PLACEMENT ADMINISTRATOR 1.0FTE
FACULTY PLACEMENT LEARNING UNIT
FACULTY OF HEALTH AND WELLBEING
* Incremental progression up to £23,121 applies, subject to University policy
FOR EXTERNAL VACANCIES Payscales are available from the Human Resources
The post is critical to maintaining and developing the administrative support
activities related to students “learning in practice”. Joining a successful team,
you will need to be pro-active, multi-skilled and happy dealing with complexity
and demanding deadlines.
You will take the lead for support to all placement activities within Midwifery,
Physiotherapy and Medical Imaging Science subject areas (using CAS_Code and
CASATTACH databases or other appropriate placement software) whilst also
having knowledge of the requirements and activities for Nursing, Occupational
Social Work, Counselling and Sports placements.
This will involve maintaining and developing appropriate management information
systems key to ensuring full and timely reporting to the professional bodies eg
Nursing & Midwifery Council (NMC) and Health and Care Professions Council
(HCPC). With practical experience in managing staff, liaising with a range of
internal and external contacts and handling data, preferably in a related
environment. The successful candidates will need to have excellent
communications skills, work well independently as well as part of a team and be
highly skilled in the use of IT packages.
THE FACULTY of HEALTH & WELLBEING
The aims of the Faculty are:
To provide a challenging and supportive learning environment for
students at all levels of study, which encourages a commitment to
To produce knowledgeable, skilled professionals able to meet the
needs of patients, service users and the rapidly changing health and
To provide opportunities for students to integrate scholarship, practice
and research and to foster reflection;
To encourage inter-professional education which enables students of
different disciplines to work together.
Please note that the successful applicant for the above post will be required
to undergo a Disclosure check (via the Criminal Records Bureau) and
Clearance prior to confirmation of appointment.
Informal enquiries should be directed to: Sarah Green, Faculty Placement
Manager, on Tel: 01524 590800, or email email@example.com
The closing date for this post is Noon on 4 September 2012
The University of Cumbria would encourage applications, where possible, to be
submitted electronically via email to the following address: firstname.lastname@example.org
If it is not possible to apply electronically we also welcome hard-copy applications and
would ask that these are posted to the following postal address:
FAO Human Resources (Carlisle)
The University of Cumbria
Carlisle, CA1 2HH
UNIVERSITY OF CUMBRIA
Post: Placement Administrator Faculty / Service: Health & Wellbeing /
Placement Learning Unit
Grade: Grade 5 (1. 0 WTE) Location: Lancaster
Responsible to: Faculty Placement Manager
Responsible for: Supervisory responsibility for Administrative Assistants
Working within the Placement Learning Unit the postholder will provide a high quality service to
students and academic staff covering administrative activities related to the full student “learning in
practice” life cycle and annual monitoring.
Staff working within the Placement Learning Unit will have identified subject areas to support,
allowing for a build up of knowledge relating to the courses/programmes within those subject areas,
which will then become transferable. Staff will also build up a detailed knowledge of CAS_Code,
CASATTACH and SITS.
The postholder will plan, organise, implement and monitor placement activities within the Faculty
Placement Learning Unit for the following subject areas: Midwifery, Physiotherapy and Medical
Imaging Science, using CAS_Code & CASATTACH databases, (or other appropriate placement
software,) whilst having knowledge of the requirements and activities for Nursing, Occupational
Therapy, Social Work, Counselling and Sports placements.
The role is to support the Faculty Placement Manager in developing, maintaining and strengthening
effective working partnerships with Trusts, Primary Care settings and the Voluntary and Independent
Sector in order to optimise the allocation of placements.
The role will include developing and maintaining administrative and information management
systems, procedures and records appropriately, to ensure that they are fit for purpose and meet the
team’s/faculty’s requirements and for reporting to professional bodies as required, eg Health and
Care Professions Council (HCPC) and the Nursing & Midwifery Council (NMC).
The postholder will assist in providing an effective advisory service on all placement related matters.
The postholder will work closely with the other Placement Administrator and Data Information
Administrator including acting as a supervisor for Administrative Assistants within the Unit.
The postholder will ensure the provision of a quality service to the University, in accordance with
Faculty /Service and University policies and procedures.
