Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: fixed term
- Hours
- Full time
- Flexible working
- Job ref
- 372-CORP2044
- Employer
- Calderdale and Huddersfield NHS Foundation Trust
- Employer type
- NHS
- Site
- Huddersfield Royal Infirmary
- Town
- Huddersfield
- Salary
- £25,760 - £27,476 per annum, pro rata
- Salary period
- Yearly
- Closing
- 26/04/2026 23:59
- Interview date
- 04/05/2026
Employer heading
Administrator in Clinical Education and Workforce Development
NHS AfC: Band 3
Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.
We are committed to recruiting to our values. Leading One Culture of Care underpins our values by creating an environment, tone and behaviours across all parts of the Trust that are fundamentally rooted in compassionate care.
We are open to considering a wide range of flexible working arrangements. There are opportunities to flex the days of the week, hours and times of work and place of work including: part-time, job-share, flexible working hours and the possibility to work from home when appropriate. Please talk to us during the interview process to discuss any flexibility that you may require.
We received our Silver Award from the Defence Employer Recognition Scheme which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we provided its statement of intent to support all Defence personnel and we welcome application to work for us.
Our Future Plans
The Department of Health and Social Care has awarded capital funding to invest in local health services at both Calderdale Royal Hospital and Huddersfield Royal Infirmary. This is a significant investment and an opportunity to enhance services for our populations in Calderdale and Huddersfield and West Yorkshire for generations to come. To find out more, please visit https://future.cht.nhs.uk/
Job overview
The Clinical Education Administrator plays a key role in supporting the smooth delivery of high‑quality education, training, and workforce development across the organisation. As part of a busy, learner‑focused team, the postholder provides efficient and proactive administrative support to ensure effective coordination of placements, teaching sessions, CPD activity, and pastoral processes for a wide range of learners and staff.
A core part of the role involves confident use of multiple digital systems to maintain accurate records, process learner information, and support reporting requirements. The postholder will use education, workforce, and Trust‑wide systems to input data, run reports, and support monitoring, progress tracking, and operational decision‑making. Accuracy, attention to detail, and the ability to handle confidential information with discretion are essential.
The role requires strong organisational skills, the ability to manage competing priorities, and a commitment to providing clear, responsive communication to learners, educators, and external partners. The postholder will work closely with clinical educators, Trust teams, and HEIs to help maintain a positive and well‑organised learning environment.
This post is essential to sustaining the quality, safety, and continuity of the Trust’s education and workforce development programmes, ensuring activity is well‑coordinated, data‑informed, and aligned with governance and assurance requirements.
Main duties of the job
The postholder will provide high‑quality administrative support to the Clinical Education team, ensuring the smooth coordination of placements, teaching sessions, CPD activity, simulation events, and learner support processes.
They will manage day‑to‑day administrative workflows, including maintaining accurate records, supporting communication with learners, staff and educators, and ensuring timely responses through shared inboxes and scheduling systems.
The role involves confident use of multiple digital platforms to input data, run reports, and support the monitoring of education activity. The postholder will act as a first point of contact for learners, staff, and external partners, offering clear, professional, and supportive communication.
They will also assist with the organisation of education, recruitment events and training sessions, ensuring that logistics, resources, and documentation are in place to support high‑quality delivery.
Working for our organisation
CHFT is an integrated Trust of 6,500+ colleagues providing hospital and community services to patients and communities across Calderdale and Kirklees. We are rated as ‘Good’ by the Care Quality Commission, are a top performing Trust for Elective Recovery, Emergency and Cancer Care and widely acknowledged as a national digital lead when it comes to caring for people across our local and regional systems.
Our people are at the core of everything we do, hence our commitment to One Culture of Care. Our focus is to care for and support each other in order to provide outstanding compassionate care to our patients. That is why we are looking for an inclusive collaborative, creative, innovative and compassionate leader to join us in this role.
Detailed job description and main responsibilities
The postholder will be responsible for delivering comprehensive administrative support across all areas of clinical education, ensuring that operational processes run efficiently and in line with governance and assurance requirements. This includes maintaining accurate learner and workforce data across multiple systems, generating routine and ad‑hoc reports, and using information to support planning, monitoring, and decision‑making.
They will coordinate teaching timetables, placements, induction programmes, and CPD activity, ensuring that schedules, communications, and resources are well organised and accessible. The role requires preparing agendas, minutes, and documentation for meetings, maintaining organised filing systems, and supporting audit readiness.
The postholder will liaise with clinical teams, educators, recruitment colleagues, and external partners, providing timely and professional communication while handling sensitive information with discretion.
They will support the delivery of education events by managing logistics, equipment, attendance tracking, and learner engagement.
In addition, the postholder will contribute to continuous service improvement by identifying opportunities to streamline processes, enhance data quality, and strengthen the learner experience, while providing flexible support to colleagues to maintain service continuity during busy periods.
Person specification
Qualifications
Essential criteria
- GCSE (or equivalent) grades A*- C in Maths and English
- Evidence of ongoing training and development
- NVQ level 2 or above in Business Administration or Customer Service (or equivalent)
- Willingness to undertake training relevant to the role.
Desirable criteria
- IT-related qualifications (eg ECDL, RSA II, MS Office training) or equivalent experience
- Any NHS or HEI system training (ESR, placement systems)
Knowledge
Essential criteria
- Ability to prioritise tasks and workload and respond to changing requirements
- Experience of working in an office environment providing administrative support.
- Confident using digital systems (Eg MS Word, Outlook, Power point, Teams and Excel)
- Able to demonstrate experience in collating and reporting data.
- Able to maintain accurate records with an understanding of confidentiality and data Protection (GDPR)
- Able to work collaboratively within a multidisciplinary team, sharing information appropriately to support smooth service delivery.
- Use own initiative and awareness of limitation of the role.
Desirable criteria
- Experience of working in the NHS or HEI in a similar role
- Familiarity with NHS administrative systems (ESR, E-rostering, placement systems)
Communication
Essential criteria
- Excellent communication/customer care skills both written and verbal including emails, notes and updates.
- Able to liaise professionally with colleagues/learners at all levels and collaborate across a range of HEIs, teams, and services.
- Confident in handling telephone, email, and face‑to‑face enquiries in a calm and courteous manner.
- Able to maintain professionalism when dealing with sensitive, confidential, or emotionally charged situations
- Effective listening skills.
- Flexible and adaptable approach
Desirable criteria
- Ability to adapt communication style for different audiences, including learners, clinical staff, and external partners.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Sana Ahmed or Victoria Power
- Job title
- Senior Administrator/Matron for CET
- Email address
- [email protected]
- Telephone number
- 01484 343664
- Additional information
Informal conversations and visits are encouraged.
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