Job title:Academic Programme Administrator

Reports to:School Administration Manager

Department:School of Media

Location:Moulsecoomb Campus/Watts

Grade:4

Purpose of the role:

To provide and co-ordinate an administrative service to specific academic programme areas, or courses within a programme area of undergraduate and/or postgraduate awards within the school. Providing a leading and advisory role within the course team in relation to administrative processes and procedures that support the delivery of the programme. In addition, to support the School Administration Manager and the wider school administrationteam with specific administrative tasks.

Line management responsibility for: none.

Main areas of responsibility:

  • Supporting the delivery of academic programmes, courses or modules,taking a leading and proactiverole in relation to administrative processes and procedures. This will include inducting and advising academic staff oncourse administrative procedures and university administrative policies and regulations. It will require participation in meetings such as staff/student consultative meetings, course team meetings, committee representation and working groups,including acting as Officer to meetings;
  • To be the first point of contact in relation to the current student body and staff team;
  • Developing and maintaining robust, timely communication systems for students and staff ensuring that information provided is accurate and up to date and/or to channel enquiries to other relevant persons or departments;
  • To be responsible for creating and maintaining student and course records relating to the range of awards in the programmearea, course and modules, in accordance with the Data Protection Act. This will include the use of the Student Record System (SITS) and its exploitation for the particular needs of each award. This involves accurate data checks and verification of information (eg Tier 4 student engagement/HESES return/MAV1 records);
  • In liaison with Course/Module Leaders tosupport the preparation of course documentation and materials and to publish information asrequired (eg StudentCentral). Periodically there will be a requirement to be involved with course development and revalidation preparation;
  • To be responsible for liaising with central University of Brighton departments (e.g. Academic Services/StudentServices), partner institutions and external organisations (professional bodies, student exchange institutions), in relation to course specific issues, e.g. records administration, welfare benefits, student fee status. In order to deal with these it is essential to keep abreast of policy changes and regulations;
  • To contribute to the administrative co-ordination of Welcome week. This may includeliaisonwith the Campus Timetabler regarding local course and school activities, in addition to University of Brighton events;
  • To be responsible for the administration of the assessment and examination processes for modules and courses in the programme area, including the following; maintaining the student assessment records database (SITS); preparation of mark sheets for the examination boards/use of Grade Centre;acting as officer of the examination boards and committees; processing of student outcomes in liaison with academic staff and the Chair of the examination board;
  • To assist the School Administration Manager and the wider team in dealing with specific administrative functions such as compiling data and information relating to school business (e.g quality assurance processes /academic health/student numbers/ student appeals);
  • To engage in professional and flexible working practices by supporting the School Administration Manager in delivering an efficient administrative service to the school. This might include occasions where cover is required when colleagues are unavailable or when pressure of work demands. There is an expectation that team members share and promote good practice and assist with the induction of new administrative staff.

General responsibilities:

These are standard to all University of Brighton job descriptions.

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • Fast, accurate Word processing and presentation skills;
  • Familiarity with Word, Excel and Outlook and application in an office environment;
  • Competence with using spreadsheets and databases;
  • Familiarity with effective office procedures;
  • Knowledge of relevant ‘customer service’ standards, including effective telephone use;
  • Knowledge of relevant Health and Safety requirements.
/ A, I, E
Communication /
  • Clear, concise, timely and appropriate oral and written communication as suitable to the situation;
  • Self-confidence and polite, respectful assertiveness when dealing with others; comfortable communicating appropriately with students, colleagues and external stakeholders.
/ A, I, E
Sensitivity /
  • Listens well and considers others’ needs and perspectives.
/ A, I, E
Self-motivation /
  • Meets objectives on own initiative;
  • Committed to continuous self-development.
/ A, I, E
Teamwork /
  • Flexible, co-operative and helpful;
  • Collaborates well.
/ A, I, E
Organisation /
  • Systematic and analytical approach;
  • Ability to organise work and time efficiently;
  • Meets agreed and changing priorities.
/ A, I, E
Response to change /
  • Investigative and adaptable.
/ A, I, E
Physical /
  • Able to use display screen equipment extensively, according to Health and Safety guidelines.
/ A, I, E
Desirable /
  • Familiarity with SITS/E-Vision or similar student record systems.
/ A, I, E
  • Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
  • This is a part-time post for 18.5 hours per week and is fixed term until 31/07/2019.
  • Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition to the eight Bank Holidays, there are University discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, are pro-rated for part-time employees.

Grades / Basic entitlement per year / Grades / 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
  • More information about the department can be found here.
  • Read the University’s 2016 - 2021 Strategy.
  • The University has an attractive range of benefits and you can find more information about them on our website.