From Process to People: My journey in Healthcare Student Finance
2 June 2026
Mike Schofield, Student Features shares his experience of achieving an Enriching Student Life Award (ESLA).
When I joined Cardiff University’s Healthcare Student Finance team in August 2022, the role was very focused. The team existed primarily to reimburse student placement expenses. At the time, turnaround sat at around six weeks, handled by a team of three, and most of our day-to-day activity sat between processing claims and responding to emails.
By the end of my time there three and a half years later, that same function looked very different.
Starting with understanding
When staffing reduced to essentially one person, I knew that simply maintaining the status quo was not going to work. Before making changes, I spent time learning the landscape properly. I got to grips with the rules and requirements from all sides, students, academics, and our governing body HEIW. That foundation was key, because it meant any improvements stayed compliant while still being practical.
I was fortunate to have managers who trusted me. Although I was in a Grade 3 role, I had the freedom to adjust processes as long as I stayed within guidelines. That trust created the space to think differently.
Making processes work for students
One of the first major changes was moving away from scattered Excel forms. Claims existed in multiple versions across schools and systems, which caused confusion, delays, and errors.
I replaced this with a Microsoft Form supported by Power Automate. It allowed students to submit claims anywhere, receive instant confirmation, and most importantly, reduced payment time from around six weeks to ten days.
That shift was not just about efficiency. It directly reduced stress. Students on clinical placement already have a huge amount to manage. Waiting weeks for reimbursement should not be part of that experience.
Being visible and building trust
Process changes alone are not enough. Students need to feel supported.
I introduced Healthcare Finance talks, speaking to groups of up to 200 students at a time. These sessions covered how to claim, what to expect, and common pitfalls, but just as importantly, they put a face to the service.
That is where “Finance Mike” was born.
Having that connection meant students felt more confident reaching out. It turned queries into conversations, and problems into quick fixes.
Expanding the service
Over time, I took on responsibility for arranging student accommodation across Wales for clinical placements, around 100 students each month from North Wales down to Pembrokeshire.
I took ownership of refining that process. By introducing structured workflows, improving spreadsheets and databases, and building strong relationships with accommodation providers, we reduced turnaround time from three weeks to just two days.
More importantly, we created a network of hosts that gave students a genuine home from home during placements that could last up to three months.
There were many calls along the way, reassuring students about where they would stay, who they would be with, and how everything would work. That human element remained just as important as the systems behind it.
Improving access and opportunities
Some of the most rewarding work came from identifying gaps and pushing for change.
I noticed that certain hospital placements in the Vale of Glamorgan were underused because of funding limitations. After working with HEIW and exploring alternatives, I helped establish a solution that reduced costs while allowing more students to access those placements, often closer to home.
Similarly, I worked with HEIW to improve support for international placements. While we could not fund travel or accommodation, we introduced a way to cover daily transport costs abroad. That small change made international experiences more accessible and secure for students.
Doing more with the same resource
Behind the scenes, much of this was made possible through technology.
I invested time in teaching myself tools like Power Automate, improving my Excel skills, and making better use of Outlook features such as rules and Quick Steps. Repetitive manual tasks became automated, email traffic became manageable, and processes became consistent.
This meant that a workload originally designed for three people could be managed effectively by one, handling around 1,000 expenses per month alongside accommodation coordination.
Importantly, this was never about reducing roles. It was about shifting time into more meaningful work. Less admin, more student support.
Keeping the focus where it matters
Throughout everything, the goal stayed simple. Make the student experience better.
Even though finance is only one part of a student’s journey, it can have a significant impact. If processes are slow or unclear, it creates stress at a time when students need to focus on learning and, in many cases, especially with HCARE: patient care.
Every improvement was aimed at removing friction so students could focus on what really matters.
A new chapter
I moved from Healthcare Student Finance into Student Futures in the same week I found out I had been shortlisted for Professional Service Member of the Year. To finish that chapter on such a positive note meant a lot to me.
I am incredibly proud of what was achieved, and I am excited to bring the same mindset into my new role.
Top 5 tips for improving your area
- Use Copilot for ideas
Try simple prompts like: “I have process X, I am a beginner user, give me three ways to improve it.” It is a great starting point. - Learn Power Automate
If you use Microsoft tools like Excel, Outlook, SharePoint or Forms, Power Automate can connect them and remove repetitive tasks. - Make Outlook work for you
Rules, Quick Steps, categories and follow ups can save hours each week. - Talk to people
Students and colleagues will often highlight improvements you would not spot on your own. - Do not be limited by your role title
You do not need permission to care about improving things. Put ideas forward, test them, and take pride in making things better.
Well, that’s it for Finance Mike… Futures Mike signing off!
About the ESLAs
The Enriching Student Life Awards (ESLAs) recognise the hard work of staff and students who make a positive contribution to the student experience. The awards are run in partnership between Cardiff University and the Students’ Union.
Elevating and celebrating student life is a fundamental mission of the university, and the awards play a key role in providing us with an opportunity to celebrate the contributions of our fantastic students and staff who go the extra mile to improve the student experience and make Cardiff a very special university.
The awards celebrate both staff and students, and nominations open in the Spring, with the awards ceremony taking place in the summer.