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School Experience Coordinator (Post Graduate) - Open to current University of Worcester employees only

The School Experience coordinator will be responsible for all administration relating to Primary school experience placements for our PGCE course.

The post holder will work closely with colleagues in the Primary Partnership team and will provide a central contact point for staff, students and schools for administrative issues relating to placements, including staff and student travel.

This is a key post in liaising with partnership schools and the post holder will work closely with schools to build relationships so that the fine matching of trainees with placements can be easily completed by academic staff. The School Experience Coordinator will also work very closely with the academic placement team and provide an efficient and effective administrative support service.

The post holder will also need to be comfortable with a changing landscape due to the anticipated implementation of placement management software. The post will be well suited to someone who is keen to re-evaluate working practice following operational changes and suggest efficiencies and progress in working practices.

The role is varied and requires a high degree of professionalism (including the maintenance of strict confidentiality), commitment, and use of initiative.

Closing date: Sunday 07 May 2017

Reference number: ASUC1701 - 3259

Job details

Job details

Band 4 £18,411 - £20,624 a year, with opportunity to progress to £21,843 a year
Full time, 37 hours a week
As soon as possible
Responsible to
Academic Support Unit Manager and Team Leader
Responsible for
Interview date
Interviews to be held on Friday 26th May 2017



The Institute of Education offers a wide variety of qualifications in Initial Teacher Education, Education, Early Childhood Studies and Continuing Professional Development.

This post sits within the Academic Support Unit which provides essential support to academic staff in the Institute.

The Unit is divided into three teams, each supported by a Team Leader. Administrators have a range of specific duties which they are personally responsible for, working closely with academic staff within their own area. They are also required to work as part of their team, and with other colleagues in the Academic Support Unit when necessary.

Main duties

Main duties


1. To act as first point of contact for the full range of internal and external contacts, to include:

• Tutors
• Students
• Schools.

The role also involves giving advice on procedural, administrative or financial issues relating to placements.

2. To build relationships with schools and liaise about their offers of placement, and contact schools to see if they have placements available.

3. To collate placement offers from schools to pass on to academic colleagues to match students to an appropriate placement school.

4. To organise training events for Mentors, Class Teachers and tutors including: tracking attendees, sending out pre-training information, booking rooms, organising catering, and collating materials.

5. To provide a full administrative support service to the placements team, including:

• Production, formatting, proof-reading and maintenance of documents relating to placements

• Uploading documents and information to the student pages on the University’s Virtual Learning Environment portal and University website so that school colleagues can access the information.

• Making arrangements and taking notes for team meetings (room bookings, refreshments, provision of papers, taking and distributing minutes, following up action points).

• Assistance with planning placements, with particular reference to travel arrangements for students.

• Assistance with planning and monitoring of school experience Tutor visits.

• Liaison with schools and students regarding placements, including provision of electronic and printed information via mailings

• Keeping notice boards up to date.

6. To maintain appropriate records on the placements database, and publish reports and placement
lists as required.

7. To monitor student progress on placements, record placements grades and notify Tutors of any
issues to be followed up.

8. To coordinate online surveys and evaluations to collect data on class/tutor/trainee experiences.

9 . To process payments to schools once placements are completed ensuring the correct payment is made.

Staff and student travel:

10. To signpost students to information regarding travel planning, according to the Institute’s Student Transport Policy.

11. To book hire cars via the external web portal and on the University’s central purchasing system as required for student travel to schools. To record these orders on the central database, check and authorise invoices and deal with related queries.

12. To maintain the required records of student driving documents (driving licence, insurance and MOT), record the expiry dates where appropriate and issue reminders for renewal documents.

13. To arrange reimbursement of travel expenses for students in accordance with the policy, and for Tutors undertaking school experience visits.

14. Upload student payments lists to the central database, monitor and balance payments against
the University’s financial management system.

15.To act as a Mentor to less experienced colleagues within the team as part of the University’s Mentoring initiative if required (training will be provided).

16. To contribute effectively to the work team, and to the Academic Support Unit as a whole. This may include periodically undertaking reasonable additional duties commensurate with the grade of the post.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1. Ability to communicate confidently and effectively with a range of audiences, including senior managers, Tutors, students and schools, both orally and in writing with a high standard of spelling, punctuation and grammar and accuracy.

2. Ability to maintain the highest standards of professionalism, as representative of the Institute of Education. This includes the need to use excellent judgement, and to deal effectively with confidential, contentious and sensitive issues with integrity and discretion.

3. Excellent administrative, organisational and time management skills, including the ability to pay great attention to detail.

4 .Ability to operate effectively under pressure and to deal with frequent interruptions, as well as prioritising, managing a complex and varied workload efficiently and working to deadlines.

5. Ability to use a variety of, mainly Microsoft, software, including Word, Outlook, Access and Excel. This includes the ability to learn how to use the University’s Virtual Learning Environment portal, the external car hire website and the central purchasing system.

6. Ability and willingness to learn new student placement software once rolled out for use.

7. Ability to calculate expenses accurately according to policy guidance, and to maintain accurate and up to date financial records.

8. Ability to work effectively under your own initiative with minimum supervision, as well as being a willing and proactive team member.

9. Commitment to the personal and professional development of yourself and others.

Desirable Criteria

1. Experience or an understanding of Higher Education and Initial Teacher Training.

Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at

Visit  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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