allocations inbox on a daily basis.
• Maintain and update Educational Audit data base under the guidance of the Clinical Student Manager, producing monthly/quarterly reports.
• Maintain and update clinical student expenses as required
• Provide appropriate administrative support in relation to organisation/HEI Pre-Reg recruitment / induction sessions of Clinical Students.
• Create, update and maintain Clinical Student files under the direction of the Clinical Student Manager
• Maintain and update student payslip information ensuring details are correct and payslips are dealt with in a timely manner.
• Maintain the electronic calendars for appropriate members of the Professional Development team, prioritizing and responding to requests for meetings as appropriate.
• Attend appropriate Trust and HEI meetings as required.
• Set up meetings with HEI's and Trust Divisions as required.
• Administration support for Smartcard access and RIO training.
• Support Professional Development Co-ordinator with the process for HEI Re-Reg interview bookings and Fitness for Practice/DBS panel bookings.
• Provide administrative support for Clinical Student Forums on a monthly basis.
• Provide administrative support for Mentor Updates and Sign off Mentor Training.
• Support Professional Development Coordinator with Mentor Course HEI applications ensuring all relevant databases are updated.
• Support the Professional Development Co-ordinator in producing the appropriate requested reports
• Support the Professional Development Coordinator with bespoke training and education events.
• Support with photocopying, faxing, scanning, laminating, typing of routine and ad-hoc correspondence and reports as required.
• Deal with internal/external post and emails on a day to day basis
• Maintain and monitor stock levels in relation to stationery.
• Make and receive telephone calls, taking messages, dealing with enquiries and directing calls as appropriate
• Maintain Nurse Associate database and provide monthly reports.
• Maintain Transition to Practice/Preceptorship database and provide monthly reports.
• Maintain Development Programme database and provide monthly reports.
• In line with the Trust being a major provider in Community and Primary care

services, the post holder will be expected to support these developments and take responsibility for areas of responsibility within any future service developments.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

To minimise the Trust's environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.

Key Relationships

To establish effective working relation with the following:
• Head of Clinical Education and Professional Development
• Clinical Student Manager
• Clinical Student Facilitators
• Professional Development Coordinator
• Higher Education Institutions (HEI's)
• Clinical Divisions
• Practice Teachers
• Clinical Mentors

Person specification

Qualifications & Training

Essential criteria

• NVQ Level 3 in Business Administration or equivalent experience
• English and Maths GCSE Level C or equivalent
• Evidence of continuing professional development

Experience

Essential criteria

• Relevant experience of administration relating to training.
• Relevant experience of communication with healthcare professionals
• Handling sensitive and complex information
• Excellent presentation and communication skills

Desirable criteria

• Relevant experience of minute taking
• Evidence of word processing and associated software

Skills and Knowledge

Essential criteria

• High degree of IT literacy to include word processing / Excel and software packages
• Ability to work to deadlines
• Ability to work on own initiative

Desirable criteria

• Relevant experience of minute taking

Personal Qualities

Essential criteria

• Good communicator who presents and interacts well with staff at all levels
• Ability to motivate self

Desirable criteria

• Relevant experience of minute taking

Other Job requirements

Essential criteria

• Occasional Physical Effort
• Flexible Attitude to Work

UK Home Office Visa Sponsorship requirements

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list -