Job Information
Job Title: Administration Assistant
Department: Nurse Education & Practice Development (NEPD)
Job Function: Non-Clinical
Reporting to: Assistant Director of Nursing
Location: Hermitage Clinic
Posted: 04.06.2026
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.
Key Responsibilities
Education & Training Records
Maintain accurate and up-to-date education and training records for all nursing staff
Track mandatory and statutory training compliance (e.g. fire safety, manual handling, Children's first, BLS/ALS, infection prevention etc)
Monitor attendance, expiry dates, renewals, and re-certification requirements
Update electronic Time Management System (TMS) and staff databases
Generate reports for audits, inspections, governance meetings, and management review
Administrative Support
Provide administrative support to the Nursing Education Practice Development team
Coordinate training schedules, study days, inductions, and education sessions
Communicate training requirements and reminders to nursing staff and line managers
Prepare attendance lists, certificates, sign-in sheets, and evaluation forms
Maintain structured filing systems (electronic and paper-based) in line with data protection standards
Provide administration support to the Operational ADONs – complete TMS for bank and pool staff; upload roster data to SharePoint; maintain agency spreadsheets
Compliance & Quality
Support preparation for internal audits, external inspections, and accreditation visits
Ensure records align with professional regulatory standards (e.g. Nursing and Midwifery Board requirements)
Assist in the development and maintenance of education databases, trackers, and dashboards
Adhere to GDPR and confidentiality requirements at all times
Communication & Liaison
Act as a point of contact for nursing staff regarding education records and training queries
Liaise with internal departments, training providers, and external agencies as required
Support onboarding and induction education tracking for new nursing staff
Essential Criteria
Minimum 2 years administration experience
Proven administrative experience, preferably in a healthcare or education setting
Strong organisational skills with excellent attention to detail
Experience managing records, databases, or scheduling systems
High level of computer literacy (MS Word, Excel, Outlook; TMS experience desirable)
Ability to prioritise workload and meet deadlines
Excellent written and verbal communication skills
Understanding of confidentiality and data protection principles
Desirable Skills
Previous experience working in nursing, healthcare education, or clinical governance environments
Familiarity with regulatory or compliance frameworks for nursing staff
Experience preparing audit or compliance reports
Knowledge of continuing professional development (CPD) processes
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