Placement Administration Assistant

Proactively deliver the academic placement administration for a range of
Placements. Deliver a customer-focused, agile and professional administrative
service to benefit students and other stakeholders and positively contribute to
institutional reputation.

Proactively support the sourcing of placement opportunities and maintaining and
enhancing placement provider relationships.

Key Responsibilities

and Accountabilities:

Effective Placement Administration

• Work to the administrative calendar each year to ensure proactive
  

placement delivery. Give well timed feedback on any anticipated issues


during the calendar draft production

• Administer, service and facilitate all relevant committees, events and
  

stakeholder activities in conjunction with the approach, processes and


documentation as outlined

• Proactively identify opportunities for consistent approaches and processes.
  

Suggest improvements and participate in the implementation across


Placement Administration to drive and maintain a "one process" approach


for all

• Proactively and regularly monitor data to ensure its integrity and accuracy
  

(e.g. placement numbers, placement allocations, grading data, returns).


Responsible for suggesting ideas for improvements

• Actively and positively participate in ensuring compliance in all placement
  

activities. Work with peers and to implement plans successfully

• Establish a network across peers, faculties and services to ensure
  

implications for others in the bigger picture have been considered to enable


accurate administration or minor changes

• Identify own training needs in collaboration with other peers and suggest
  

ideas and areas of opportunity for technical and behavioural development.


Actively participate in the successful delivery of the plan each year across


Placement Support. Provide advice, guidance and share knowledge with


less experienced team members on a day to day basis.

• Undertake cover duties to support the team in annual leave and busy

periods; this may involve deputising for the D GRADE and/or working
across different teams in Registry for other team members (including lower
grades). Any other duties within the scope and general nature of the grade
which may be required.

Lead
• Show pride and passion in what they do. Engage others in the shared

vision. Challenge negativity, value difference, diversity and inclusion and
ensures fairness and opportunity for all

• Praise the achievements of others to promote positivity in the team

Contribute to Culture

• Role model a culture in and beyond the Service which promotes high

professional standards, efficiency, being agile

Communicate and Influence

• Adapt style to overcome challenging or difficult conversations and to

influence a positive outcome

• Role model a culture of open and inclusive communication. Adapt style to

influence stakeholders and communicate effectively with stakeholders to
build successful relationships and outcomes

Make Effective Decisions

• Use evidence and knowledge to support accurate decisions and advice.

Carefully consider alternative options, implications and risks of decisions.
Appropriately assess when to make the decision and when to defer or
consult

Work Together

• Work collaboratively with other peers to develop a consistent and joined up

professional offering

• Role model a culture of working together to form effective working

relationships and partnerships both internally and externally

Develop self and others

• Role model a culture of continuous self-development; proactively acquire

new knowledge and skills as appropriate relevant to driving the service
forward. Take accountability for own learning

• Create a positive culture of knowledge sharing and confidence by positively

responding to development opportunities

Change and Improve

• Play a positive and active role in changes
• Actively contribute to a culture of continuous improvement; review and

suggest improvements which improve the student and stakeholder
experience

See the Big Picture

• Understand how their role fits with and supports organisational objectives.

Recognise the wider priorities and ensures work is in the interest of both

Deliver at Pace

• Role model a culture of the delivery of timely and quality results with focus

and drive consistent with all functions Special
Circumstances:

University of Sunderland
Role Profile
Part 2

Part 2A: Essential and Desirable Criteria

Essential
Qualifications and Professional Memberships:
• Educated to GCSE level (including English and Maths) or equivalent or relevant

experience in a similar role

Knowledge, Skills and Experience:

• Worked in an administration environment or other professional environment

(e.g. retail/call centres etc.). Understand processes within the Higher
Education placement environment, including regulatory bodies and their
requirements

• Experience of developing self
• Managing conflicting deadlines successfully
• Proven communication, negotiation and influencing skills
• Knowledge of a set of regulations (any) and their application
• Ability to proactively collaborate within team, wider service and beyond
• Able to adapt own communication style and tactfully challenge others

positively in pressurised situations

• Is able to apply attention to detail, even when working under pressure
• Effective time management and planning own workload
• Ability to adapt positively to a new working environment when working across

different teams

• Proficient in the use of IT systems
  

Desirable


Qualifications and Professional Memberships:

• Educated to A Level standard/Foundation degree/HND
  
  

Knowledge, Skills and Experience:

• Worked in a placement administration environment
  
• Knowledge of placements and how they work
  
• Previously provided effective administration for committees and meetings
  
• Worked in an HEI administrative environment
  
• Experience of working with SITs
  
• Knowledge of HEI regulations and their application
  
• Has an evaluative approach and confidence to suggest alternative
  

approaches

• Ability to distinguish between when to make a decision, when to defer and
  

when not to take a decision

Part 2B: Key Competencies


Competencies are


assessed at the


interview/selection


testing stage

Communication




Oral Communication




The role holder is required to, understand and convey straightforward information in


a clear and accurate manner and the role holder is required to, understand and


convey information which needs careful explanation or interpretation to help others


understand, taking into account what to communicate and how best to convey the


information to others




Written or electronic and Visual Media Communication




The role holder is required to, understand and convey straightforward information in


a clear and accurate manner and the role holder is required to, understand and


convey information which needs careful explanation or interpretation to help others


understand, taking into account what to communicate and how best to convey the


information to others









Knowledge and Experience




The role holder is required to apply working knowledge of theory and practice,


sharing this knowledge with others as appropriate; demonstrate continuous


specialist development by acquiring relevant skills and competencies

Service Delivery




The role holder is required to deal with internal or external contacts who ask for


service or require information; create a positive image of the organisation by being


responsive and prompt in responding to requests and referring the user to the right


person if necessary; deliver service that is usually initiated by the customer, and


typically involves routine tasks with set standards or procedures







Decision Making Processes and Outcomes




Take independent decisions is a requirement and has a minor impact. Be party to


some collaborative decisions; work with others to reach an optimal conclusion is a


requirement and has a minor impact. The role holder is required to provide advice


or input to contribute to the decision-making of others that has a moderate impact









Planning & Organising Resources




The role holder is required to plan, prioritise and organise their own work or


resources to achieve agreed objectives









Work Environment




The role holder is required to work in an environment which is relatively stable and


has little impact on the role holder or the way in which work is completed; be aware


of health and safety procedures and reports concerns to others

Date Completed: January 2021