THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title: Teaching Support Administrator

School/Department:Biosciences

Salary: £17,039 to £20,198 per annum, depending on skills and experience.

Salary progression beyond this scale is subject to performance

Job Family and Level:APM Level 2

Contract Status:Permanent

Hours of Work:Full-time

Location:Sutton Bonington Campus

Reporting to:Operations Manager

Purpose of the New Role:

To provide essential administrative support to the students, both undergraduate and postgraduate within the Plant & Crop Sciences.

The role holder will also be required to work in a team of 3 administrative staff to support the Academic, research and technical staff within the division and school and work with the Operations Manager, other divisional and school administrative staff to ensure full cover is provided during busy periods and times of absence. The role holder will be liaising with the staff in the School Office staff to ensure all requirements are met in a timely, friendly and efficient manner to support our students.

Main Responsibilities / % time per year
1. / To provide administrative support to the academic staff in Plant & Crop Sciences with their BSc and MSc requirements, this includes:
  • Liaise with staff regarding timetables and preparation of teaching material.
  • Ensure all administration and information is organised for external lecturers, be their local key contact and liaise with the School HR Office to ensure prompt payment is received by the lecturers.
  • Liaise with academic staff to ensure that the examination questions and received and collated and signed by the Exam Co-ordinator and external examiner and submitted to the School Office within the given deadline.
  • Provide support to Course Managers in organising student projects.
  • Organise and arrange Field Study courses.
/ 15%
2. / To provide administrative support to the students completing BSc, MSc and PhD’s in Plant & Crop Sciences, this includes:
  • Supporting them with contacting and arranging meetings with their academic supervisor.
  • Assisting the students with any information to support their links with the School Office, Academic Services
  • Assisting students with making any purchases and travel requirements, liaising with the Finance Office and the academic to ensure correct budgets are used.
  • To liaise with and support the School Learning & Teaching Manager and Administrator.
  • Ensure that knowledge transfer is supported and liaise with the co-ordinator and respective academics as and when required.
  • Ensuring that all marks are clearly and correctly recorded, liaising with the Teaching & Learning Administrator.
/ 20%
3. / Support for Undergraduate admissions and administration, involving:
  • Assisting with the administration and management of UCAS applications and letters to applicants.
  • Liaising with the School Office and Academic Services.
  • Organisation and participation in Student Visit Days.
/ 10%
4. / Support for Postgraduate Admissions and Administration in Plant & Crop Sciences, including administration of the postgraduate reporting scheme. This involves:
  • Manage enquiries and applications, liaise with the School Office, Academic Services and International Office, maintain postgraduate files and chase required documentation e.g. English qualifications.
  • Liaise with students and supervisors to ensure supervisory meetings and annual reviews are held when required. Ensure all information is recorded appropriately for School administration and Home Office monitoring.
  • Provide advice and support to academics regarding postgraduate matters, including keeping confidential files, providing information packs to new postgraduates.
  • Organise annual conference(s) for all Plant & Crop Science postgraduates, their assessors and supervisors.
  • Organise the annual interviews with academic and divisional assessors.
/ 15%
5. / Support the King Research Group with all administrative requirements, this includes:
  • Checking and responding to their emails when away from the office on their behalf.
  • Diary management.
  • Booking travel requirements for the team.
  • Supporting the groups’ financial administrative requirements in respect of: purchasing, travel, expenses, time-sheets, etc.
/ 25%
6. / Work with the other two administrators in the division to provide general administrative support in the division for:
  • Purchasing, travel, expenses, stationary requirements.
  • Visitors to the division, both short and long-term.
/ 15%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education /
  • Educated to a minimum of 5 GCSE’s (or equivalent) including English and Maths.
  • RSA Level II (or equivalent)
/ NVQ 3 Administration or equivalent.
Skills/Training /
  • Knowledge of IT software systems including Microsoft office.
  • Proficient in the use of email and the internet.
  • Proven organisational skills.
  • Excellent verbal and written communication skills.
  • Approachable, with excellent interpersonal skills.

Experience /
  • Proven experience of working in an administrative environment.
  • Ability to work independently to meet set objectives.
  • Ability to work accurately to tight deadlines under pressure, and to play an active, supportive and flexible role within the team.
/
  • Previous administrative work experience in Higher Education.
  • Previous experience of postgraduate student administration.

Statutory/Legal /
  • Knowledge of issues of confidentiality, Data Protection Act and equal opportunities.
  • Ability to handle sensitive and confidential issues effectively.
/
  • Genuine interest in academic achievement of young people.

Decision Making

i)taken independently by the role holder

Day to day decisions involved in managing own day to day duties to prioritise workload.
Authorisation of purchases to set limits.
Maintaining student records.
Responding to routine enquiries from students.

ii)taken in collaboration with others

Assistance with the timely management of relevant processes across the above responsibilities.
Various administrative procedures in liaison with line manager, academics, other administrative staff in the School, division and University.
Research Finances with the academic(s) and the School Research Administrator and Finance Officer.

iii)referred to the appropriate line manager (please name) by the role holder

Admissions enquiries, as appropriate,
Technical and financial enquiries, as appropriate
Student support, as appropriate.
Intra-division decisions that require resolution at a higher level.

Additional Information

Head of School/Department
(or nominee): / Anna Toon
Date completed: / 2014
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