Postgraduate Coordination Officer

Job Purpose

To coordinate, administer, and monitor postgraduate clinical training programmes at the Hospital, ensuring effective implementation of academic and clinical training activities, appropriate clinical supervision, compliance with accreditation requirements, and coordination between postgraduate trainees, clinical departments, academic institutions, and relevant regulatory bodies.

Key Duties and Responsibilities

Coordinate the implementation and day-to-day administration of postgraduate medical and clinical training programmes at the Hospital. Facilitate the development and implementation of postgraduate training plans, schedules, rotations, and academic activities in collaboration with relevant departments. Coordinate clinical placements and rotations of postgraduate trainees across designated clinical departments and specialized services. Liaise with universities, training institutions, professional councils, regulatory authorities, and other relevant stakeholders regarding postgraduate training arrangements. Facilitate the identification and allocation of clinical supervisors, mentors, and academic facilitators for postgraduate trainees. Monitor the availability and adequacy of clinical training opportunities, learning resources, and supervision arrangements. Coordinate orientation and induction programmes for newly admitted postgraduate trainees. Monitor trainee attendance, clinical rotations, academic participation, and compliance with institutional training requirements. Maintain updated records of postgraduate trainees, including admission details, academic progress, rotation schedules, attendance, assessments, and completion status. Coordinate the organization of academic activities, including seminars, case presentations, journal clubs, clinical conferences, and continuing professional development sessions. Facilitate the preparation and implementation of clinical training curricula and learning activities in collaboration with academic and clinical departments. Monitor the progress and performance of postgraduate trainees in collaboration with designated clinical supervisors and academic institutions. Coordinate the preparation, administration, and documentation of trainee assessments, evaluations, and competency-based learning activities.

Identify challenges affecting postgraduate training and recommend appropriate interventions to improve the quality and effectiveness of training programmes. Ensure that postgraduate training activities comply with applicable accreditation standards, institutional policies, professional regulations, and academic requirements. Support the preparation and maintenance of documentation required for accreditation, recognition, and quality assurance of postgraduate training programmes. Facilitate access to clinical cases, research opportunities, academic resources, and practical learning experiences in collaboration with clinical departments. Coordinate the participation of postgraduate trainees in research activities, scientific presentations, and academic publications. Support the development and implementation of policies, guidelines, and procedures governing postgraduate clinical training. Coordinate meetings between postgraduate trainees, clinical supervisors, academic representatives, and Hospital Management where necessary. Receive, document, and facilitate the resolution of concerns raised by postgraduate trainees regarding clinical training, supervision, learning conditions, and academic progress. Prepare periodic reports on postgraduate training activities, trainee performance, programme achievements, challenges, and recommendations. Monitor the adequacy of training facilities, clinical exposure, teaching resources, and supervision capacity. Participate in institutional committees and quality assurance activities related to medical education and postgraduate training. Promote professional ethics, patient safety, confidentiality, and adherence to clinical standards among postgraduate trainees. Support the development of partnerships and institutional collaborations aimed at strengthening postgraduate medical education. Perform any other related duties assigned by the immediate supervisor.

Expected Outputs / Deliverables

Updated postgraduate training plans and rotation schedules. Properly maintained postgraduate trainee records. Coordinated clinical placements and supervision arrangements. Training attendance and academic progress reports. Documented trainee assessments and performance evaluations. Organized academic and clinical learning activities. Accreditation and quality assurance documentation. Periodic reports on postgraduate training programme performance. Recommendations for improving postgraduate training quality.

Qualifications

Bachelor’s Degree in Nursing

3 Years of relevant experience

Bachelor’s Degree in General medicine

3 Years of relevant experience

Bachelor’s Degree in Mental Health Nursing

3 Years of relevant experience

Bachelor’s degree in clinical psychology

3 Years of relevant experience

Required certificates

Valid License to practice issued professional council in Rwanda

Required competencies and key technical skills

Analytical skills

Fluency in Kinyarwanda, English and/ or French. Knowledge of Swahili is an added advantage

Communication skills

Resource management skills

Problem solving skills

Decision making skills

Mentoring and coaching skills

Time management skills

Risk management skills

Results oriented

Digital literacy skills

Interpersonal skills;

Planning & Organizational Skills

Good knowledge of Rwanda Health System

Knowledge of clinical services Policy and procedure