Placement Office Administrator

LUNEX is a young and ambitious private University of Applied Sciences (Établissement d'Enseignement Supérieur Spécialisé) in Health, Exercise and Sports in Luxembourg, attracting students from Europe and beyond. We offer high-quality and innovative teaching and learning in higher education and research.

We are looking to recruit a Placements Office Administrator on a full-time, permanent basis to join our team.

JOB PURPOSE

To provide exceptional service to students enrolled at LUNEX, enabling them to seek and secure suitable placements which comply with the programme and accreditation requirements.

To assist the Placement Coordinator in all aspects of the placement process and to help maintain and develop close links with the clinical partners.

To provide support and guidance to students throughout the placement process and to support academic members of staff.

RESPONSIBILITIES

The majority of decisions expected of this post are taken within well established procedures, practices and routines. The post holder is expected to deal with variations from the accepted pattern, missing documentation or other unusual aspects and, if appropriate, bring them to the attention of the senior members of the team.

- In conjunction with the Placement Coordinator, implement placement and related support for the academic programmes in the context of the Department of Health.

- Plan and allocate student placements across the academic programmes of the Department of Health.

- Populate and maintain student and clinical partner records on the clinical placement database and management software, SONIA, to ensure all records are accurate and up to date.

- Undertake placement administration activities including processing timesheets, dealing with correspondence for students leaving or returning to the course, and other related activities.

- Preparing reports on student hours, marks, and related information for submission to the Examination Board.

- Dealing with day-to-day enquiries from placement providers, staff, students, or the public, relaying information appropriately. This may take the form of personal callers to the office, telephone, mail, or email enquiries.

- Play an active role in all student placement processes; advising, guiding, motivating, and supporting students in their placement experience, and ensuring all queries are dealt with appropriately and efficiently.

- Prepare and present accurate reports and allocations listings in the most suitable format through the utilisation of the placements database and other methods, for use by the institution, external colleagues, and regulatory bodies.

- Checking and tracking risk management documentation/requirements relating to placement areas and students.

- Always ensure confidentiality and safety of personal data relating to students in accordance with GDPR.

- Maintain effective and efficient electronic/manual filing systems and to keep these up to date on a regular basis.

- Posting and updating information on SONIA (Clinical Placement management software) and Canvas (Learning Management System - LMS)

- To work as part of the administrative support team assisting colleagues during busy periods, sickness or holiday leave on any duties required.

- 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.

* This Job Description sets out the major duties associated with the stated purpose of the post. It should not be assumed that other duties undertaken within the Placement Administration team are excluded simply because they are not itemised. The duties of this post could vary from time to time as a result of new legislation, changes in technology or policy changes, in which case appropriate training may be given to enable the post holder to undertake the new duties. The post holder is not empowered to vary the established procedures but has the ability to make recommendations.

MUST-HAVE REQUIREMENTS

- Educated to “secondary education” level or equivalent qualification (e.g. Lycée)

- Extensive experience of using and understanding of computer systems and equipment (including Microsoft Word and Excel).

- Proficient in the use of spreadsheets and word processing applications.

- Extensive administrative experience in an office/education environment.

- Language skills: French C2 and English C1 level or higher.

- Competence with Microsoft Office (Word, Excel, Outlook) and excellent keyboard skills.

- The ability to work accurately and to prescribed deadlines.

- Excellent organisational and interpersonal skills.

- Effective communication skills, both oral and written, in order to deal tactfully and sensitively with people at all levels.

- The ability to establish and maintain good working relationships.

- The ability to work on own initiative, seeking advice as appropriate.

- Flexibility: the ability to work as part of a team, and the ability to establish personal priorities and objectives. In addition, to be able to respond flexible to changing requirements.

- Excellent customer care skills to deal with enquiries in person and on the telephone.

- An understanding of and commitment to Equality and Diversity policies. We are actively committed to growing and supporting our diverse workforce and welcome applications from all backgrounds and communities and the promotion of this in the day to day work of the post.

- An understanding of and respect for the confidentiality required of the post.

- A willingness to undertake appropriate qualifications or skills training.

NICE-TO-HAVE REQUIREMENTS

- Higher Education Qualification

- A recognized qualification in Office 365 applications (e.g. word processing, use of spreadsheets)

- German language skills

- Knowledge of the higher education system.

- Experience of developing & implementing new ideas or processes

- Experience of problem solving

WE OFFER

- A dynamic and stimulating work environment within an international team of experts.

- A competitive salary in line with qualification and experience.

We aim to be an equal opportunities employer and welcome applications from all sections of the community.