Job Title: Administration Assistant
Department: Nurse Education & Practice Development (NEPD)
Job Function: Non-Clinical
Reporting to: Assistant Director of Nursing
Location: Hermitage Clinic
Job Purpose
The Administrative Assistant provides comprehensive administrative support to the Nursing Education and Practice Development team, and the operational ADONs. The role is primarily responsible for the accurate coordination, maintenance, and reporting of time and attendance and nursing education, training, and competency records to ensure compliance with regulatory, organisational, and professional requirements.
Flexibility will be required of the Administrative Assistant to ensure all administration activities are adhered to and you may occasionally be required to cover other admin areas. Confidentiality regarding patient/staff information is of utmost importance and must be always respected.
Job Background/Context
The Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. The NEPD provides a range of training and development programs hospital wide.
Key Responsibilities
Education & Training Records
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Maintain accurate and uptodate education and training records for all nursing staff
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Track mandatory and statutory training compliance (e.g. fire safety, manual handling, Children's first , BLS/ALS, infection prevention etc)
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Monitor attendance, expiry dates, renewals, and re-certification requirements
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Update electronic Time Management System (TMS) and staff databases
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Generate reports for audits, inspections, governance meetings, and management review
Administrative Support
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Provide administrative support to the Nursing Education Practice Development team
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Coordinate training schedules, study days, inductions, and education sessions
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Communicate training requirements and reminders to nursing staff and line managers
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Prepare attendance lists, certificates, sign-in sheets, and evaluation forms
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Maintain structured filing systems (electronic and paper-based) in line with data protection standards
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Provide administration support to the Operational ADONs - complete TMS for bank and pool staff; uploading of rosters to SharePoint; maintain agency spreadsheet.
Compliance & Quality
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Support preparation for internal audits, external inspections, and accreditation visits
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Ensure records align with professional regulatory standards (e.g. Nursing and Midwifery Board requirements)
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Assist in the development and maintenance of education databases, trackers, and dashboards
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Adhere to GDPR and confidentiality requirements at all times
Communication & Liaison
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Act as a point of contact for nursing staff regarding education records and training queries
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Liaise with internal departments, training providers, and external agencies as required
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Support onboarding and induction education tracking for new nursing staff
Essential Criteria
Knowledge / Experience
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Minimum 2 years administration experience
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Proven administrative experience, preferably in a healthcare or education setting
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Strong organisational skills with excellent attention to detail
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Experience managing records, databases, or scheduling systems
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High level of computer literacy (MS Word, Excel, Outlook; TMS experience desirable)
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Ability to prioritise workload and meet deadlines
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Excellent written and verbal communication skills
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Understanding of confidentiality and data protection principles
Skills/ Competencies
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Interpersonal and communication skills
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Flexibility
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Team skills
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Planning and organising skills
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Ability to work on own initiative
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Time management
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IT skills
Desirable Skills
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Ideally previous experience working in nursing, healthcare education, or clinical governance environments
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Familiarity with regulatory or compliance frameworks for nursing staff
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Experience preparing audit or compliance reports
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Knowledge of continuing professional development (CPD) processes
Knowledge/ Experience
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Previous experience in a healthcare/education environment
