Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 820-7997815-COR
- Employer
- Birmingham Community Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Moseley Hall Hospital
- Town
- Birmingham
- Salary
- £25,760 - £27,476 Per Annum
- Salary period
- Yearly
- Closing
- 24/08/2026 23:59
Employer heading
Band 3 Clinical Student Administrator
Band 3
Job overview
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
The Clinical Student Administrator will ensure that the administrative processes required to support the Clinical student agenda are developed and maintained, servicing the appropriate meetings and task groups relating to clinical students activities requiring administrative support.
The post holder will be responsible for the maintenance of the relevant databases to ensure that data returns to Health Education England are accurate and timely.
Main duties of the job
· 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.
Working for our organisation
Equal Opportunities
Birmingham Community Healthcare NHS Foundation Trust is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race and disability.
Safeguarding
It is the responsibility of all staff to safeguard and protect children and adults at risk at all times and staff must report any concerns as per Safeguarding Children and Safeguarding Adults polices, which are available on the Trust’s intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.
Smoking
The Trust operates a No Smoking policy.
Mobility
Whilst the postholder will be based at an agree location this is a Trust wide appointment and travel around the Trust may be required.
Sustainability
The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trusts resources are used efficiently with minimum wastage throughout their daily activities
Dignity in Care
Birmingham Community Healthcare NHS Foundation Trust (BCHC) is committed to providing dignity in care for all our patients and service users across the Trust.
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
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- David Monckton
- Job title
- AHP Education Lead
- Email address
- [email protected]
- Telephone number
- 07933386304
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