Placement Coordinator

Transformationunitgm; Torquay; On-site; GBP 27,000 - 31,000; Full time

Job summary

A healthcare organization in Torquay seeks a highly motivated Band 4 Administrative Assistant to coordinate placements across education providers. The role involves facilitating placements, liaising with universities, and ensuring compliance with professional standards. Ideal candidates will possess excellent interpersonal skills, strong analytical abilities, and IT proficiency, particularly with Microsoft office tools. This opportunity allows you to contribute to a progressive team that values your input and supports professional development.

Benefits

Career development opportunities

Supportive work environment

Flexible working options for Carers

Qualifications

• Experience working in an NHS, University, Education or Clinical Education setting.
• Willingness to undertake training as required.
• Ability to review large volumes of detailed data and provide summary reports.

Responsibilities

• Facilitate the allocation of placements across the Integrated Care Organisation.
• Be the main contact for placement-related queries from managers and learners.
• Engage with diverse learners and partner organisations.

Skills

Excellent interpersonal and negotiation skills

Strong analytical skills

Ability to work under pressure

IT skills including Microsoft Word and Excel

Education

Educated to A Level/NVQ Level 3 or equivalent

Tools

Student databases/systems

Job description

Employer Torbay and South Devon NHS Foundation Trust Employer type NHS Site Horizon Centre Town Torquay Salary £27,485 - £30,162 per annum Salary period Yearly Closing 27/01/2026 23:59

NHS AfC: Band 4

Job overview

As an Education Directorate we are continually looking at how we can support our students in practice to ensure their experience is the best it can be. As part of this support our Clinical Skills Team is looking for a highly motivated, well organised and innovative Band 4 Administrative Assistant to join them as a placement co‑ordinator

The primary purpose of this role is to facilitate the allocation of placements across the Integrated Care Organisation (ICO) working with a range of education providers from Academic Education Institutes (AEI`s) to local schools

Main duties of the job

• Engage with a number of diverse learners.
• Be responsible for liaising directly with partner organisations such as the Universities of Plymouth, Exeter and Open University in relation to specific pre‑registration programmes and placement allocation.
• Be responsible for liaising with the PDT team and workforce to support allocation of placements and placement capacity.
• In collaboration with the wider Placement Development Team (PDT) ensure planned placements for relevant programmes meet the requirements of the professional bodies/ AEI`s including facilitating audits.
• Develop links across the ICO and wider community as well as other local employers.
• Ensure that there is a coordinated approach in liaising with managers, matrons and Workforce in planning appropriate placements and that these are organised well in advance.
• Be a point of contact for matrons, ward managers and learners within the Care Groups in relation to placements.
• Respond to detailed enquiries regularly in a face to face, telephone, email or paper‑based environment. This requires excellent interpersonal and negotiation skills and an extensive knowledge of placements and placement capacity.
• Manage and respond to sensitive information regarding staff, learners or students using empathy and tact.

We are a forward‑thinking progressive department, and we value every team member’s opinion, as we all bring experience and knowledge that challenges us to think differently. As such we pride ourselves in enabling staff both within the Directorate and across the organisation to progress to achieve their full potential, making a positive difference to their lives and those they care for.

Detailed job description and main responsibilities

Communication and Working Relationships

• Directorate staff including Head of Education, Deputy Head of Education and Education Programmes Lead
• Liaise directly with the Clinical Programmes Team
• Liaise with multi‑professional staff working within the Trust and the wider South Devon Health Community.
• Engage with student groups.
• Partnership working with educational providers: University of Plymouth, University of Exeter Open University (AEI’s) Colleges and Schools.
• Other health trusts, social care sector and independent sector as required within the Peninsula.
• To liaise with external partners such as the Universities and Colleges
• To be able to deal with complex queries independently and refer to senior colleagues when queries are outside their sphere of knowledge to ensure information is accurate.
• Attend team meetings and provide detailed updates regarding placement capacity

Planning and Organisation

• Able to work autonomously and manage their own workload
• Develops, implements and sets up own administrative processes
• Is able to problem‑solve on a daily basis and react appropriately to changing demands both internally and externally
• Works on own initiative and prioritise own workload.
• Works as part of a team both internally and externally with HEIs
• Is flexible and adaptable.
• Maintains effective administration services
• Maintains and updates all databases to ensure accuracy of information
• Ensures that placements and numbers are planned in advance to support capacity working with placement leads within the directorate.

Policy and Service Responsibility

• Implement and update systems for monitoring and analysing safer systems of work through audit.
• Ensure all appropriate data is recorded and easily obtainable for quality assurance purposes i.e data which is required by NHS England (NHSE) data for contractually linked projects and for Board and other Trust reports
• Responsible for maintaining administration and recording systems and documentation.
• The Trust operates a range of policies, e.g. Human Resources, Clinical Practice (available on the Trust intranet). All Trust employees must observe and adhere to the provisions outlined in these policies.
• As a Trust employee you are expected to work in accordance with the Trust’s values.

Continuing Professional Development

• Maintain professional competence, keeping abreast of developments in Health & Safety legislation, professional guidance and appropriate research. Participate in further training and attend approved courses as necessary to maintain a high level of professional expertise.

Person specification

Qualifications

• Educated to A Level/NVQ Level 3 or equivalent
• IT experience, particularly Microsoft Word and Excel
• Experience working at Diploma level in business administration

Training

• Willingness to undertake training for the role as required

Knowledge

• Ability to review large volumes of detailed data, and provide summary reports to senior staff members
• Prior experience in NHS, University, Education or Clinical Education Setting.
• Knowledge of Clinical Education processes, procedures and policies

Experience

• Ability to work under pressure and to tight deadlines
• Strong analytical skills
• Experience in managing own area of work
• Negotiation and interpersonal skills
• Experience of student databases/systems

Specific skills

• Ability to undertake minute taking
• IT skills including setting up and managing databases, excel and word processing skills
• Ability to review large volumes of detailed data, and provide summary reports to senior staff members
• Proven track record of planning and coordinating complex processes

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high‑quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer‑friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

IMPORTANT INFORMATION

• We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
• Please read the job description carefully and tailor your application to reflect the requirements of the role.
• Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
• Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
• Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
• If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
• It is your responsibility to ensure the timely receipt of appropriate references.

The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.

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