Work Placement and Competitions Officer

Total hours of work: 36 per week. However the post holder will be required to adopt a flexible approach (including evening work) and to devote such time as may be required by the exigencies of the service.

Work pattern: Monday to Thursday 8.45 am to 5.00 pm and Friday

8.45 am to 3.30 pm. Hours may vary to suit the requirements of the post from time to time.

Job Purpose

To undertake a key role in assisting in the planning of placements, securing placements through liaison with organisations, completion of relevant placement documentation including risk assessments, induction of students, monitoring, and liaison of students in placements and recording all placement information on the SPICE Work Placement System. Provide staff training for SERC placement staff and annually audit the work placement process.

In addition to undertaking an appropriate caseload of Work Placement students and carrying out the associated duties, the job will also assist the WPCM/College Skills Champion in all activities involved in the management and organisation of a programme of internal and external competitions for SERC students.

Main Duties and Responsibilities

Work Placement

1.       Build and maintain links with the College Managers, Academic Staff, Administration Staff, Placement Providers, and other relevant stakeholders on all aspects of FE and HE placements and work experience.

2.       Act as main point of contact for Placement Providers, Careers Unit, SERC staff and other appropriate external agencies, be responsible for maintaining these relationships.

3.       Liaise with course co-ordinators to establish placement requirements.

4.       Support the expansion of increasing Work Placement and Work Experience provision for SERC students.

5.       Coordinate and deliver placement induction talks and presentations to students prior to the commencement of a work placement/experience including use of App, required administration, Code of Conduct, Health and Safety, and Safeguarding arrangements etc.

6.       Organise appropriate appointments for students with employers and record the outcome in accordance with agreed procedures.

7.       Undertake preliminary placement visits to complete all relevant documentation in relation to the placement process and record outcomes in accordance with College procedures.

8.       Complete individual risk assessments for each student in line with health and safety guidelines and College SOPS.

9.       Record all student, company, and placement information on the SPICE Work Placement System - SWPS (Specialism Provision for Industry using College Expertise).

10.   Liaise with Learning Support and Pastoral Care to ensure learning support, and counselling were required are provided for students on placement.

11.   Carryout work-based assessment visits for students in accordance with awarding body and college guidelines.

12.   Monitor and report on student attendance, behaviour and progress highlighting any difficulties to course coordinators and Heads of School.

13.   Negotiate on more complex placement student situations, to agree resolutions and/or signpost to other College services where necessary.

14.   Ensure all workplace accidents and incidents are reported and recorded in compliance with College procedures and within the required timescale.

15.   Maintain an effective system of communication to ensure SERC placement staff awareness of College and SWPS, policies and on-going matters.

16.   Deliver staff training on the Work Placement Procedure and use of the SWPS to enable SERC placement staff and Interns to carry out their duties.

17.   Assist with review and update of all necessary information, documentation and links are accessible, for work placement staff and students on the Work Placement Team sites.

18.   Liaise with SWPS, System Developers with any issues reported by placement staff, students and placement providers.

19.   Carry out annual audit of WPO’s work placement documentation and SPICE WPS records and provide feedback for WPO.

20.   Act as College ACCESS NI Counter Signatory for placement students, processing ACCESS NI Enhanced with (and without) Barred applications.

21.   Attend internal and external events and meetings and take minutes when requested.

Business Engagement

1.     Build and maintain links with employers and other external agencies to develop a range of suitable placements for students and ensure high standards of customer satisfaction.

2.     Co-ordinate all activities relating to the workplace and ensure employers understand their role in the work placement process.

3.     Participate in Employer Forums in relation to work placement.

4.     Notify Marketing of potential advertising stories in relation to Employers and placement students.

Competitions

NOTES

1.     This is a description of the job as it is at present constituted. The duties and responsibilities are intended to give a broad indication of the variety of tasks the post holder may be asked to undertake. It should be noted that a job description is not an exhaustive list of activities and staff may be asked to carry out duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and staff will be consulted when this is necessary. It is the College’s aim to reach agreement to reasonable changes, but if agreement is not possible, the College reserves the right to insist on changes to a job description after consultation with the post holder.

2.     In carrying out the duties and responsibilities of the post it is expected that the post holder will do so in accordance with the College Ethos, Equal Opportunities Policy and that in doing so the post holder will contribute to the discharge of Section 75 statutory duties and implementation of the College Equality Scheme.

3. This is a post which is governed by The Protection of Children and Vulnerable Adults (Northern Ireland) Order 2003. Before appointing anyone to this post, it is policy to ask for the relevant check to be carried out by Access NI.

4. The College operates a no smoking policy and all staff are expected to adhere to this.

5. In order to deliver its objectives, the College has developed to the following set of values and all staff expected to work within these;

• Solution focused
• Excellence driven
• Responsive
• Collaborative

6.     All Staff at Principal Lecturer Level and above (including equivalent staff on NJC Terms & Conditions, band 6 and above) are required to participate in evening and holiday cover rotas as required.

7.     All Staff are required to contribute to a healthy and safe working environment and to adhere to all health and safety regulations and College policies.

8.       All staff has a responsibility for ensuring that risks are managed at College, team and individual level. This process will include the assessment and effective control of all acceptable risk situations.

9.     All Budget holders will be responsible for ensuring the delivery of a balanced budget across their area of responsibility, including the delivery of any agreed cost improvement programmes.

10.  Staff will be expected to participate in staff training and development activities to update and enhance their own knowledge, skills and professional competence needed to fulfil the role effectively.

11.   Please note that a waiting list may be created from this post from which further appointments may be made should the same or a similar post arise within six months of the interview date. Please note such posts may be based at any College Campus.

Selection Criteria

Essential Assessment Criteria

1.     Hold GCSE English (Grade A-C) / Essential Skills Level 2 (or higher) in Communication; and GCSE Maths (Grade A-C) / Essential Skills Level 2 (or higher) in Numeracy, or NICATS Access Maths Modules or equivalent

2.     Hold a minimum Level 3 qualification.

3.     Have a minimum of 6 months experience of working with apprentices/trainees/students.

4.     A current driving licence and access to a car or have access to a form of transport that will enable the post-holder to fulfil the role in full.

5.     Experience of using a Management Information System to collate, update and extract data.

6.     Experience of using the Microsoft Office suite, in particular Outlook, Word and Excel.

7.     An ability to communicate confidently and effectively with a range of stakeholders through various methods.

8.     Demonstrate ability to create and develop links and effective working relationships with stakeholders.

Desirable Selection Criteria

1.     Experience of organising work placements and liaising with employers.

2.     Experience of establishing links with industry.

3.     Hold a Level 4 qualification.