THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Placements and Employability Administrator

School/Department:School of Cultures, Languages and Area Studies

Salary:£22,029-£26,274per annum, pro-rata, depending on skills & experience. Salary progression beyond this scale is subject to performance

Job Family and Level:APM level 3

Contract Status:Fixed term to 31 December 2015

Hours of Work:Part-time (21.75 hours). Work pattern to be agreed with the role holder. Please note that the role-holder may be required to work on a Saturday during the June and September Open Days.

Location:Trent Building, University Park Campus

Reporting to:School Careers Officer

Purpose of the Role:

The School of Cultures, Languages and Area Studies (CLAS) is a leading centre for the study of European, Asian and American languages, cultures, film and media with campuses in Nottingham, China and Malaysia. CLAS is a large and highly successful school catering for a diverse, friendly and stimulating community of undergraduates and postgraduates.

The School, in partnership with the Faculty of Arts Careers Team is currently investigating methods of enhancing student employability. One of the ways that the School intends to fulfil its aim is by establishing a structured internship programme. The internship will give students the opportunity to work approx. 50 hours in the work place during term time or during holidays. The role holder will be for responsible for identifying and approaching relevant local organisations as well as provide administrative support to the implementation and development of this initiative. It is a key role in terms of developing the number and scope of placement opportunities for CLAS.

Main Responsibilities / % time per year
1. / Placements
Liaising with prospective placement providers about opportunities for students to undertake volunteering/placements, advising on potential roles, student skills sets etc. to include checking dates/locations/hours of work required and matching this against student preferences taking into account mature/international/PG student requirements;
Working with academic staff to identify new placement/volunteering partners and undertaking site visits and attending meetings on behalf of the School to present the placement/volunteering scheme and answer queries as required;
Using the School’s role profile placement template, helping the placement provider complete the required documentation with information about duties, experience, skills, training etc. and ensuring that each role profile is approved by the nominated academic member of staff before advertisement;
Designing application documentation for students to complete and as required by the School and placement provider;
Advertising the placement/volunteering opportunities via noticeboards, digital display, website, social media or in person at student meetings and as required to ensure a running programme of opportunities is up to date and available throughout the year;
Advising students about the interview/selection process and circulating application information to the placement/volunteer provider as required;
Writing to all students selected for placements, ensuring that DBS checks are organised if required and any other documentation required prior to commencing the placement;
Writing to all students who are unsuccessful/on waiting lists for placements/volunteering with guidance about alternative opportunities if places are not available in the School;
Organising and facilitating regular focus group meetings and on-line web-based surveys with current students and alumni to review and update placement opportunities as required
Keeping up to date records of all placement/volunteering opportunities in the School and as required by the University in accordance with data management regulations
/ 90%
2. / Careers Liaison
The Administrator will work with the academic member of staff with responsibility for careers liaison together with staff in the Arts Faculty Careers Team to ensure that both the Careers team and the School and student body are kept up to date with placement, work-related and careers planning activities organised for the School and the Faculty. Duties will include:
Attending regular meetings with other administrative and academic staff to discuss placement and work-related opportunities in the Faculty;
Ensuring that the Arts Careers Team have the latest documentation used by the School with placement providers and advising the School about any statutory or University requirements as notified by the University;
Attending the annual Futures festival during week one on behalf of the School and selecting student ambassadors to represent the School at this event
Working with the Faculty Careers Team and the School Careers Liaison Officer to disseminate relevant information to current students about careers and employability related activities and events
/ 5%
3. / Nottingham Advantage Awards
Some students may wish to register for a Nottingham Advantage Award module to have their placement/volunteering/peer mentoring/careers work accredited by the University. Duties for the role holder will include:
updating School marketing and web-based materials with information about the advantage awards;
explaining the aims/objectives/content of the awards to current and prospective students;
providing the Advantage Award module convenors with administrative support as required and liaising with the Careers and Employability Service to confirm student registrations and module marks; / 5%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/
Education /
  • HNC/HND in a relevant subject (or equivalent).
  • Good general standard of education including Maths and English GCSE at grade C or above or equivalent.
/
  • An undergraduate degree (with experience of undertaking a period of placement/work experience)

Knowledge/Skills/Traini
ng /
  • Excellent IT skills including word processing, spreadsheet, email and proven web-editing skills
  • IT skills related to using social media, particularly Facebook and Twitter
  • Excellent oral and written communication skills
  • Good eye for detail and accuracy in all aspects of work
  • Good written skills to create documents, emails and information summarising different aspects of projects depending on the audience
  • Excellent organisation and time management skills andexperience of working to tight deadlines
  • Ability to manage a large amount of data accurately
  • Basic financial skills
  • Ability to build relationships with individuals and organisations
  • High degree of initiative, responsibility and self-motivation, and a professional attitude
  • a proactive approach to, and experience of, problem solving
  • Presentation skills
/
  • Marketing skills
  • Design and presentation skills
  • Knowledge of marketing processes and their application to a University environment
Knowledge of programmes of study (at any level) and their potential application to work-based placements and similar environments
Experience /
  • Experience of managing large or team-based projects, and co-ordinating long-term projects
/
  • Experience of working in a University department dedicated to teaching, learning and employability
  • Experience of working with work-based placement learning
  • Experience of working with University students

Other /
  • Committed to working as part of a team in a shared office environment
  • Able to remain calm under pressure and be able to work with the minimum of supervision
  • Friendly and approachable
  • Able to learn new skills particularly in the area of IT
/
  • Experience of communicating with students and parents.

Decision Making

i)taken independently by the role holder

The role holder will be required to work on their own initiative and develop their own working pattern to support theseprojects in the School.
For example, in meeting with potential placement partners, the role holder will be required to sell the aims of the project and benefits both the placement partners and students to ensure the projects’ success. The role holder will be required to put together materials for presentation, considering the audience.
The role holder will be required to time manage their own working day and prioritise their own workloads on a daily and weekly basis. They will be required to contact potential and current placement partners with regard to the organisational arrangements for students on placement and also to find potential names and contacts for future placements.

ii)taken in collaboration with others

The role holder will work in collaboration with the placement provider and then the nominated member of academic staff to clarify the content of each work placement.
An academic member of staff will be responsible for the final placements for the school and the role/scope of the placement, however the Administrator will be required to research information and contribute to the decision-making process with regard to new placements for the School, developing checklists and other administrative processes to ensure that the placements comply with the necessary School and University requirements.

iii)referred to the appropriate line manager (please name) by the role holder

The role holder will refer more complex queries about the projects to the nominated member of academic staff, School Manager or senior member of the administrative team.
Page 1 of 5