DEPARTMENT:School Administration Unit

JOB DESCRIPTION

POST:School Administrator

POST REF:

GRADE:Grade 3

REPORTINGTO:Deputy School Administration Unit Manager

ACCOUNTABLE TO:Head ofSchoolAdministration

JOB PURPOSE:

Operating as an active member of the School Administration Unit, the role holder will deliver professional administrative processes and systems in support of staff, and home and international students to ensure effective working and the day-to-day quality of the student experience.

DUTIES AND RESPONSIBILITIES:

The post will deliver a range of administrative activities associated with academic programme delivery, the focus of which will be agreed with the Deputy School Administration Unit Manager. The role holder will be expected to work flexibly, delivering some of the activities listed below, to respond to the fluctuating demands of the Schools and, where appropriate, the University’s professional support services:

Take a proactive approach in responding to student enquiries, giving accurate and clear information and signposting students to School staff or other support departments where necessary.

Work with academic colleagues and Registry to process the submission and management of student assignments (bulk download and upload of student assignments) including monitoring and processing extensions and unforseen circumstances.

Support the quality and gathering of information to aid the delivery of standards reviews, case consultations, and programme delivery.

Provide administrative support to School activities in relation to:
Monitoring and recording student attendance, following up student absences, raising any issues of concern with the relevant Subject Director, particularly in relation to UKVI compliance.
Organising and booking course relatedoff-campus activities for staff and students including travel and accommodation arrangements where applicable.
Processing extensions/unforseen circumstances requestsalongside Registry, particularly relating to assessment requirementsin line with SAU processes.
Entering student marks into e:Vision as per assessment information provided by academics.

Organise and co-ordinate meetings in line with SAU processes, including:
the preparation of agenda and circulation of paper.
taking accurate notes/minutes/producing action logs, as appropriate.
disseminating information.
booking appropriate space, equipment and catering.

In liaison with the University’s Admissions team, assist with arrangements around recruitment and induction activities, in particular, interview and portfolio daysand supporting students with the transition into and through their programme of study.

Retrieve, check and update information from the student records systems, liaising with academic staff and Student Recordsteam as necessary.

Maintain and update School specific webpages i.e. minor amendments to content and create, maintain and update staff profile pages.

Collaborate and liaise with external partners and organisations, representing the University and School(s) (external examiners / partner schools), ensuring effective information flow and collaboration.

Support and assist at events relating to Schools or University activities such as graduate shows, conferences and graduations.

Storage of student work, including appropriate electronic archiving.

Liaise with other professional services, both across Schools and the University, ensuring effective and consistent application of processes and providing appropriate support for students.

Undertake a full range of administrative duties including filing, circulating email and ordering stationery supplies.

Create an inclusive environment that welcomes and supports all students.

plus

Any other duties as may reasonably be required.
Ensure that the highest standards of professional performance are maintained
Promote equal opportunities in the work of the department to include a commitment to the International Strategy of the University
Ensure compliance with relevant legislation and statutory codes of practice, as advised
Participate in the arrangements for performance review
Ensure that professional skills are regularly updated through participation in training and development activities
Ensure all University policies are implemented within the remit of this post

HEALTH & SAFETY

Under the Health & Safety at Work Act 1974, whilst at work, members of staff must take reasonable care for their own health and safety and that of any other person who may be affected by their acts or omissions.

PERSON SPECIFICATION

POST TITLE:School Administrator

DEPARTMENT/FACULTY:School Administration Unit

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively.

REQUIREMENTS
The postholder must be able to demonstrate: / ESSENTIAL (E)
DESIRABLE (D) / MEASURED BY:
A Application form
I Interview
T/P Test/Presentation
EDUCATION/TRAINING
(Academic, vocational/professional and other training)
Good standard of education / E / A
KNOWLEDGE & EXPERIENCE
(e.g. report writing, office experience, Microsoft office)
Experience of working or studying in the UK FE and/or HE sector
Experience in an office environment and in developing administrative systems to aid procedures.
Excellent standard of computer literacy with standard software (word, excel, etc.) and ability to quickly pick-up new systems.
Experience in organisation and minuting of meetings
Experience in professional communication with colleagues and customers / E
E
E
E
E / A/I
A/I
A/I
A/I
A/I
SKILLS/ATTRIBUTES
(e.g. communication, interpersonal, decision-making, problem-solving, team player, reliable)
Attention to detail, to maintain accurate and reliable information
Excellent interpersonal skills enabling communication with students and colleagues at all levels
Excellent written communication enabling clear articulation and enabling the production of documents to a high standard
Excellent organisational skills with proven ability to manage conflicting priorities and work to deadlines
Ability to maintain a high level of confidentiality and discretion
Excellent team worker with the ability to work unsupervised
Confidence to engage in team discussions and communicate ideas effectively
Competence to evaluate practices/processes and adapt to, or develop, new ways of working / E
E
E
E
E
E
E
D / A/I
A/I
A/I
A/I
A/I
I
I
I
BEHAVIOURS
Behaviours will be tested at interview against the Contribution Framework (available on the recruitment web site under Our Culture & Values - Values & Principles)
Leading myself and others
Delivering a great service
Taking a professional approach
Working together as a team / E
E
E
E / I
I
I
I
SPECIAL FEATURES
(e.g. Travel, DBS)