All staff employed at grades GR01 – 06 may on occasions and in line with operational
Be required to work different hours including at weekends / evenings;
Be requested to work additional hours including at weekends / evenings / bank
The post holder will be required, subject to appropriate consultation, to travel to other campuses and
sites as necessary. The University makes use of videoconference facilities to minimise travel
The postholder is appointed to the staff of the University, and although initially deployed to a specific
Service/Faculty, may be required, subject to appropriate consultation, to work in suitable posts
elsewhere in the University.
Main Duties and Responsibilities:
The Placement Administrator is an important role assisting in the provision of a quality “learning in
practice” service for the Faculty / University. A high priority is given to the creation of effective
working relationships between the post holder and other contacts in the University as appropriate.
The post holder will demonstrate professionalism, technical competence, good interpersonal and
networking skills and the ability to work independently as well as within a team. The post holder will at
all times operate within established University regulations and procedures. S/he will need
understanding of and be committed to the success of a large, complex University.
The principal duties and responsibilities of the post holder will include the following areas:
1. Key Activities:
Maintain Faculty / Service information and documentation, manual and electronic records,
databases, computerised information systems and generate reports as required for outside
Make informed decisions on how best to store information, eg how information is recorded on a
Create a combination of standard and more complex documents or materials for others, using
computer packages/software/ equipment based on a general brief.
Carry out routine analysis of information, data and/or calculations, identifying issues which
require addressing, and presenting results accurately and appropriately.
Develop, maintain and control appropriate student records using the CAS_Code and
CASATTACH databases (or other appropriate placement software) on a daily basis, ensuring
that an up-to-date placement database is available.
Train staff on CAS_Code and CASATTACH (or other appropriate placement software) and
monitor effectiveness of training.
Represent the Placement Learning Unit at CAS User Group meetings as required.
Work closely with the Practice Educator Facilitators, Practice Development Managers and other
Managers, Mentors/Educators to optimise the placements process and continually work towards
increasing and widening placement opportunities, whilst ensuring a quality placement
Ensure appropriate planning of placements, liaising with academic placement leads/programme
leaders to ensure students are allocated to placement in accordance with the requirements of
their specific educational programme, taking into account personal circumstances, previous
experience and any previous placements. Ensuring placements are completed in accordance
with the agreed deadlines.
Track student placements throughout the programme, to enable competencies and placement
hours to be met in a range of clinical placements, ensuring that the placements used reflect the
diversity and flexibility of care provision within NHS Trusts, Primary Care Settings, Independent
Sector and Voluntary Sector.
Generate placement notifications for students and allocation reports for placement areas.
Utilising appropriate software and using Blackboard and email accounts appropriately.
Generate reports for Trusts and professional bodies as required eg HCPC and NMC.
Oversee specific activities and processes in support of service provision.
Contribute to short-term projects within own area/section or contribute as part of larger Faculty /
Service-wide project teams, to support the achievements of project objectives.
Provide information and guidance to students, staff and others using skills drawn from learning
and experience. Dealing with anxieties, difficulties or defusing situations – referring on as
Contribute to the development of policies and procedures related to the administration of
learning in practice and partnership data.
Ensure students are given appropriate information regarding professional body requirements
and the Faculty Placement Learning Units policies/procedures through a formal presentation at
the start of the course.
Ensure students have appropriate uniform to wear on placement by co-ordinating uniform
measuring and distribution sessions.
Advice the Faculty Placement Manager on matters related to learning in practice for students
across all campuses and sites.
Maintain Professional body training transcripts on CAS_Code (or other appropriate placement
software) and ensure student attendance records are maintained to meet Professional body
requirements and trigger concern to academic staff when student attendance requirements are
Liaise with and support the Data Information Administrator on matters related to student
intercalations, transfers, withdrawals and students making up time at the end of their course.
Support the Faculty Business & Placement Managers and other members of the team, in report
writing and /or formatting.
Support external QA exercises as required eg QAA subject audit / Mott MacDonald reviews.
Service meetings as required by the Faculty Placement Manager.
2. Customer Service:
Point of contact for queries, providing information and a range of solutions to choose from;
allowing for any potential implications and raising issues of concern. Referring more complex
To develop and enhance positive links with a wide range of partners, including all external
agencies and to work collaboratively with other Universities to improve partnership working.
Monitor customer feedback and make proposals for improving service through suggestions for
changing current working methods, standards (eg quality, Health and Safety, etc) and
Implement changes to service provision as requested by line management, using discretion and
initiative to ensure the service can continue to meet agreed quality standards, guidelines, and
3. Planning & Organising:
Prioritise own work within a general plan or schedule to meet deadlines and appropriate
standards and assist line management in planning for future work.
