The Student Education Service Faculty of Medicine and Health School of Healthcare Information Management and Practice Placement Unit Student Education Service Officer (Supervisor) Full time – 35 hours per week We are looking to recruit a Student Education Service Officer (Supervisor) to provide a high level of administrative support and to undertake first level supervisory duties for support staff within the Information Management (IM) and Practice Placement Unit (PPU) within the School of Healthcare, part of the Faculty of Medicine and Health. The School is based in the Baines Wing on the main University campus. This role supports the organisation and management of postgraduate and undergraduate programmes from the point of initial enquiry to award. You will play an important part in ensuring the student receives the best possible experience. You will have excellent knowledge and expertise, ideally gained within Higher or Further Education, to effectively support student practices and processes, and you will work flexibly with other members of the Student Education Service to share good practice and continually improve student support practices. To be successful in this role, you will have a good general education with GCSE English and Maths at Grade C or above (or equivalent qualification). You will need to demonstrate excellent administrative skills, initiative and the ability to work in a busy and varied environment. You will have the ability to problem solve and communicate effectively, as well as being team oriented and able to work on your own initiative. With experience of working in a customer focused environment, you must also possess the ability to work under pressure and meet deadlines. Ability to work to a high level of accuracy and excellent attention to detail is also essential to the successful operation of this role. Excellent word processing skills, with experience of using MS Office suite, including Outlook, Word, Excel and Access (or equivalent) packages in an office environment are also essential. The University of Leeds is committed to providing equal opportunities for all. The university is a charter member of Athena SWAN and holds the Bronze award. The School of Healthcare holds the Bronze award. We are committed to being an inclusive school that values all staff, and we are happy to consider job share applications and requests for flexible working arrangements from our employees. University Grade 5 (£21,605 – £25,023 p.a.) depending on qualifications and experience Informal enquiries regarding the post should be directed to Sarah Hawksworth, tel: +44 (0) 113 343 1370 or email: S.L.Hawksworth@leeds.ac.uk or Debbie Schofield, tel: +44 (0)113 343 1889 or email: D.Schofield@leeds.ac.uk If you have any specific enquiries about your online application please contact the Head of School Office, tel: +44 (0)113 343 1434 or email: headofschooloffice@healthcare.leeds.ac.uk Job Ref: MHHEA1046 Closing Date: 1st February 2016 Job Description Context The Student Education Service will provide consistent, high quality support for all student cohorts. The Service is underpinned by principles of quality, equity, consistency and opportunity; delivering an exceptional student experience for all. The Service will encourage staff to become more flexible; providing opportunities to work in a variety of roles across the Service with professional training and development. There is an expectation that the Student Education Service Officer will provide support and cover to other areas as needed, in line with the Student Education Service ethos across the University; this may include student and programme support. Summary of the post The post holder will have excellent knowledge and expertise to effectively support student practices and processes. They will work flexibly with members of staff within the Student Education Service and where necessary support other student support activities as workloads fluctuate. They will share good practice and encourage knowledge exchange between colleagues to continuously improve student support practices. Responsibilities 1. To provide a high level of administrative support to the Director of Student Education / Director of Practice / Practice Placement Manager and Information Management Manager To provide first level supervision of support staff within the Information Management (IM) and Practice Placement Unit (PPU). Information Management Coordinate the efficient delivery of the School timetabling and room-booking functions including overseeing the preparation, collection, recording and maintenance of all timetabling information; Coordinate the allocation of Students and Student sets to timetabled activities for individual student timetables and integrated processes e.g. Attendance Monitoring Undertake regular timetabling data checks as appropriate (clash reporting, oversized activities etc) Proactively streamline timetabling, room booking and related processes as necessary and in accordance with University requirements and developments Support the IM Manager with stakeholder reporting / contract monitoring activity. Oversee the recording and maintenance of information in the University’s catalogue of programmes and modules. Coordinate the student completion processes for Professional Body Registration Oversee the day to day administration of School structures within in the VLE, contribute to projects to develop and support use of the VLE. Communicate and consult with School Staff on VLE development Resolve end-user VLE queries. Provide support to colleagues using tools within the VLE and provide VLE support to students where appropriate. Support users of the School’s student information and placement management systems ensuring data integrity and business continuity at all times. 