Placement Administrator


De Montfort University
Other - See Job
37 hours per week. Monday - Friday
Smart Casual




To provide administrative support to the placement service team and management

To act as the first point of contact for the placement service, by providing a high quality reception and information service to students and other visitors

Please note, this is a fixed term role until 29/10/21.
Main Clerical duties
Responsibility for processing a high volume of travel claims within agreed timeframes to help maintain a high-quality student experience

Responsibility for sending out online evaluation forms to students and monitoring responses, collating and interpreting data, and reporting on this. Liaising with academic staff and escalating issues where required, keeping affected students updated

First point of contact for all visitors to the placement service reception, dealing with queries in a professional, timely and sensitive manner

Managing and dealing with general enquiries from all clients namely students, employers, academics, and other parties via email, telephone or face to face

Acting as the first point of contact for the placement service inbox, responding to general queries and signposting as required

Maintaining a clear overview of the courses supported in the Faculty and the Faculty and University support available for students

Maintaining systems, resources and processes relating to the reception, including filing and equipment and making improvements as appropriate

Escalating issues to the line manager as appropriate

Information, advice and referral
Providing clear and accurate advice and information regarding the Faculty and placement processes and policies for all supported programmes

Sourcing, advertising and seeking approval for all information related to placement opportunities, in line with the University’s guidelines policies and procedures

Sign-posting to Faculty and University Services

Providing administrative assistance to management and to academic members of staff in relation to placements

Appointments and events
Maintaining the student drop-in and appointments system

Assisting in the planning and delivery of events including training days, workshops, presentations, conferences, Faculty and University open days

Information materials
Assisting in producing promotional material and information

Organising, co-ordinating and issuing placement materials and equipment

Other clerical duties
Maintaining and updating the placement service systems, ensuring accurate employer and student information is recorded, generating reports as required and ensuring client confidentiality and data protection at all times

Carrying out quality and Health and Safety administration for placements

Co-ordinating recruitment and selection processes for student placements, adhering to the University’s Equality and Diversity Policy

Collation and distribution of mail shots to current and potential placement providers, working closely with the Careers and Employability Employer Liaison team

Collating data and providing reports for case meetings

Undertaking accurate data entry using a range of in-house systems

Utilising knowledge of Microsoft Office packages to create documents, spreadsheets and presentations

Inputting information on the intranet/internet, VLE system

Issuing car park permits and processing stationery orders

Filing and archiving records; minute taking

Ensuring that the service provided to students by the team will satisfy the requirements of the national Matrix (Quality) Award and QAA

Supporting the promotion of the Placement Service to all stakeholders

Maintaining office housekeeping

Participating in a programme of continuous professional development in agreement with line manager and objectives

Treat all DMU staff, students, contractors and visitors with dignity and respect. Provide a service that complies with the Equality Act 2010, eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations with particular attention to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.

The post holder is required to minimise environmental impact in the performance of the role, seek to promote environmental sustainability within area of responsibility and actively contribute to the delivery of the DMU Environmental Policy.

All members of staff are responsible for their contribution to improved environmental performance and in reducing greenhouse gas emissions at DMU. It is therefore required that all members of staff are aware of how the Environmental Policy relates to their own role at the University. Staff conduct must reflect the values inherent in the Environmental Policy and where required staff must cooperate with environmental compliance and conformance requirements to help minimise our emissions to air, water and land.

Perform any other duties commensurate with the job grade as reasonably required from time to time
Minimum of 5 GCSE’s at Grade C or above, (which must include English Language and Mathematics at grade C or above) or equivalent

Qualified to A’Level or with experiential equivalent

Customer Care qualification (e.g. NVQ Level 2/3)

Customer services experience including retaining and providing accurate information to customers and resolving problems

Previous experience of working in a customer-focussed environment advising customers, on a face-to-face basis, electronically and by telephone

Sound experience of working in a busy administrative role with diverse groups of people and evidence of competency in the following responsibilities:
• Professional manner
• Managment of office filing systems - paper and electronic
• Office housekeeping duties
• Effective communication with internal and external stakeholders

Experience of working in an environment with students

Experience of dealing with educational programmes

Experience of working in Higher Education

ICT literate including sound knowledge and competence in the usage of Word, Excel Outlook and databases

Excellent data retention skills and the ability to impart accurate information to third parties

Excellent attention to detail and accuracy, including the ability to proof read documents

Written & verbal communication skills, including ability to communicate clearly with accurate spelling and grammar

Interpersonal skills, including conflict management and the ability to work as an effective team member as well as to own initiative

Organisational skills, including sound time management and a proven ability to multi-task, prioritise own workload and an ability to cope under pressure and meet tight deadlines

Data protection awareness

Able to maintain a positive and professional outlook during busy times remaining flexible and calm

Personal drive and resilience to meet challenging targets and deadlines

Professional and Customer focused manner

Reliable attendance and time-keeping


Ability to work unsupervised

Willing to learn new skills

Data Protection training

ICT qualifications to demonstrate competence in Microsoft Word Packages

Use of social media for business purposes
Flexible attitude to working practices

Attendance at conferences

Ability and willingness to undertake some evening/weekend work
Working from home, with potential to return to the office in the future.
Due to the volume of applications we receive, any indicated closing date is subject to change at the hiring manager’s discretion. If you have not been contacted within 2 weeks of applying for the role, unfortunately your application has not been successful in this instance.

Are you a DMU Student and require help putting together a CV/Cover Letter?
Why not make the use of the Digital tools available via MyGateway by clicking HERE. Here is where you can access CV360, CV Builder and the Cover Letter Builder tool.

Unitemps is acting as an Employment Business, supplying temporary workers, in relation to this vacancy.