Including co-ordination and management of critical risk management and quality assurance functions as they relate to placement activity, staff supervision, and deputising for the Head of WBLS.
You will supervise the work of two members of the team on a day-to-day basis and ensure that tasks are carried out according to relevant procedures and guidelines. We are looking for a team member who can motivate and encourage staff, and who can provide advice to team members to ensure that data quality is of a high standard as required for internal and external users.
You will liaise with external partners and University staff to plan placement allocations for BSc Midwifery and other programmes as required, co-ordinate the student elective placement process, and oversee the BSc Nursing placement allocations.
You will have responsibility for liaising with the NHS Bursaries Department (NSHBSA) to notify them of changes to student status, for advice and guidance, and gives advice to staff and students about requirements regarding bursary payment.
The role involves extensive liaison and support around assessments and Boards of Examiners, together with management of the nursing and midwifery finalist processes. This requires excellent attention to detail and a strong understanding of NMC requirements and contingent risks.
The Placement Officer will be required to deputise for the Head of WBLSO at certain times, specifically with staff supervision and training, and occasional attendance at meetings and external events.
The post requires sound planning skills, experience of working with databases, a sensitive and diplomatic approach, confidentiality and requires the ability to deal with enquiries by using initiative and sound judgement. This is a busy environment and therefore high levels of competence in planning, prioritising, co-ordinating, communicating, decision-making, are essential attributes for the post-holder.
You will have a mature and diplomatic approach to dealing with key contacts, whether students, university staff, or external colleagues. The post involves extensive liaison with academic staff within IHS, colleagues from Academic Registry, and with practice facilitators/practice educators employed by the NHS trusts.
As part of the administrative support team within Academic Support Unit D the post-holder will be expected to provide generic support in times of sickness, holiday leave or busy periods.
Closing date: Monday 23 Oct 2017
Reference number: ASUD1701 - 3429
- Job details
- Band 5 £21,585 - £24,983 a year, with opportunity to progress to £26,494 a year
- Full time, 37 hours a week
- As soon as possible
- Responsible to
- Head of Work Based Learning and Employer Engagement
- Responsible for
- Supervision of staff responsible for professional programme placement administration
- Interview date
- Interview date to be confirmed
Institute of Health and Society
“The University is a leading innovator in the fields of health and social care”
Dr Jan Quallington, Head of Institute
The Institute of Health and Society has an outstanding reputation for excellence in professional healthcare education, and promotes effective working partnerships with NHS Trusts and other health and social care providers across the region. The Institute has three Departments: Allied Health and Social Sciences, Nursing and Midwifery and Psychology.
The Work Based Learning Support Office (WBLSO) is part of the wider Academic Support Unit, which provides an efficient and effective service to the academic units within IHSC. The team is responsible for the administration and planning of mandatory student placements in the health and caring sectors. WBLSO is the central information and support area for students, University staff, placement providers and employers in relation to placement issues.
- Main duties
1. Working collaboratively with internal and external stakeholders, plan and allocate student clinical placements for the BSc Midwifery, and supervise BSc Nursing placement allocations and related administration. Provide advice and guidance to Course Leaders on an ongoing basis to ensure that all course and professional requirements are met.
2. Work at a supervisory level within the main WBLS office on a daily basis overseeing the general duties of the office. Provide support, guidance and help in order to assist colleagues in organizing and prioritising colleagues’ workload.
3. Attend Board of Examiners and Practice Panels for professional courses. Provide advice and guidance to Programme Teams in relation to regulations surrounding clinical placement assessment. Answer queries, record decisions and take any resulting actions, including instructing other staff within WBLSO.
4. Maintain records for students, placements and related details through the use of SITS, working with the Head of WBLS to further develop the database in order to ensure the operational needs of the department continue to be met.
5. Provide training and guidance to new staff and existing colleagues on specific tasks and activities. Provide feedback to the Head of WBLS in relation to staff performance for new starters.
6. Take an active role in the interviewing process for new members of WBLSO, including membership of the interview panel, and input into the recruitment decision-making process.
7. Responsibility for the processes enabling professional registration of Nursing and Midwifery finalist students with the Nursing and Midwifery Council (NMC), to enable the Head of WBLS and Programme Leaders to confidently sign off students. This involves:
• Checking that students have completed all elements required by the NMC in order for them to qualify.
• Attending the Nursing & Midwifery Boards of Examiners to ensure that students have passed the theoretical and practice elements of the course.
