Job summary
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.
About us
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.
Job description
Job 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 adhoc reports, and using information to support planning, monitoring, and decisionmaking.
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.
Job description
Job 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 adhoc reports, and using information to support planning, monitoring, and decisionmaking.
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
- 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
- IT-related qualifications (eg ECDL, RSA II, MS Office training) or equivalent experience
- Any NHS or HEI system training (ESR, placement systems)
Knowledge
Essential
- 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
- Experience of working in the NHS or HEI in a similar role
- Familiarity with NHS administrative systems (ESR, E-rostering, placement systems)
Communication
Essential
- 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
- Ability to adapt communication style for different audiences, including learners, clinical staff, and external partners.
Person Specification
Qualifications
Essential
- 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
- IT-related qualifications (eg ECDL, RSA II, MS Office training) or equivalent experience
- Any NHS or HEI system training (ESR, placement systems)
Knowledge
Essential
- 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
- Experience of working in the NHS or HEI in a similar role
- Familiarity with NHS administrative systems (ESR, E-rostering, placement systems)
Communication
Essential
- 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
- Ability to adapt communication style for different audiences, including learners, clinical staff, and external partners.
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).