Organise or support events, timetables, meetings, etc and co-ordinate the associated
arrangements to ensure activities/events are administered efficiently. May include ensuring that
sufficient resources/numbers of staff are available to carry out the work.
4. Finance/Resource Management:
Take responsibility for stocks / stores of equipment and Uniform supplies within a delegated
budget, so that supplies/resources are available when required.
Process orders for capital and legislative compliance work.
Manage invoice processing and tracking for placements where appropriate i.e. Social Work,
capital and legislative compliance work, ensuring appropriate coding to reflect campus splits
Ensure NHS Student Bursaries procedures are adhered to and student travel claim forms are
5. Internal and External Liaison:
Liaise with key contacts in the wider University body to support own work activities / specific
Liaise closely with customers, service providers and others, establishing the most appropriate
type of contact (e.g. email, correspondence, face to face, etc). May include liaison over
standard information relating to University procedures, external body regulations, legislation, etc.
Membership of working groups as appropriate.
Act as a point of referral for others on particular issues related to own work area.
6. People Management:
Support the induction of new colleagues by providing information on role content and
Supervise staff and delegate work, monitoring and reviewing individual performance, referring
issues to line management.
Allocate / delegate some work to others for specific activities taking responsibility for ensuring
work is completed to required standards and timescales.
Line manage a small team within a distinct area of operation as required.
Participate in agreed training activities, to enhance role performance such as updating on health
and safety issues or key skills.
Support the Faculty/Service’s compliance with the administrative procedures of the University’s
Support and actively promote a commitment to the University’s policies and procedures
including those related to Equality, Diversity & Inclusion and Health & Safety.
Support the values, beliefs and expected behaviours of the University’s Leadership and
In addition to the duties listed here, the post holder is required to perform other duties which are
assigned from time to time. However, such other duties will be reasonable in relation to the
individual’s skills, abilities and grade.
It is the University’s intention that this job description is seen as a guide to the major areas and duties
for which the post holder is accountable. However, the business will change and the post holder’s
obligations will vary and develop. The job description should be seen as a guide and not as a
permanent, definitive and exhaustive statement.
Criteria for Grade 5 Services post.
Essential/ To be identified
Role Title: Placement Administrator Desirable by:
Good general education and appropriate qualifications to GCSE Essential Application Form
standard or equivalent.
Previous experience in an administrative role dealing with Essential Application Form/
administrative and information management systems and Interview
understanding of the relevant terminology.
Experience of working in higher education and an awareness of wider Application Form/
University HE issues and external changes such as innovations, Interview
changes in legislation/regulation which impact on the job.
Knowledge, skills and abilities
Skills and knowledge to provide advice and support (e.g. to an Essential Application Form/
administrative process), interpret requirements and produce Interview
appropriate solutions based on a general brief and be able to
create standard and more complicated documents or materials for
Ability to effectively supervise staff / line manage a small team in a
Essential Application Form/
distinct area of operation.
Ability to plan and organise short-term activities and events.
Essential Application Form/
Awareness of project management techniques to contribute to
Desirable Application Form/
small /short-term projects in own area.
Analytical and problem solving ability to understand and interpret Essential Application Form/
information and make recommendations. For example skills for Interview
analysing data and reports.
Ability to be tactful and diplomatic when required, as a front-line Essential Application Form/
service provider, to deal with confidential and sensitive situations. Interview
Knowledge of relevant IT packages, eg Microsoft Word, Databases, Essential Application Form/
Excel, PowerPoint. Accuracy for inputting information is required Interview
alongside high attention to detail when typing.
Knowledge of information systems and procedures, ability to adapt / Essential Application Form/
transfer skills to use new technology, development and maintenance Interview
Essential Application Form/
Professional approach to work and work colleagues and an ability to Interview
work independently and show initiative.
Essential Application Form/
Good organisational, oral communication, interpersonal, networking Interview
skills and time management skills.
Flexible approach to work. Essential Interview
Commitment to the Mission of the University. Essential Interview
Demonstrable commitment to equality of opportunity at work. Essential Interview
Demonstrable commitment to a healthy and safe working
environment. Essential Interview
Willing and able to visit other campuses occasionally. Essential Interview