• Organise, prepare and deliver a session to the completing cohort of Nursing & Midwifery students, explaining the NMC registration process to them and advising them on required paperwork.
• Ensuring all mandatory elements have been completed and confirming this to Programme Leaders, and requesting finalist student professional registration with the NMC.
8. Deputise for the Head of WBLS at meetings and external and internal events as and when required. To be able to confidently answer questions and queries as they arise during meetings. Provide advice, information and guidance as required to feed into decision making. Have a good understanding of the discussions on a strategic and operational point of view to enable feedback to the Head in a clear, concise and accurate way.
9. Independently manage the administration of the rapidly expanding area of student elective placements, both UK based and International for incoming and outgoing Nursing & Midwifery students, involving:
• Close liaison with the International Nursing and Midwifery Leads on Incoming & Outgoing elective placements, including advising on clear processes and schedules.
• Meeting individually with UoW students who have decided to undertake an elective to build their understanding of the process and requirements.
• Regular communication with placement contacts nationally and internationally in order to facilitate the elective placement for our students or the students coming to Worcester.
• Risk management including clearance checks for incoming and outgoing students
• Liaison with University accommodation for incoming students and ensuring everything is in place to ensure their safe arrival at the University.
• Meeting visiting students on their arrival, making them feel welcome at the University and dealing with their registration at Firstpoint.
• Provision of regular reports and updates to the Head of WBLS.
10. Co-ordination of the submission and checking of practice assessment documentation for Pre-Registration Nursing students, including:
• Activating e-submission for practice modules on SOLE.
• Accurate advice to student cohorts via email and Blackboard announcements providing them with details of how to submit and submission deadlines.
• In conjunction with the Head of WBLS, co-ordination of staff resources to deal with the volume of work in order to meet our deadline.
• Point of contact for queries from students, colleagues who are helping with the checking and from the Nurse Programme Team.
• Close liaison with the Module Leader for Practice, including providing information to Module Lead regarding passes, fails, reassessments and outstanding paperwork.
• Working alongside the Module Leader at the Exam Board to ensure accuracy of results.
11. Co-ordinate administration of practice reassessments for nursing students. Providing the appropriate team member in WBLSO with the information required to arrange the reassessment placement, tracking which reassessment students are out in placement at any one time, and arrangements for placement end and assessment submissions. Liaison with Registry and the Module Leader regarding Chairs Action or the Reassessment Exam Board once placement complete.
12. Liaising with Registry, Programme Leaders and WBLSO colleagues in order to provide an overview of returning students and to ensure that appropriate placements are arranged for their return.
13. Notifying NHS Student Bursaries of changes to student status. Liaising with them for advice and guidance to enable accurate information to be provided to students and Programme Leaders.
14. Collate and supply data to the University and external agencies as and when required.
15. Deal with day-to-day enquiries from staff, students, external agencies or the general public, relaying information appropriately. This may take the form of personal callers to the office, telephone or email enquiries.
16. Preparation and despatch of correspondence through use of the most appropriate method of communication (e.g. verbally, written and email).
17. Ability to prepare and present reports and allocations listings in the most suitable format through the utilisation of the Placement Allocation databases.
18. Ensure at all times confidentiality and safety of personal data relating to students in accordance with the Data Protection Act.
19. Maintain effective and efficient electronic/manual filing systems and to keep these up to date on a daily basis.
20. To work as part of the administrative support team within ASU D, assisting colleagues during busy periods, sickness or holiday leave on any duties required.
*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.
*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.
*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.
- Person specification
Please provide evidence of how you meet each of the essential criteria.
1. Educated to A Level standard or equivalent.
2. Proven experience of planning and managing schedules (preferably for placements).
3. Proven working experience of operating administrative databases, including interrogation for data reports.
4. Experience of staff supervision and resource planning.
5. Experience of managing a complex workload independently.
6. Ability to understand and comment on a range of initiatives and to deputise for Department head.
7. High levels of proficiency in written and oral communication.
8. Good interpersonal skills including tact, diplomacy, and experience of dealing with a wide range of people.
9. Show initiative and confidence in executing duties, contributing ideas to promote effective and efficient working practices.
10. Good MS Office skills including Outlook, Word and Excel.
11. Willingness to undertake personal and professional development to meet the needs of the role.
1. Previous experience of SITS database.
2. Previous experience of placement planning and risk management within the higher education sector.
Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.
Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration .
Visit www.naric.org.uk/visasandnationality for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.
Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.
In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.
This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.