Job description for MSc Course Administrator

Job title: MSc Course Administrator

Section: Academic Services

Team:Registry

Grade:Admin Grade C (London)

Responsible to:MSc Course Manager

Responsible for:MSc Course Assistant

Lateral relationships:Academic Services Teams
Course Directors
Module Leaders
Registry Systems and Data Manager, and Data Analysts
Finance Department
Site Services including external venues
IT

Hours:Full-time Monday to Friday (35 hours per week net,with time in lieu for any additional hours worked during teaching days )

Based:Chelsea, London, Monday to Wednesday, and at Farringdon Thursday and Friday during term time
(with occasional travel to the ICR’s Sutton site)

Summary of the main objectives of the post

Reporting to the MSc Course Manager, the post holder will provide administrative support for the MSc in Oncology, and will have day-to-day responsibility for the management of the course’s student data, alongside regular liaison with students and lecturers.

This is an excellent opportunity to develop a career in higher education administration, in a fast-moving but supportive environment. The role is within a close-knit team, consisting of the MSc Course Manager, the MSc Course Administrator and the MSc Course Assistant, working with the Course Directors. The team works closely with other Academic Services teams at the Chelsea office, whilst course days at Farringdon entail close interaction with students and teaching staff. The post holder will supervise the work of the MSc Course Assistant, and will, at times, deputise for the MSc Course Manager in their absence.

Responsibilities / duties

The Course team has a wide and varied calendar of activities. Those listed below summarise the main areas, which may happen at different times throughout the year. The ability to prioritise and multi-task is essential.

Specific responsibilities of the post

Staff Supervision

  • Supervise the MSc Course Assistant, including supporting them in their training and development.
  • Delegate specific administrative tasks to the MSc Course Assistant as necessary, whilst retaining oversight and maintaining a high level of accuracy of output.

Data Management

  • Co-ordinate the administration team’s work with respect to student records and the student database.
  • Work with the Registry Systems and Data Manager and team to ensure that the course’s data management systems hold an accurate record of student activity.
  • Ensure that changes in student circumstance are recorded promptly and accurately in student records systems.
  • Be responsible for maintaining operating procedures for the recording of student data, and for other activities performed by the MSc Course Team.
  • Work closely with the Registry Systems and Data Manager and his team to produce reports and student letters as and when required.
  • Provide student and course-related quantitative information for internal management purposes and for statutory and other external bodies (e.g. HESA, HEFCE).

Course Management

  • Under the direction of the MSc Course Manager and working with the MSc Course Assistant, be closely involved in organising and delivering teaching and student activities – including room setup, liaison with lecturers and other staff, liaison with students, dealing with student feedback, and other duties arising from the nature of the course.
  • Assist the MSc Course Manager in the planning and arrangements of key events throughout the academic year.
  • At the MSc Course Manager’s request, prepare the agenda for course management meetings, and attend and take minutes as necessary.
  • Pro-actively provide support to the MSc Course Manager, and deputise for them in their absence, discussing any non-routine issues with the Deputy Head of Registry.

Assessments

  • Be responsible for collating and maintaining a log of assessments and coursework submitted including contacting students for non/submission.
  • Be responsible for preparing and overseeing the online Multiple Choice Questions assessments (MCQs).
  • Be responsible for preparing and distributing assessments to Module Leaders for marking and ensuring their timely return.
  • Collate marks in preparation for Exam Boards.
  • Prepare and send assessments to External Examiners.
  • Assist in the preparation of documentation before and after Exam Boards with the Registry Systems and Data Manager and team.
  • Take minutes at the Exam Board.
  • Work with the Registry Systems and Data Manager to input post Exam Board data onto the Student Records System and produce/distribute result letters to the students in a timely manner.
  • Be responsibilefor booking rooms, AV and catering for the Exam Board.
  • Be responsibile for sending pass lists and liasing with Senate House (University of London) with regards to conferred students.

Alumni Network

  • Co-ordinate, develop and maintain the MSc Student Alumni Network, including gathering alumni data and organising any events.

MSc Module Leader and Tutor Training

  • Maintain accurate information about suitable training courses for Module Leaders and Tutors, informing Module Leaders about available courses.
  • Book rooms and arrange refreshments for the bi- annual Module Leaders training sessions

Routine tasks undertaken by the team

Course documentation

  • Update course information as requested, such as the Student Handbook, Module and Assessment Guides.
  • Request information from Module Leaders, such as assessment details.
  • Ensure that the virtual learning environment (VLE) that supports the course is kept up-to-date, and liaise with other Academic Services staff who support the VLE.
  • Upload documents and information to the VLE, including course timetables, presentations, assessment details and announcements.

Course Feedback

  • Ensure that students receive lecturer and course evaluation forms at the end of each teaching day and at the end of each module.
  • Collate information provided in student evaluation forms.

Admissions and enrolment

  • Send registration forms and enrolment details to successful applicants.
  • Assist with the enrolment event, invite staff from relevant departments to attend and liaise with them regarding student numbers.
  • Ensure that all student fees are paid and liaise with the finance team.

Student administration

  • Deal with day-to-day enquiries from students.

Course timetable

  • Provide administrative support to the MSc Course Manager, Course Directors, Module Leaders and other teaching staff to set up the teaching timetable.
  • Confirm details of teaching sessions with lecturers and check lecturer requirements in advance.

Module Leaders and Lecturers

  • Maintain a list of Module Leader and Lecturer contact details.
  • Assist with preparing and sending out the Module Leader contracts and maintain an accurate list of contract details.

Course days

  • Arrange the setup of the lecture room layouts with external venue in advance of lectures, and book additional rooms and equipment as necessary.
  • Set up AV equipment in the lecture room and check that it is working.
  • Maintain a highly proficient first point of contact for the course lecturers and students and be of general assistance to all MSc lecturers during the teaching days.
  • Receive visitors in a courteous and welcoming manner.
  • Assist lecturers in setting up their presentations prior to the lecture.
  • Support lecturers in setting up group work.
  • Prepare lecture handouts, including E-voting, print and photocopy handouts prior to lectures.

Other responsibilities

  • Assisting the Registry at the ICR Graduation and at times assisting with the ICR Research Student Recruitment event
  • Any other tasks that may be required that are consistent with the grade and nature of the post.

Person specification

Person Specification / Essential or Desirable
Education & Knowledge
A first degree or equivalent. / D
Experience
Significant experience of working in a support role, preferably in a higher education environment. / E
Experience of working with manual and electronic administrative records. / E
Experience of higher education course administration. / D
Experience of taking committee minutes. / D
Experience of using a virtual learning environment. / D
Previous knowledge of student databases / D
Previous experience of using VLE (Moodle) / D
Skills
Intermediate IT skills, including a good working knowledge of Microsoft Office applications including Word, and at least intermediate excel, Internet and e-mail. / E
Excellent organisational, communication (oral and written) and interpersonal skills. / E
Ability to work independently and prioritise workload; be self-motivated and display initiative. / E
Ability to multi-task. / E
Ability to delegate tasks to others. / E
Ability to be accurate and meticulous in attention to detail. / E
Ability to deal sensitively with a range of student enquiries. / E
Friendly and helpful attitude. / E
Highly numerate / E
Ability to be an all-round team player. / E
Ability to maintain strict confidentiality. / E
Ability to provide clear advice to students/academic staff in the use of IT systems. / D
General
A flexible attitude to work, including the ability to take up new tasks when required, set and meet targets, with minimum supervision. / E
Willingness to engage in development appropriate for this role. / E
Commitment to providing a high quality service to students, MSc Management Team, Module Leaders and lecturers. / E