Role Purpose
The Clinical Administrator is responsible for implementing all clinical requirement protocols across all
programmes at PCI College, including all administrative tasks critical to the effective operation of the
clinical department. Collaborating closely with the Clinical Manager, the Clinical Administrator ensures
student adherence to programme-specific clinical requirements and provides comprehensive support to
facilitate the student in completion of their programme-required clinical obligations.
Clinical Administration
- Maintain a strong working knowledge of programme-specific clinical practice requirements across relevant undergraduate and postgraduate programmes.
- Monitor programme timelines, submission dates, sign-off points, and clinical administration deadlines.
- Receive, review, record, and track student clinical submissions, including therapy logs, supervisor reports, supervisor contracts, Placement 4-Way Agreements, placement documentation, and related clinical records.
- Maintain accurate and up-to-date records of student placement status, supervisor details, outstanding requirements, and clinical progression.
- Ensure clinical tracking systems are regularly updated, accurate, secure, and compliant with PCI College data protection and confidentiality procedures.
- Proactively follow up on outstanding, incomplete, or incorrect submissions, ensuring deadlines are clearly communicated and monitored.
- Manage own workload effectively, prioritise competing tasks, and complete key administrative duties within required timeframes.
- Assist the Clinical Manager in reviewing and updating clinical documentation, policies, procedures, templates, and student-facing guidance.
- Support ongoing improvements to clinical administration processes, ensuring efficiency, consistency, and high professional standards.
Student Monitoring, Concerns, Reporting and Ethical Data Handling
- Monitor student engagement with clinical requirements and identify students at risk of falling behind, missing deadlines, or not meeting programme obligations.
- Identify recurring issues or patterns in student submissions, placement documentation, or engagement and bring these to the attention of the Clinical Manager.
- Report and escalate student concerns to the Clinical Manager in a timely, accurate, and professional manner, including concerns relating to placement progress, lack of engagement, professional conduct, ethical issues, or potential fitness-to-practise matters.
- Provide regular updates and support the preparation of reports or summaries relating to student clinical progression, placement status, outstanding requirements, and areas of concern.
- Ensure student information is accessed, recorded, stored, shared, and retained only for legitimate professional purposes and in line with PCI College policies, GDPR requirements, data protection legislation, and relevant ethical and professional standards.
Programme and Departmental Support
- Review and monitor student clinical submissions to ensure they meet relevant programme benchmarks, clinical requirements, and professional expectations.
- Liaise with the Clinical Manager and Programme Teams at key sign-off points to confirm student completion of clinical requirements.
- Support the Clinical Manager in the clinical work sign-off process across programmes.
- Assist with the organisation, administration, and delivery of Client Work Briefings.
- Work closely with the Programmes Office as required, including preparation for Awards Boards and other key academic processes.
- Provide clear, accurate, and timely responses to student queries regarding programme-required clinical elements.
- Ensure student communication is professional, consistent, and aligned with approved clinical guidance, programme requirements, and the standards expected of a leading provider of counselling and psychotherapy training.
- Work collaboratively with academic, programme, administrative, and clinical colleagues to support effective communication and appropriate escalation.
- Represent the Clinical Manager, as required by deputising in their absence to ensure effective leadership and representation of the clinical team for e.g., representing the dept at boards or at Head of Dept meetings etc.
General Duties
- Maintain familiarity with programme requirements, clinical administration procedures, College policies, and relevant validation, accreditation, and governing body requirements.
- Support the maintenance of high standards aligned with statutory and relevant professional bodies, including IACP/CORU requirements and codes of ethics where applicable.
- Uphold high standards of ethical practice, confidentiality, professional boundaries, responsible information governance, and data protection in all aspects of the role.
- Attend relevant College meetings, events, conferences, graduation ceremonies, and other activities as requested.
- Maintain own continuing professional development as appropriate to the role.
- Contribute to a culture of accountability, professionalism, continuous improvement, ethical administration, and student support within the Clinical Department.
- Undertake any other duties appropriate to the role as may reasonably be required by the Clinical Manager or PCI College.
This job description is not exhaustive and may be reviewed and updated in line with the needs of the College.
Essential Criteria
The successful candidate will demonstrate:
- A degree-level qualification.
- Excellent written and verbal communication skills.
- Strong planning, scheduling, organisational, and prioritisation skills.
- A high level of self-motivation, initiative, and personal accountability.
- The ability to work independently, manage competing priorities, meet deadlines, and follow tasks through to completion.
- Excellent attention to detail, particularly in relation to record-keeping, tracking, reporting, and student documentation.
- The ability to identify issues early, escalate concerns appropriately, and maintain accurate records of follow-up actions.
- Knowledge of the counselling and psychotherapy profession and an understanding of professional training standards.
- Strong understanding of confidentiality, discretion, GDPR, data protection principles, and the ethical handling of sensitive student information.
- Sound judgement in knowing when and how to escalate student concerns appropriately.
- Proficiency in Microsoft Office, including Teams, Word, Excel, and Outlook.
- A willingness and ability to learn new systems, processes, and administrative procedures.
- A professional, discreet, and sensitive approach to student information, clinical records, and student concerns.
- The ability to work collaboratively with academic, programme, administrative, and clinical colleagues.
- Resources to support working from home, i.e. access to reliable internet etc.
Desirable Criteria
The following would be advantageous:
- Qualification as a Counsellor, Psychotherapist, Psychologist, or related professional.
- Experience or awareness of clinical practice management.
- Experience working in higher education or a professional training environment.
- Familiarity with IACP and/or other relevant accrediting body codes of ethics.
- Familiarity with CORU regulation.
- Experience managing student records, placement documentation, compliance tracking, or professional practice requirements.
- Experience producing reports, tracking progress against deadlines, or supporting quality assurance processes.
- Experience working with confidential, sensitive, or regulated student records.
Key Attributes
The role would suit someone who is:
- Highly organised, dependable, and detail oriented.
- Self-directed, proactive, and confident working independently.
- Deadline-focused and able to prioritise effectively.
- Calm, professional, solution-focused, and accountable.
- Ethically aware, discreet, and trusted to manage sensitive information responsibly.
- Committed to confidentiality, data protection, professional standards, and high-quality record-keeping.
- Confident in escalating concerns appropriately and promptly.
- Committed to maintaining the high standards expected within a leading counselling and psychotherapy training provider.
- Comfortable following established processes while also identifying opportunities for improvement.
Job Type: Full-time
Pay: €32,000.00-€37,000.00 per year
Benefits:
- Bike to work scheme
- Company events
- Company pension
- Employee discount
- On-site parking
- Work from home
Work authorisation:
Work Location: Hybrid remote in Dublin, County Dublin