2. 3. 4. Practice Placements Provide support for short, medium and long-term placement planning. Providing advice and support to the Practice Placement Manager in supporting placement planning activities. Coordinate the work of staff within PPU relating to the allocations of placements, liaison with placement providers, placement facilitators and to set up and maintain quality mechanisms relating to placements, educational audits and mentors. Allocate placements as appropriate, co-ordinating the process of requests for placements from students from other HEI’s. Co-ordinating the process of requests for placements for International students.Liaise with key individuals from Leeds Beckett University, the Open University, other regional Universities, local NHS trusts and Independent sector organisations. Be responsible for the quality of data held in relevant placement information systems, including the placement directory, and for the security and maintenance of all filing systems associated with practice placements. Support the regional quality assurance mechanisms including the placement evaluation tool, the profile tool and the placement directory and generating unique usernames and passwords for University colleagues. Coordinate and carry out the updating and maintenance of the practice placement website. General Administration Attend and contribute to University / Faculty / School and external meetings and networks as appropriate. Undertake the creation, manipulation and maintenance of electronic information as necessary; to prepare statistical data and information for annual monitoring visits and other reports as required and present in appropriate format for audience. Undertake wider School projects as required. Be responsible for taking minutes and preparing the relevant paperwork where required Provides effective and efficient administrative support for student education processes admissions, quality assurance, assessment, student records and student support. Management Actively promote the objectives of the People Management Framework (PMF) programme within the School. The PMF programme aims to develop consistency of employment practices across the University. Contribute to the recruitment, induction and probation of support staff as required. Engage with the University’s Staff Review and Development Scheme (SRDS) and undertake reviews for designated staff with appropriate monitoring and follow-up action. Demonstrate an active commitment to continuing self-development in leadership and management, understanding own strengths and weaknesses, styles and needs; undertake training and development appropriate to the role and own aptitudes 5. Other Committed to delivering an exceptional student experience. Contributes to the development of a consistent, high quality Education Service for students. Supports a vibrant customer service ethos across the function/s, school (or equivalent). Excellent expertise in their specified area/s of responsibility (as identified and detailed in the responsibilities section). Makes suggestions on how to adapt and develop standardised student support practices and processes. Works with little day-to-day direction, ensuring priorities align with the broader student support activities of the school and faculty. Responds efficiently for requests for information or enquiries from staff and students. Flexible and adaptable, able to move across support functions, when workload peaks require. Contributes to decisions such as changes to operational procedures and practices. Takes action to resolve routine problems using available guidance and student support procedures. Keeps up to date with student support developments and their timely adoption within the school. Helps to set their own priorities which align with the direction and aims of the Student Education Service. Keeps up to date with institutional developments and supports their timely adoption within the faculty, school (or equivalent). Other duties as required, to support priorities or fluctuations in workload. Develops knowledge and expertise and encourages the sharing of good practice Contributes experience, support and advice to colleagues within the Student Education Service. To act as a first contact, ensure the School’s high profile, integrity and quality through good customer care practices is maintained. To act as a first contact, ensure the School’s high profile, integrity and quality through good customer care practices is maintained. The post holder will be expected to actively support and adhere to the School’s commitment to Equality and Inclusion in line with the requirements of the University’s Equality & Inclusion Framework The job description provides a framework for the role of Student Education Service Officer in the School of Healthcare and should not be regarded as a definitive list of duties and responsibilities, which may develop and change over time to meet the developing needs of the School. Reporting The role will report to the Senior Student Education Services Officer and is accountable through the Student Education Services Manager to the Director of Student Education. Key Relationships The Student Education Service Officer will form strong relationships with Student Education Service Officers, Senior Student Education Service Officers, Student Education Service Managers, Director of Student Education, Associate Directors of Student Education and Students, Programme Leaders, Module Leaders, Module team members, External Examiners and visiting lecturers, service user carers and other colleagues across the School, Faculty and wider