Job summary
As an Education Directorate we are continually looking at how we can support our students in practice to ensure their experience is the best it can be. As part of this support our Clinical Skills Team is looking for a highly motivated, well organised and innovative Band 4 Administrative Assistant to join them as a placement co-ordinator
The primary purpose of this role is to facilitate the allocation of placements across the Integrated Care Organisation (ICO) working with a range of education providers from Higher Education Institutes (HEI`s) to local schools
Main duties of the job
The post holder will provide cross cover for the Clinical Education and Widening Participation teams and will be required to:
Engage with a number of diverse learners.
Be responsible for liaising directly with partner organisations such as the Universities of Plymouth and Exeter in relation to specific pre- registration programmes and placement allocation
Be responsible for liaising with the PDT team and workforce to support allocation of placements and placement capacity
In collaboration with the wider Placement Development Team (PDT) ensure planned placements for relevant programmes meet the requirements of the professional bodies/ HEI`s including facilitating audits
Develop links across the ICO and wider community as well as other local employers
Ensure that there is a coordinated approach in liaising with managers, matrons and Workforce in planning appropriate placements and that these are organised well in advance.
Be a point of contact for matrons, ward managers and learners within the ISUs in relation to placements.
Respond to detailed enquiries regularly in a face to face, telephone, email or paper-based environment. This requires excellent interpersonal and negotiation skills and an extensive knowledge of placements and placement capacity
Manage and respond to sensitive information regarding staff, learners or students using empathy and tact.
About us
Why Work With Us
We are a forward-thinking progressive department, and we value every team members opinion,as we all bring experience and knowledge that challenges us to think differently. As such we pride ourselves in enabling staff both within the Directorate and across the organisation to progress to achieve their full potential, making a positive difference to their lives and those they care for.
Job description
Job responsibilities
Communication and Working Relationships
Directorate staff including Head of Education, Deputy Head of Education and Education Programmes Lead
Liaise directly with the Clinical Programmes Team
Liaise with multi-professional staff working within the Trust and the wider South Devon Health Community.
Engage with student groups.
Partnership working with educational providers: University of Plymouth University of Exeter (HEIs) Colleges and Schools.
Other health trusts, social care sector and independent sector as required within the Peninsula.
To liaise with external partners such as the Universities and Colleges
To be able to deal with complex queries independently and refer to senior colleagues when queries are outside their sphere of knowledge to ensure information is accurate.
Attend team meetings and provide detailed updates regarding placement capacity
Planning and Organisation
Able to work autonomously and manage their own workload
Develops, implements and sets up own administrative processes
Is able to problem solve on a daily basis and react appropriately to changing demands both internally and externally
Works on own initiative and prioritise own workload.
Works as part of a team both internally and externally with HEIs
Is flexible and adaptable.
Maintains effective administration services
Maintains and updates all databases to ensure accuracy of information
Ensures that placements and numbers are planned in advance to support capacity working with placement leads within the directorate.
Policy and Service Responsibility
Implement and update systems for monitoring and analysing safer systems of work through audit.
Ensure all appropriate data is recorded and easily obtainable for quality assurance purposes i.e data which is required by Health Education England (HEE) data for contractually linked projects and for Board and other Trust reports
Responsible for maintaining administration and recording systems and documentation.
The Trust operates a range of policies, e.g. Human Resources, Clinical Practice (available on the Trust intranet). All Trust employees must observe and adhere to the provisions outlined in these policies.
As a Trust employee you are expected to work in accordance with the Trusts values.
Continuing Professional Development
- Maintain professional competence, keeping abreast of developments in Health & Safety legislation, professional guidance and appropriate research. Participate in further training and attend approved courses as necessary to maintain a high level of professional expertise.
Job description
Job responsibilities
Communication and Working Relationships
Directorate staff including Head of Education, Deputy Head of Education and Education Programmes Lead
Liaise directly with the Clinical Programmes Team
Liaise with multi-professional staff working within the Trust and the wider South Devon Health Community.
Engage with student groups.
Partnership working with educational providers: University of Plymouth University of Exeter (HEIs) Colleges and Schools.
Other health trusts, social care sector and independent sector as required within the Peninsula.
To liaise with external partners such as the Universities and Colleges
To be able to deal with complex queries independently and refer to senior colleagues when queries are outside their sphere of knowledge to ensure information is accurate.
Attend team meetings and provide detailed updates regarding placement capacity
Planning and Organisation
Able to work autonomously and manage their own workload
Develops, implements and sets up own administrative processes
Is able to problem solve on a daily basis and react appropriately to changing demands both internally and externally
Works on own initiative and prioritise own workload.
Works as part of a team both internally and externally with HEIs
Is flexible and adaptable.
Maintains effective administration services
Maintains and updates all databases to ensure accuracy of information
Ensures that placements and numbers are planned in advance to support capacity working with placement leads within the directorate.
Policy and Service Responsibility
Implement and update systems for monitoring and analysing safer systems of work through audit.
Ensure all appropriate data is recorded and easily obtainable for quality assurance purposes i.e data which is required by Health Education England (HEE) data for contractually linked projects and for Board and other Trust reports
Responsible for maintaining administration and recording systems and documentation.
The Trust operates a range of policies, e.g. Human Resources, Clinical Practice (available on the Trust intranet). All Trust employees must observe and adhere to the provisions outlined in these policies.
As a Trust employee you are expected to work in accordance with the Trusts values.
Continuing Professional Development
- Maintain professional competence, keeping abreast of developments in Health & Safety legislation, professional guidance and appropriate research. Participate in further training and attend approved courses as necessary to maintain a high level of professional expertise.
Person Specification
Qualifications
Essential
- Educated to A Level/NVQ Level 3 or equivalent
- IT experience, particularly Microsoft Word and Excel
Desirable
- Experience working at Diploma level in business administration
Training
Essential
- Willingness to undertake training for the role as required
Knowledge
Essential
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Prior experience in NHS, University, Education or Clinical Education Setting.
- Personnel management
Desirable
- Knowledge of Clinical Education processes, procedures, and policies
Experience
Essential
- Ability to work under pressure and to tight deadlines
- Strong analytical skills
- Experience in managing own area of work
- Negotiation and interpersonal skills
Desirable
- Experience of student databases/systems
Specific skills
Essential
- Ability to undertake minute taking
- IT skills including setting up and managing databases, excel and word processing skills
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Proven track record of planning and coordinating complex processes
Person Specification
Qualifications
Essential
- Educated to A Level/NVQ Level 3 or equivalent
- IT experience, particularly Microsoft Word and Excel
Desirable
- Experience working at Diploma level in business administration
Training
Essential
- Willingness to undertake training for the role as required
Knowledge
Essential
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Prior experience in NHS, University, Education or Clinical Education Setting.
- Personnel management
Desirable
- Knowledge of Clinical Education processes, procedures, and policies
Experience
Essential
- Ability to work under pressure and to tight deadlines
- Strong analytical skills
- Experience in managing own area of work
- Negotiation and interpersonal skills
Desirable
- Experience of student databases/systems
Specific skills
Essential
- Ability to undertake minute taking
- IT skills including setting up and managing databases, excel and word processing skills
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Proven track record of planning and coordinating complex processes
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
