Clinical Placement

**Job Purpose**:
Reporting to the Manager of Clinical Learning and with guidance from the Placement and Academic Coordinators and the PN to BScN Site Manager, the Clinical Placement and Academic Administrative Assistant performs a range of administrative services to support the clinical placement and academic processes at both the Peterborough and George Brown sites.

The incumbent assists with the organization of the clinical placement and academic processes. These processes may include communicating with agencies, faculty personnel, students, and recognizing and solving placement conflicts in consultation with the Manager, Clinical Learning and the Placement Coordinators. The Clinical Placement and Academic Administrative Assistant is also a primary point of contact of the TFSON in regards to Non
- Academic Requirements at the GBC site. This includes liaising with Synergy Gateway to verify that students and clinical instructors meet all contractual health and safety requirements (CPR, immunization, criminal record checks, mask fit testing, etc.) before attending all clinical placements.

The incumbent provides effective and efficient services; they are expected to provide timely service to clients, maintain confidentiality, and use diplomacy and tact regarding internal and external relations.

**Key Activities**:
**_Administrative Support for Clinical Placement Coordination: _**
- Enters, organizes and tracks clinical placement requests for Nursing Programs into the HSPnet database in collaboration with the Placement Coordinators
- Enters and edits information in the HSPnet system, including updating course information, establishing new cohorts for all programs, and ensuring accurate faculty and student lists.
- Liaises with organizations to confirm placement details and student/instructor orientation and onboarding processes.
- Prepares and distributes appropriate forms and request sheets
- Distributes agency orientation and requirements information to students and faculty.
- Triages instructor and student queries re: clinical placements and forwards any unresolved issues to the appropriate persons
- Prepares insurance requests.
- Identifies and addresses overlaps in clinical placements.
- Runs reports and disseminates information as directed.
- Tracks affiliation agreements and assists with the signing process at Trent University. Reviews and maintains affiliation agreements with placement sites and acts as a liaison in collaboration with the Placement Coordinator for legal liability, liability insurance coverage, WSIB agreements (Work/Education Placement agreements) and authorizing signatures. Consults with university legal counsel and risk management as needed
- Prepares group and schedule information for receiving agencies each term.
- Creates, maintains, and updates electronic databases for documents and mailings.
- Maintains complete records and non-record filing systems for all required documentation (insurance, WSIB) related to organizational liability associated with clinical placement agreements ensuring FIPPA, HSPnet and university confidentiality standards are met, including archiving and retrieval of documents.
- Assists in developing infrastructure and maintaining an electronic database and hard-copy filing system for information about students, instructors and placement partner sites
- Prepares correspondence of a confidential nature, as directed, including preparation and distribution of preceptor appreciation material.
- Books appointments for the Placement Coordinators, as required.
- Attends all Placement team meetings and other departmental meetings
- Assists with the invitations to Student Poster Presentations
- Collaborates with all Clinical Placement team members to develop and maintain an annual cycle plan for the role
- Participates in the planning and organizing of cyclical activities associated with clinical operations, e.g., orientation sessions, preceptor workshops, professional development events and student recognition events and activities, Nurses Week events,
- Maintains a tracking system to ensure clinical placement requests are finalized, in a timely manner, by completing follow-up calls to placement providers as required.
- Works with the Placement Coordinators to ensure accurate entry of requests.
- Liaises with the Office of Risk Management, Student Health Services, and Occupational Health Departments at practicum sites and faculty to follow up on student injury, exposure to infectious diseases, and WSIB forms (if applicable). Reviews the particulars of the incident and applies established protocols and policies to the situation—updates reporting forms as needed.
- Notifies students and clinical of the individual's responsibilities concerning the affiliation agreement such as confidentiality forms, certification of health and immunization requirements, additional agency-specific health requirements, orientation and computer training;
- Develops and maintains Blackb