UNIVERSITY OF LINCOLN

JOB DESCRIPTION

JOB TITLE: Faculty Officer

DEPARTMENT: Faculty of Agriculture, Food and Animal Sciences

LOCATION: Riseholme Campus

POST NUMBER: RCR1051

GRADE: 4

REPORTING TO:Faculty Manager

DATE: March 2011

Context

The Faculty of Agriculture, Food and Animal Sciences operates from two campuses, Holbeach (the National Centre for Food Manufacturing) and Riseholme Park the University's historic 460 ha estate on the outskirts of Lincoln which is home to the faculty's farm and animal enterprises. RiseholmeCollege is home to the faculty’s Land-based Further Education provision and Higher Education programmes in Agriculture and Equine.

The post holder will work under the direction of the Faculty Managerto provide administrative support for the Faculty as a member of the Faculty Office Team. The role embraces administration relating predominantly to Further Education

Job Purpose

Under the direction of the Faculty Manager, provide administrative support for the Faculty Office predominantly relating to the administration of FE and related short courses

Key Responsibilities

Administrative support to the Faculty, Registry and the Office of Quality Standards and Partnerships

Working under the direction of the Faculty Manager, toensure the administrative responsibilities of all academic departments within the Faculty are discharged in full. This will include:

  • collating of agendas, circulating papers and taking detailed minutes for meetings such as Faculty Board of Studies, Research Committee and other academic or management committees .
  • maintenance and archiving of departmental student records, including contributing to the timely and accurate maintenance of student names and addresses and transfers and withdrawals using the central computerised student records system.
  • contributing to the production of examination papers, including re-sit papers and the corresponding draft answers, in accordance with University guidelines and procedures.
  • under the direction of Faculty Manager, provide support for and undertake the scheduling of examinations including online, City and Guilds EVOLVE testing and related administration
  • working closely with academic staff within the department and the Faculty Manager to schedule the submission of student work in a timely manner and to ensure safe receipt and storage of the same
  • providing support for the organisation of Faculty/Departmental short courses
  • under the direction of the Faculty Manager liaise with academic registry and academic colleagues to ensure students are registered with awarding bodies, and oversee the receipt and processing of results and issuing of certificates.
  • liaising with External Awarding Bodies where required in relation to the administration of examinations and other such matters
  • liaison with key departmental and Registry staff in respect of teaching and assessment (including examination) timetabling and committees
  • acting as an information and referral service onRegistry administrative processes and procedures that impact upon the student or programme record
  • under the direction of the Faculty Manager, the creation and maintenance of a list of invigilators for the department
  • providing a departmental collection and transmission service for forms and papers affecting the student record, and an assessment collection and return service, as required.
  • providing administrative support for the assistance with the completion of student attendance registers, grade sheets and the Educational Maintenance Allowance contacting students who are not in attendance, in line with University regulations
  • responsible for liaising with admissions regarding arrangements for applicant interviews, where applicable
  • responsible for supporting effective liaison with Professional, Statutory and Regulatory Bodies (PSRBs), where applicable
  • supporting the Faculty Manager, in the maintenance of academic standards with the Office of Quality, Standards and Partnerships to include assisting with the administration of programme validation events, periodic programme reviews, annual course monitoring and quality audits
  • supporting the Faculty Manager in the management of the faculty’s portfolio, course approvals and costing
  • supporting the Faculty Managerwith administration relating to the faculty’s compliance with FE funding and contractual requirements
  • undertaking routine financial transactions including raising orders and processing invoices and payments

Student support

  • undertaking reception duties in the Faculty Office and elsewhere
  • receipting and returning of student work
  • dealing with student enquiries personally and referring more difficult cases or seeking advice ifrequired.
  • working with staff in the Student Support Centre or Registry in order to support and enhance the student experience.

Team working and liaison

  • Work as part of a team, attend and actively participate in team meetings
  • Maintain positive relationships in the faulty and university and contacts to enhance the effectiveness of the role

Other Duties

  • Participate in University events and activities, such as student enrolment and award ceremonies, as and when required.
  • Maintain confidentiality in respect of all areas of the job responsibilities and to be aware of current University policy on the Data Protection Act 1998.
  • Comply with the University’s health and safety and equality and diversity policies in the undertaking of the job responsibilities, and to observe other University requirements relevant to the duties of the post.
  • Undertake any staff development deemed necessary for the effective performance of duties assigned to the post.
  • Undertake any other duties as directed by the relevant line manager, commensurate with the level of the post.

Key Working Relationships

Faculty Manager
Administrative Team
Dean of Faculty
Heads of Department
Academic staff in the Department/Faculty
Students in the Department/Faculty
Other administrative staff within the Faculty
University Registrar
Registry staff
Student Services, including the Disability Service
Student Support Centre
Office of Quality and Standards
Estates
External Working Relationships:
External examiners
Professional and accrediting bodies
PartnerCollege staff (academic and administrative)
Former students
Careers support organisations

PERSON SPECIFICATION

Job Title:Faculty Officer Post Number: FEA1063

Date: March 2011

Selection Criteria

/ Essential (E) or Desirable (D) / Where Evidenced
Application (A), Interview (I), Presentation (P); References (R)
Qualifications
Educated to Degree standard or prepared to qualify
Qualified in Business Management/Administration at Level 3 or above
Qualified in Team Leading or Supervisory Management / D
E
D / A
A
A
Experience
Administrative Experience in a FE environment
Experience of administering Functional Skills tests
Experience of administration of provision for business
Experience of liaison with academic staff over student support
Experience of financial administration / E EE
E
D / A/I
A/I
A/I
A/I
A/I
Skills and Knowledge:
A good understanding of FE administration
A good understanding of the roles of Faculty committees in supporting University policy
Knowledge of standards of service for business
Competent in a range of IT software, including Word and Excel
Competence in the administration of Functional Skills testing and FE examinations practice
Competent in the use of Proachieve and FE reporting / E
E
D
E
E
D / A/I
A/I
A/I
A/I
A/I
A/I
A/I
Personal Attributes:
Excellent written and oral communication skills
Ability to draft agendas
Confident in a range of Microsoft Office Applications
Confident in the use for FE soft-ware applications e.g. Pro-Achieve , LAD, reporting
Self confident and able to use initiative
Organisation and planning of own workload to meet deadlines
Professional, confidential and responsible approach
Flexibility in approach
Good interpersonal skills
Accuracy and attention to detail
Strong Team Player / E
E
E
D
E
E
E
E
E
E
E / A/I
A/I
A/I
A/I
A/i
A/I
A/I
A/I
A/I
A/I
A/I
Business Requirements:
Able to travel between campuses
Ability to work flexibly on occasions / E
E / A/I
A/I

Essential Requirements are those, without which, a candidate would not be able to do the job.

Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirement.