Administration Assistant

Job Title: Administration AssistantDepartment: Nurse Education & Practice Development (NEPD)Job Function: Non-ClinicalReporting to: Assistant Director of NursingLocation: Hermitage ClinicJob PurposeThe 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. Job Background/ContextThe Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. The NEPD provides a range of training and development programs hospital wide.Key Responsibilities Education & Training RecordsMaintain accurate and uptodate education and training records for all nursing staffTrack 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 requirementsUpdate electronic Time Management System (TMS) and staff databasesGenerate reports for audits, inspections, governance meetings, and management reviewAdministrative SupportProvide administrative support to the Nursing Education Practice Development teamCoordinate training schedules, study days, inductions, and education sessionsCommunicate training requirements and reminders to nursing staff and line managersPrepare attendance lists, certificates, sign-in sheets, and evaluation formsMaintain structured filing systems (electronic and paper-based) in line with data protection standardsProvide administration support to the Operational ADONs - complete TMS for bank and pool staff; uploading of rosters to SharePoint; maintain agency spreadsheet.Compliance & QualitySupport preparation for internal audits, external inspections, and accreditation visitsEnsure records align with professional regulatory standards (e.g. Nursing and Midwifery Board requirements)Assist in the development and maintenance of education databases, trackers, and dashboardsAdhere to GDPR and confidentiality requirements at all timesCommunication & LiaisonAct as a point of contact for nursing staff regarding education records and training queriesLiaise with internal departments, training providers, and external agencies as requiredSupport onboarding and induction education tracking for new nursing staff Essential CriteriaKnowledge / ExperienceMinimum 2 years administration experienceProven administrative experience, preferably in a healthcare or education settingStrong organisational skills with excellent attention to detailExperience managing records, databases, or scheduling systemsHigh level of computer literacy (MS Word, Excel, Outlook; TMS experience desirable)Ability to prioritise workload and meet deadlinesExcellent written and verbal communication skillsUnderstanding of confidentiality and data protection principlesSkills/ CompetenciesInterpersonal and communication skillsFlexibilityTeam skillsPlanning and organising skillsAbility to work on own initiativeTime managementIT skillsDesirable SkillsIdeally previous experience working in nursing, healthcare education, or clinical governance environmentsFamiliarity with regulatory or compliance frameworks for nursing staffExperience preparing audit or compliance reportsKnowledge of continuing professional development (CPD) processesKnowledge/ ExperiencePrevious experience in a healthcare/education environment