University. University Values All staff are expected to operate in line with the university’s values and standards, which work as an integral part of our strategy and set out the principles of how we work together. More information about the university’s strategy and values is available at http://www.leeds.ac.uk/comms/strategy/ Person Specification Essential Criteria A good general education with GCSE Maths and English grade A to C or equivalent An enthusiasm and commitment for delivering an exceptional student experience. Excellent IT skills: competent in using the Microsoft Office suite (Word, Outlook, Excel and database packages) and e-communication Previous office administrative experience ideally in a complex environment Experience of supervising a staff team, with proven ability to support staff through formal and informal staff development processes Experience of delivering defined projects against agreed objectives. Experience of working in a customer service role ideally with students or young people Ability to demonstrate innovative approaches to delivering support functions Ability to produce a variety of printed and electronic media materials Knowledge and understanding of learning and teaching support processes Ability to demonstrate innovative approaches to delivering support functions Good interpersonal and communication skills with proven ability to liaise with people at a variety of levels, using diplomacy, negotiation and influencing skills effectively Ability to record and manipulate data accurately Ability to work on own initiative with problem solving skills Well motivated with excellent organisational skills and experience of working proactively; using own initiative to meet tight deadlines Effective team player and team leader Ability to work confidentially and with discretion Commitment to own personal and professional development Committed to the University values of integrity, inclusiveness and professionalism Desirable NVQ 3 in administration or customer service or proven ability to function at an equivalent level Educated to degree level Evidence of an awareness of developments in student support. Experience of University and/or School based student information systems eg Banner / Merlin / Syllabus Plus. Experience of timetabling in an HE environment and use of appropriate software Experience of practice placement allocation in an HE environment and use of appropriate software Experience of supervising a staff team Experience of participating in networks and improvement initiatives. Experience of using Virtual Learning Environments e.g. Blackboard Further Information Faculty Information With more than 6,000 students, 1,600 staff and annual research income of £50m, the Faculty of Medicine and Health at Leeds is bigger than some universities. Leeds has one of the largest medical and bioscience research bases in the UK, and is an acknowledged world leader in cancer, cardiovascular, psychiatric, genetic, musculo-skeletal and health services research. Treatments developed in Leeds are transforming the lives of people around the world living with conditions such as HIV, TB, diabetes and malaria. School/Institute Information The School of Healthcare is a research led multidisciplinary school within the Faculty of Medicine and Health and one of the largest schools of its type in the UK. The School of Healthcare takes pride in being at the forefront of advancing the healthcare agenda, driving positive change and developments in healthcare policy, practice, research and education. The unique multi-disciplinary nature of our School ensures that our students receive a rounded experience enabling them to contribute positively as life-long citizens in the healthcare community. Our research is rated very highly in the most recent Research Excellence Framework (REF 2014) and we are particularly proud of the impact of our research - this was rated 4th in the country. Our mission is to ‘make a positive difference’ and this demonstrates that we are achieving this, with our internationally excellent and professionally relevant research, informing both clinical practice and policy. The School has a vibrant research culture which influences national and international healthcare policy. We have a broad ranging team of highly trained staff and award winning researchers contributing to the professional areas of Counselling, Nursing, Midwifery, Pharmacy and Social Work More information about the School can be obtained at www.healthcare.leeds.ac.uk Additional Information Terms and Conditions Details of the terms and conditions of employment for all staff at the university, including information on pensions and benefits, are available on the Human Resources web pages accessible via the links on the right hand side, or at http://hr.leeds.ac.uk/policies Disclosure and Barring Service checks A Disclosure and Barring Service (DBS) Check is not required for this position. However, applicants who have unspent convictions must indicate this in the ‘other personal details’ section of the application form and send details to the Recruitment Officer. Disabled Applicants The post is located in the School of Healthcare, Baines Wing. Disabled applicants wishing to review access to the building are invited to contact the department direct. Additional information may be sought from the Recruitment Officer, email disclosure@leeds.ac.uk or tel + 44 (0)113 343 1723. Disabled applicants are not obliged to inform employers of their disability but will still be covered by the Equality Act once their disability becomes known. Further information for applicants with disabilities, impairments or health conditions is available in the applicant guidance.