Professional Placements Administrator (Maternity Cover)

Specific duties of the role

• Administer the placements processes of a portfolio of programmes in close liaison with academic schools and partner organisations.
• Undertake the matching and allocation of placements; formalise arrangements with students and placement areas. Handling any subsequent requests for allocation changes.
• Ensure students have completed all pre-placement requirements.
• 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.
• 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.
• Any other duties appropriate to the grade, as required by line management.

Duties common to all Grade 5 roles in the directorate

Administration and Service Delivery

• Provide high-quality administrative support for the management of the day-to-day administrative tasks relevant to the role.
• Coordinate and manage arrangements for meetings, events, and schedules to support team objectives and student needs.
• Provide front-line support to students, staff, and external stakeholders handling inquiries and directing them to the appropriate services where necessary, ensuring a high standard of customer service.
• Assist in producing clear, accessible written communication materials, including emails, and staff or student resources.

Data Management

• Collect, input and maintain accurate records on student information systems, ensuring data integrity and compliance with university policies and procedures.
• Compile, monitor, and report on data as directed, to support evidence-based decision-making and compliance requirements.
• Assist in monitoring data accuracy and resolving inconsistencies or errors.
• Ensure personal accountability in the management and safeguarding of student information and other confidential materials.

Problem Solving

• Address routine problems or issues promptly, ensuring a professional and student-focussed approach.
• To provide advice and guidance to students/staff in relation to established policy procedure (these queries may have been escalated from G4 assistants).
• Escalate complex or sensitive issues or potential risks to senior colleagues while ensuring timely follow-up and/or resolution.

Collaboration and Teamwork

• Work closely with colleagues across teams and departments to support joined-up service delivery, providing support to peers during busy periods or absences.
• Build and maintain effective working relationships with internal and external stakeholders (e.g., academic staff, external agencies).
• Support the implementation of new systems, processes, or initiatives to improve student and staff experiences.
• Contribute to the success of university-wide events by providing support at activities including open days and graduation ceremonies, where participation is arranged in advance with the line manager.

Other Duties And Responsibilities

Communication and Liaison

• Communicate clearly and effectively with students, staff, and external stakeholders, addressing queries and responding efficiently to routine requests.
• Liaise with other university departments and external bodies to facilitate seamless operations and ensure alignment with institutional practices.

Compliance and Professional Development

• Provide administrative support for audits, reviews, or other compliance-related activities, ensuring use of proper documentation and accurate record-keeping for accountability and reporting purposes.
• 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 themselves and for other members of staff, students and visitors affected by their 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 post.

Person Specification

Essential

Qualifications / Training

• Educated to GCSE level or NVQ level III in an appropriate subject e.g. Customer Service or Business Administration or possess equivalent experience.

Desirable

• ECDL Qualification.
• NVQ level 4 in a relevant subject area e.g. Customer Service or Business Administration.

Essential

Experience / Knowledge

• Experience of working within an office /administrative environment.
• Experience of working with database systems.
• Experience of supporting professional programmes and an understanding of the associated regulatory and professional body requirements.
• Experience of dealing with queries and providing information to students and staff.
• Experience of developing and implementing administrative systems and procedures.
• Experience of assisting with the manipulation of student data or similar large data sets.
• An understanding of legislative requirements relating to equality, data protection and freedom of information.
• Experience of decision making by understanding relevant information and opinion.

Desirable

• Experience of using InPlace Placements Software.
• Experience of partnership working for student placements.
• An understanding of the internal and external factors that may impact on the service.
• An understanding of the needs of culturally diverse staff and students.
• Knows when a decision is beyond the role's level of responsibility and when to refer to others.
• An understanding of academic regulations and procedures and the ability to relate this information to students and staff.

Skills/Abilities

Essential

• Proficient in the use of Microsoft Office applications (Word, Excel, Access etc).
• Ability to provide appropriate advice, sympathetically and confidentially.
• Is able to understand, use and explain terms commonly used in own area of work.
• Recognises when the limits of own responsibility or ability are reached.
• Accepts feedback in a positive way and takes action to improve service accordingly.

Desirable

• Proficient in the use of University systems, e.g, Banner.

Other

• 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

The University is committed to supporting and promoting equality and diversity