Vacancy Number: /
Job Description
School/Department: / Student Recruitment and International Relations Office
Post Title: / Exchange and Mobility Assistant
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
2b
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
only / Enterprise / Education Development
Posts Responsible to (and Level): / Study Abroad and Exchange Manager and to the Administration Team Manager
Posts Responsible for (and Level):
Job Purpose:
1. To be an effective member of a small administrative team providing assistance to the Student Recruitment and International Relations Office activities.
2. Provide support to the University’s Exchange and Study Abroad Programmes with particular focus on incoming Erasmus+ applications and processes.
3. Provide administrative support to funding and scholarship scheme activities as required.
Key Accountabilities/Primary Responsibilities (6-10 bullet points maximum)
· Supporting the Study Abroad and Exchange Manager in ensuring the smooth running of the University’s incoming Erasmus+ Programme, including answering student enquiries, receiving applications, liaising with faculties and professional services.
· In collaboration with other members of the Study Abroad and Exchange Team, running the exchange and study abroad programmes outside Europe, including the support of outgoing students, this will includes activities such as those listed above.
· Provide administrative assistance to the International Funding and Scholarships Officer which will include support during times of funding rounds and liaising with faculties and responding to student enquiries.
· Providing advice to customers and colleagues regarding exchange and study abroad by email, telephone, social media and in person.
· With other Study Abroad and Exchange Team members prepare the arrangements for inward visits, International travel and attendance at external events.
· Creation, maintenance, manipulation and analysis of databases relating to the detailed processes of exchange and study abroad.
· Use of Microsoft packages Word, Excel, Access and Outlook.
· General administrative duties including arranging meetings, general correspondence, filing, photocopying etc.
· Such other duties as may be assigned from time to time. / % Time
Internal & External Relationships: (nature & purpose of relationships)
· Staff in the International Office/ Staff in Professional Services and throughout the University in academic groupings.
· Partner universities in Europe and worldwide.
· International visitors, students, and enquirers in person, by telephone and correspondence.
· Outside agencies including embassies, the British Council, travel agents, international agents, schools, colleges, universities and funding bodies etc.
· Alumni.
· Student Societies.
Special Requirements:
1. Ability to multi-task with close attention to detail and working to deadlines.
2. Ability to relate to a wide range of people.
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications,
Knowledge and Experience: / Skill level equivalent to achievement of NVQ2, GCSE, City and Guilds or equivalent experience.
Proven IT skills including word-processing, spreadsheets and databases to a high level of competence.
Previous administrative experience.
Track record of successfully handling a demanding workload.
Evidence of a strongly developed awareness of customer service. / Skill level equivalent to achievement of HNC, A-Level, NVQ 3 or equivalent experience.
Understanding of the student educational experience, for example being a graduate.
Understanding of Study Abroad and Exchange programmes in the context of tertiary education.
Knowledge of Microsoft Access.
Committee work.
Interaction with external visitors.
Experience of maintaining web pages.
Marketing experience or awareness. / Application/ interview
Planning and Organising: / Able to effectively organise allocated work activities and assist in the effective organisation of non-standard tasks and events, i.e. internal meetings, conferences, travel arrangements.
Effectively prioritise own workload and to contribute to team workload optimisation.
Evidence of managing a task end-to-end within quality and time standards.
Time management skills. / Application/ interview
Problem Solving and Initiative: / Proven independent problem solving skills.
Ability to manage, review and adjust critical processes to meet efficiency and customer service requirements.
Ability to respond to queries on behalf of the International Office. / Application/ interview
Management and Teamwork: / Ability to work as an active team member. / Application/ interview
Communicating and Influencing: / Good interpersonal and communication skills (both verbal and written).
Ability to relate well to a wide range of people including overseas visitors.
Other Skills and Behaviours: / Ability to work on own initiative and as a member of a team.
Special Requirements: / Close attention to detail even under pressure.
Ability to maintain a calm and cheerful team spirit.
Job Hazard Analysis Form - Appendix to Job and Person Specification
Please tick one of the following statements:
This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied) / XThis post has some hazards other than routine office e.g. more than use of VDU
Please tick all those that apply, and put N/A if not applicable
Environmental Exposures / O* / F / COutside work
Extremes of temperature (eg fridge/ furnace)
Potential for exposure to body fluids ##
Noise (greater than 80 dba - 8 hrs twa) ##
Exposure to hazardous substances (eg solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ##
Frequent hand washing
Ionising radiation.
Equipment/Tools/Machines used
Food Handling ##
Driving university vehicles(e.g. car/van/LGV/PCV) ##
Use of latex gloves (note: prohibited unless specific clinical necessity) ##
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ##
Physical Abilities
Load manual handling.
Repetitive Crouching/Kneeling/Stooping
Repetitive Pulling/Pushing
Repetitive Lifting
Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties ##
O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.
FOR SCHOOL/SERVICE USE ONLY / ResourceLink Post NumberWhich post does this job report to
Is this post a Line Manager? / Yes / No
If yes, which posts directly report into it? / ResourceLink Post Number
Post 1
Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
Please add additional rows as required
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