Placements Officer

Job Number

BU03484

School/Department

Student Services: Student Administration

Grade

5

Contract Duration

Permanent

Responsible to

Records & Data Administrator

Overview

To work closely with the Student Administration Manager to provide effective support to the Placement provision across the Professional Programmes, to include practice learning and electronic portfolio.

Main Duties and Responsibilities

Work closely with and the Student Administration Manager to ensure the provision of a flexible and responsive service that ensures an excellent student experience.

Develop effective collaborative working relationships within Student Services and across the University to develop best practice in meeting the needs of the University and its diverse student body.

To contribute to the development and embedding of new workflows and working practices within the team.

Administer the placements processes of a portfolio of programmes in close liaison with academic schools and partner organisations.

Collect relevant information from students; undertake the matching and allocation of placements; formalise arrangements with students and placement areas. Handle any subsequent requests for allocation changes.

Ensure students have completed all pre-placement requirements and that the electronic portfolio system is available to them, their academic tutors and placement staff.

Maintain accurate records of placements provider contact details, placement profiles, agreements, evaluations and audits, updating and reporting data as required.

Proactively monitor placement capacity and liaise with the placement providers to maximise the number of placement opportunities available.

Handle telephone and e-mail enquiries from students and placement providers in a timely and professional manner.

Gather and record of stakeholder feedback.

Liaise with professional leads in case of escalation, misconduct, and fitness to practice issues.

Monitor sickness and absence during placement and theory, including data collection, input and the calculation of placement hours outstanding.

Arrange meetings and take formal minutes when required.

Provide clerical support for a range of administrative activities.

To work across functional team boundaries as part of a larger team to ensure that core support services are maintained, particularly during holidays and absence during team time of activity.

As part of the Student Administration Team, there is the expectation that you will participate in events that fall within the remit of the Team, including but not restricted to exams, graduation, registration, and ID checking events.

Undertake other such duties commensurate with the grade and at other Bangor University locations as directed by line management.

Other Duties and Responsibilities

The post holder will be in a hub which will be expected to deliver a bilingual provision.

The post holder will be expected to participate in performance review and developmental activities.

The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.

The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for him/her self and for other members of staff, students and visitors affected by his/her actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.

The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.

Person Specification

Qualifications / Training

Essential

Candidates should be educated to 2 AS Levels or 1 A Level or NVQ level 3 in a relevant subject area g. Customer Service or Business Administration or possess equivalent experience. Proficient in the use of database systems. Proficient in the use of Microsoft Office applications (e.g., Word, Excel, and Teams).

Desirable:

Proficient in the use of University systems, e.g. Banner, InPlace. NVQ level 4 in a relevant subject area or equivalent qualification. ECDL Qualification.

Experience/Knowledge

Essential

Experience of working within an office /administrative environment. Experience of assisting with the manipulation of student data or similar large data sets. Experience of dealing with queries and providing information. Ability to provide appropriate advice, sympathetically and confidentially. An understanding of legislative requirements relating to equality, data protection and freedom of information.

Desirable

Experience of supporting professional student programmes and an understanding of the associated regulatory, partnership working and professional body requirements. Experience of University regulations and procedures, and the ability to relate this information to students and staff. Experience of developing and implementing administrative systems and procedures. An understanding of the needs of the University, placement providers and the diverse student body.

Skills / Abilities

Essential

Good communication and inter-personal skills, with the ability to communicate effectively both orally and in writing. Ability to collaborate and develop effective relationships with colleagues at all levels of the University, and with the staff of external partner organisations. Ability to use own knowledge and understanding to make decisions based on relevant information from several sources. Excellent organisational skills and the ability to work independently, manage a varied and demanding workload, prioritise tasks and meet deadlines. Recognise when the limits of own responsibility are reached and when to refer to others. Accept feedback in a positive way and takes action to improve the service accordingly.

Other

Essential

The ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post.

General

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references. 

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