Job Description
Job title
School / department
Grade
Line manager
Responsible for
Technical Administrator to Practice Education Support Unit (PESU)
College of Nursing, Midwifery and Healthcare
5
Head of Practice Education
N/A
Main purpose of the job
To work in collaboration with the Head of Practice Education, supporting the work of the Practice Education
Support Unit by co-ordinating administrative activities including: the educational audit, practice placement
agreement contracts and quality monitoring process; managing projects relating to the ARC database and web
based Practice Education Portal; setting up and developing systems and processes; events with stakeholders in
practice education and learning.
This is a busy and varied role requiring both project management and advanced IT skills. Dealing with complex
databases and projects, the post holder will need to have excellent organisational skills, demonstrate a good use
of initiative and have the ability to multi-task and prioritise.
Key areas of responsibility
Management of web based portal
 Undertake the development and proactive management of the Practice Education system using the ARC
database. Also managing user access for university staff, students and practice partners into the portal.
 Maintaining data including cleansing and ensuring records are accurate and up to date.
 Provide technical support to the placements team and assist practice areas with technical issues, liaising
with ARC around any developments for the database.
Practice Education Portal (PE Portal)
 Maintain the web based PE Portal and web interfaces including underlying software, the Practice
Environment Profile (PEP) and Placements on the Web (POW).
 Be the onsite expert for the system
 Provide assistance to university staff and students, NHS staff and practice partners.
 Register new users and manage their rights to the system.
 Create and develop user guides for internal staff and external partners for the PE Portal.
 Organise and deliver individual and group training to university staff and practice partners for the PE
Portal.
Projects
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Manage complex projects in relation to ARC and PE Portal developments e.g. online audit tracking,
implementation of new PEPs and automatic emails; negotiate timescales, contribute to testing and extract
and analyse reports, ensuring high quality outputs.
Facilitate the implementation of new developments, providing support and training to internal staff and
practice partners.
Manage and deliver IT project work as required.
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Developing system/processes
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Provide an effective and professional quality and administrative support, contributing to the operation and
development of office systems and procedures including electronic filing systems and processes for
recording and monitoring data.
Create new processes in line with ARC developments; identify potential areas for development within the
system and the PE Portal, liaising with ARC and the Head of Practice for implementation.
Quality Monitoring
 Support the College of Nursing, Midwifery and Healthcare (CNMH) in the data collection and preparation
of reports and other documentation required in order to ensure the accurate presentations of information
necessary for the quality monitoring of practice.
 Monitor and report progress on Educational Audits and Practice Placement Agreement contracts between
CNMH, NHS trusts and private, voluntary and independent sector partners, working in collaboration with
the Head of Practice Education and academic staff.
 Extract, analyse and manipulate complex data for quarterly and biannual quality monitoring of practice
including student evaluations, audit tracking and health and safety reporting.
 Maintain systems and processes for quality monitoring of practice.
Reports
 Create and develop reports for ARC and PE Portal users using the Crystal Reports database to enhance
data analysis.
 Collate complex and detailed administrative information and statistics, creating regular reports as
required.
 Contribute towards reports and briefings on tendering processes, providing detailed, accurate data and
intelligence to senior management.
IT

Produce documents, reports and letters and keep records, using a variety of IT based systems such as
Crystal Reports, spreadsheets, databases, word processing and mail merge.
Communication
 Maintain effective communication routes within PESU, CNMH and UWL staff, as well as, students and NHS
trusts, providing appropriate information and data as required.
 Provide support to enquiries either through face-to-face, telephone or email communications from UWL
staff, students and practice partners in relation to ARC, PEP and POW, providing excellent customer
service and assisting with technical issues.
 Maintain excellent working relationships with external partners including ARC and practice partners,
ensuring to respond to telephone calls and emails in a timely manner.
 Make efficient and effective use of resources and computer software applicable to own area of work.
Conferences
 Assist with conferences and events with external stakeholders; coordinating the venue, catering,
preparation of materials, hiring equipment and liaising with the university’s security department.
Meetings
 Arrange meetings with external partners and prepare agendas and minutes, follow up action points and
ensure dissemination and co-ordination of the relevant paperwork to appropriate members.
General
 Carry out administrative duties to support the Head of Practice; analysing and presenting data when
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required; collating and disseminating information to college staff and practice partners.
Adhere to all university policies and procedures and to the Data Protections Act.
Plan and organise own workload.
Undertake any other duties as reasonably required by your line manager.
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Person Specification
Criteria
Qualifications and/or
membership of
professional bodies
Knowledge and
experience
Essential
Desirable
Educated to degree level (or equivalent)
standard.
Advanced database skills, understanding of
crystal reporting or equivalent, and
advanced Excel.
Knowledge of relevant legislation such
as Equality Act, Data Protection Act,
Freedom of Information Act.
Knowledge and experience of admissions
processes and procedures in higher and
further education.
Previous experience of working in a
customer service orientated
environment.
Knowledge of UK, EU and International
qualifications.
Experience in a similar position or
extensive experience working with
computers, databases and web based
systems.
Experience with report writing tools.
Previous experience of working in an
administrative role.
Experience of data inputting.
Specific skills to the job
Excellent customer service skills.
Experience of Crystal Reports.
Excellent technical skills (including
manipulation of Excel).
Experience of using Unit-E.
PRINCE2 qualification or equivalent.
Experience of managing IT based
projects.
Excellent IT skills including advanced
knowledge of managing databases.
Ability to plan and prioritise workload.
Excellent interpersonal and
communication skills.
Excellent time management and
organisational skills.
Strong administrative skills with
attention to detail.
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General skills
Excellent customer relationship skills.
Self-motivated with flexible, proactive
approach to work.
Willingness to commit to the
University’s vision and values.
Other
Ability to respect a high level of
confidentiality at all times.
Able to work outside of normal business
hours when required.
Ability to work at all University sites as
required.
Disclosure and Barring
Scheme
Positive approach to self-development.
This post does not require a DBS check
Essential Criteria are those, without which, a candidate would not be able to do the job. Applicants who have
not clearly demonstrated in their application that they possess the essential requirements will normally be
rejected at the shortlisting stage.
Desirable Criteria are those that would be useful for the post holder to possess and will be considered when
more than one applicant meets the essential requirements.
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