Appointment of a Research Student Administrator

The departmentAcademic Services provides central support for the university’s academic administration.

Briefly, the department’s responsibilities include the recruitment and admissions of students, academic quality assurance and the management of student and course records and related work.

Academic Services works closely with:

  • potential applicants, their advisers and families, as well as current students and graduates;
  • the university’s academiccolleges, schools and other central administrative departments;
  • a wide variety of external organisations, including the university's partner institutions
  • other educational establishments and local and central government agencies.

Broadly, the department is organised into five main divisions, incorporating a number of teams and reflecting its wide range of activities.

1. Recruitment and Outreach

  • organises recruitment events for prospective students, including university open days and undertakes outreach work with schools and colleges;
  • provides an enquiries service for information about the university's courses, application procedures and university life, including prospectuses

2. Student Administration Systems

  • manages student enrolment
  • manages tuition fee processes including confirmation for student loans
  • administers university bursaries and scholarships
  • manages the student record and course information systems including user training and support;
  • coordinates organisation of students’ formal examinations, progression and graduation, including the annual awards ceremonies;
  • provides data for management information purposes and for statutory and other returns.

3. Academic Standards Partnership

  • manages academic development, quality assurance and enhancement procedures, including collaborative arrangements with partner institutions;
  • develops and advises on academic regulations and policies;
  • administers European exchange programmes;
  • provides the secretariat for the university's Academic Board and its reporting committees.

4. Academic Services Offices

These four offices are based at the Grand Parade, Mouslecoomb and Falmer campuses. Each office is responsible for directly supporting the administration of specific academic schools.

5. The fifth division consists of three sections that report directly to the Director of Academic Services:


  • develops and advises on university admissions policies
  • delivers admissions processes across the university

International Office

  • international recruitment and development, including representing the university overseas through exhibitions and visits.

Doctoral College support

  • ensures quality assurance and administrative support for postgraduate researchers and their supervisors;
  • administers research degree and research training programmes for students and staff.

The department also includes the Legal Services and Equality & Diversity section that reports directly to Carol Burns, Registrar & Secretary.

The jobDetails of the job are described in the attached job description.

The salarySalaries are paid monthly in arrears through the BACS System directly into the bank or building society account of each member of staff.

Salary payments for staff that work less than 52 weeks per year are spread evenly over twelve months of the year so that they continue to receive payment during the times they are not contracted to work. This means that, when they leave the employment of the university, they may have received either an over or underpayment for that year, according to the date of leaving in relation to the anniversary of the start date. In such cases, the adjustment would be made in the final salary payment, as a deduction or lump sum payment, as applicable.

Working weekThe hours of work for this post are 22.5 hours per week, excluding meal breaks (these are unpaid), 52 weeks per year and hours of attendance are flexible and can be discussed at interview.

Duration of the jobThe appointment is temporary for approximately twelve monthsin order to cover a period of maternity leave.

Holiday For each full-year worked you are entitled to annual leavedependent on your grade of pay (see table below). The entitlement increases after five years’ continuous service, pro rata for part-time staff. Annual leave entitlement for part-time staff and staff on shift patterns will be calculated in hours. New members of staff are entitled to annual leave proportionate to their completed calendar months of service. In addition to the eight Bank and Public Holidays each year, discretionary days are granted in late December to allow the university to remain closed between Christmas and the New Year.

Grades / Basic entitlement per year / Grades / Basic entitlement after 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days

Terms & conditionsIn determining terms and conditions of employment, the university has regard to recommendations made through the appropriate national negotiating framework. These terms and conditions of service can be varied by local agreements reached through the university’s local negotiating framework which comprises a Joint Negotiating Committee supported by two Common Interest Groups. These groups bring together representatives of the university and its recognised trade unions, which are:

•UCUUniversity and Colleges Union


Strategic planDetails of our Strategic Plan can be found at: