Senior Administrator Beacon Academy

Job Description Job Title: Senior Administrator Department: UCD Beacon Hospital Academy Reports to: Director of Education, Research & Medical Staff OfficeDate: 2025Overall Purpose of JobThe main purpose of this role is to support delivery of Undergraduate and Postgraduate Education in Beacon Hospital through the UCD Beacon Academy . Key Responsibilities and DeliverablesStudent Experience: o       Facilitate and coordinate the placement of students with their respective departments. o       Act as a resource for students before and during placement.o       Ensure the administrative policies are current and in place to support students. o       Ensure all student pre requisite placement documentation is current and complete prior to the commencement of all student placements. Manage the date base of student allocations and documentation.o       Coordinate all IT set up and mandatory training for students attending UCD Beacon Hospital Academyo       Ensure all students have completed their mandatory training and have attended a hospital orientation prior to attending the wards, clinical areas, place of work.o       Elicit formal feedback from students throughout student placement and identify potential improvement opportunities.o       This role also includes supporting students from other colleges outside of the UCD network who have been accepted to attend clinical placement in Beacon Hospital. Clinical Education:o       Provide administrative support in maintaining mandatory training databaseso       Support delivery of Continuing Professional Development events including study days. This includes enrolment, event planning and feedback. o       Provide administrative support where required for educational/academic events in Beacon Hospital. Process: o  Identify and implement work flow processes necessary to ensure effective and efficient delivery of the academy objectives as laid out by the UCD Beacon Hospital Academy Steering Committee Meetings. Communication: o  Liaise closely with Beacon Hospital staff and Beacon Hospital consultants to ensure effective and efficient utilisation of available resources within the UCD Beacon Hospital Academy. This includes but is not limited to inviting staff and consultants to become involved in clinical education, managing tutorials timetables, gaining and providing feedback and planning educational events.o  Liaise closely with UCD Administrative Staff and ensure the following -§ Smooth transition of students from academic modules to clinical placement modules.§ Timely dissemination of student names and dates of placement from UCD.§ Timely communication with UCD on student updates – poor performing student, absentee student, etc. Intern Experience o       Liaise with the UCD Intern Network Administrator and other UCD personnel, Beacon Hospital Medical Office, Consultants and Beacon staff to develop “best in class” intern programmes and help to facilitate the creation of a best practice quality led clinical learning environment.o       Facilitate and coordinate the placement of Interns in accordance with service line’s needs in conjunction with the Beacon Medical Staff Office.o       Act as a resource to Interns.o       Ensure hospitals policies and procedures pertaining to Interns reflect those required of the Irish Medical Council and those of Joint Commission International as per Medical and Professional Education Standards.Post Graduate Experience o  Liaise with the UCD School of Medicine, UCD CHAS and Beacon Hospital to develop best in class placement programme for the MSc Primary Health Masters students who attend on clinical placement. o  Fellowships – Act as a resource for Fellowship candidates in Beacon Hospital under the various Depts and Specialties. Health Care Assistant Training Academy o  Manage the administrative operations of the HCA Training Academy  Administrative Duties: o  Secretariat for the UCD Beacon Hospital Academy Steering Committee.o  Co-ordinate and manage the logistics of the UCD Beacon Hospital Academy meetings locally and externally. This includes the timely dissemination of relevant information pertinent to each meeting.o  Manage centrally the data obtained through the business of the Academy’s undergraduate and postgraduate program i.e. students enrolment status, academic achievements, licensure competencies, mandatory training o  Support the administrative process of faculty membership for staff and consultants. This includes but is not limited to drafting applications for such positions, and ensuring the necessary paperwork is given to UCD in a timely manner. o  Maintain up to date database including but not limited to student numbers, student experience and education feedback.  Quality and Improvement:o  Assist the manager in ensuring UCD Beacon Hospital Academy’s policies and procedures reflect those required of the individual clinical regulatory bodies (ABA, CORU, NMBI, and IMC) and those of Joint Commission International (JCI) as per Medical and Professional Education Standards.o  Champion the implementation and compliance of the aforementioned policies with the academy’s stakeholders - consultants, patients, clinical staff, students and UCD personnel.o  Participate and carry out audits to ensure that Beacon Hospital Academy programmes meet academic requirements, Beacon Hospital quality and patient safety standards and any other applicable performance measures. Person SpecificationQualifications§ Educated to degree levelExperience § Experience in managing people§ Experience in operational management § Strong administrative background desirableJob Specific Competencies and Knowledge§ Must have an interest in clinical education§ Knowledge of hospital operations § Performance Driven § High level end user computer skills – Excel, PPT Presentation, etc.Personal Competencies§ Self-Starter and able to work independently§ Proven organisational skills§ Excellent verbal and written communication skills§ Flexible and proven ability to multi task§ Team player All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required by their manager or Hospital management.  This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.