Recruitment Role Profile Form
Job Title:Curriculum Services Assistant
School/Department:Registrar’s Department, Academic Services Division, Curriculum Services
Salary:£17,039- £20,198 per annum depending on skills and experience. Salary progression beyond this scale is subject to performance
Job Family and Level:Administrative, Professional, Managerial Level 2
Contract Status:This post will be offered on a fixed-term contract until 30th June 2017
Hours of Work:Full-time(36.25 hours per week)
Location:University Park Campus, Nottingham
Reporting to:Examination Manager (Online Exams), Academic Services Division
Purpose of the Role:
To assist in the successful delivery of all centrally managed formal examinations for the University with a particular focus on the support of on line examinations and examination paper production.To support the wider work of Curriculum Services in particular working in the Student Administration System to assist in maintaining programme and module information. To undertake other supporting duties relating to purchasing.
Main Responsibilities / % time per year1 / Responsible for production of examination papers to include the printing of accurate numbers of examination question papers and supplementary materials, the collation and checking of copied papers with registers, scripts envelopes and additional materials for distribution to examinations hall. / 10%
2 / To support the delivery of summative online examinations for all students, including those with a recognised disability, dyslexia or long term medical condition throughout the whole academic year including
- Booking exam venues and allocating students to these venues
- Producing and collating examination support material
- Liaising with academic Schools and support departments on logistical arrangements for these exams
- Managing the online exams mailbox answering a broad range of queries in a timely and professional manner
3. / To undertake tasks associated with Curriculum Management include monitoring, with others, two mailboxes for module specifications and module enrolment and undertaking other tasks in particular:
- Working with programme and module records in the Student Administration System (SaturnWeb) inputting and updating newly approved programme and module information
- Assisting with Module Approval of newly submitted modules
- Running reports for the Curriculum Summer Audit process and publishing them on a Workspace site
- Assisting with the processing of module enrolment information against the student record
4. / Responsible forensuring that adequate stock levels are maintained including ordering of stationary and othermaterialsthrough the Agresso and Sciquest, ordering and finance systems and the maintenance of accurate records of all such orders, including total spend etc. / 5%
5. / Act as sectional Print Champion liaising with the University’s printer providers as required to ensure that faults etc. are rectified in the timely fashion and machine download in kept to minimum levels / 5%
6. / To take a significant role in Graduation Ceremonies in the checking of Degree Certificates and taking a role on stage in the ceremonies themselves to help with the distribution of certificates to Graduates. / 5%
7. / To provide PA support to members of the Management team (organising meetings, preparing and circulating papers, booking traveletc.) and any other duties appropriate to the grade and role of the post holder / 5%
Knowledge, Skills, Qualifications & Experience
Essential / DesirableQualifications/ Education / A good standard of general education to include 5 GCSEs or equivalent, including English and Mathematics to Grade C or above (or equivalent).
OR Vocational qualification (NVQ2 Administration with Secretarial Skills) or equivalent and experience of an office/administrative environment OR
Considerable work experience in relevant role.
Skills/Training / Extensive IT knowledge (MS Office, email)
Ability to build working relationships within the School/department, University and external suppliers
Excellent written and verbal communication skills, and interpersonal skills
Reliable and willing and adaptable to learn new skills and procedures as required by changing University procedures and legislation
Ability to prioritise own work-load, and adapt it in the light of altering external priorities and pressures.
Ability to work under pressurewhilst maintaining a high degree of accuracy / Experience of using Sciquest, Agresso and/or Saturn
Knowledge of stock control and general purchasing
Experience / Experience of handling confidential and sensitive information.
Experience of working with a large and complex confidential database
Demonstrable experience in an administrative environment
Experience of planning own work activities in response to differing needs of the School and deadlines / Experience of supporting assessment activity in an educational environment and/or online assessment tools
Experience of the University of Nottingham Student Administration System (Saturn)
Statutory/Legal / Awareness of University procedures and relevant legislation
Decision Making
i)taken independently by the role holder
- Receiving and responding to general enquiries
- Specific office equipment and stationery requests
- Prioritisation of own workload relating to functions for which the post holder is responsible
- Advising University staff in relation to the summative online examination arrangements operation
- Applying departmental protocols to trouble-shoot problems before during and after examinations periods
ii)taken in collaboration with others
- Complex issues arising during the exam periods.
- Decisions which require changes to Exams Office processes and procedures
- Responding to complex queries which require non-standard interpretation of policies and procedures
- Systems development
- Long term planning and setting deadlines for tasks
iii)referred to the appropriate line manager
- Approval of orders >£500
- Approval of credit card transactions on a monthly basis
- Decisions which may require a change to University-wide procedures
- Changes to procedures which require considerable extra resources
- Decisions where policy change is required
- Policy decisions where not precedent exists
- Changes likely to provoke significant negative reaction from the University staff or students
Additional Information
The role reports to The Examinations Manager (on-line Exams) who is one of three, each with special primary responsibilities; Mains Examinations; Invigilation, AEA and Overseas Examinations; Online Examinations all reporting to the Deputy Director of Academic Services Division: Curriculum Services. The Examination Office supports approximately 66,500 desk spaces in the January examination period, 75,000 desk spaces in May/June Examinations. A further 3,500-4,500 AEA students are supported in their individual arrangements. Online examinations are ongoing throughout the year with numbers increasing year on year.It is necessary for all members of the Examinations Office to take a proactive approach to problem resolution to ensure that centrally scheduled University examinations run trouble-free and as such this it is necessary for the post holder to have a flexible approach to working additional hours during the weeks leading up to and during examinations periods, this includes earlier start and finish times and Saturday working when required.There are also periods during the year where annual leave is restricted.
The Examinations Team support large numbers of examinations across multiple locations. During the extremely busy examinations periods the role holder will be required to assist with front of house duties, trouble shooting queries and resolving issues by delivering information and supplies across campus in a timely manner.
/ The University of Nottingham strongly endorses Athena SWAN principles, with commitment from all levels of the organisation in furthering women’s careers. It is our mission to ensure equal opportunity, best working practices and fair policies for all.
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