Job Title: Midlands Three Cities DTP Administrator
School/Department: Graduate School
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 and Professional Level 2
Contract Status: Fixed-term until 31 August 2019
Hours of Work: 36.25 hours per week
Location: University Park
Reporting to: Midlands Three Cities DTP Manager
The Purpose of the Role:
The Midlands 3 Cities Doctoral Training Partnership (M3C DTP) is a consortium led by the University of Nottingham, involving six Midlands Universities (the University of Nottingham in collaboration with Nottingham Trent University, Birmingham City University, the University of Birmingham, De Montfort University & the University of Leicester). It has been awarded £14.6 million by the Arts and Humanities Research Council (AHRC) to deliver innovative and world-leading research training for five cohorts of Arts and Humanities doctoral students between 2014 and 2021. Institutional match extends this overall budget.
We are seeking to recruit an experienced and highly motivated administrator to provide day-to-day administration for the M3C DTP. They will provide a range of support services and will be expected to organise their own day-to-day work to meet clear objectives and deliver services to an agreed standard. The post holder will be part of the M3C administrative team which works with the M3C DTP Academic Director to ensure successful delivery of the M3C consortium and it is based in the Graduate School at the University of Nottingham. The M3C DTP administrator will report to the M3C DTP Manager and will work will work closely with a broad range of colleagues at the consortium universities and partner organisations. The successful post holder will be required to travel as required to partner universities to service M3C DTP meetings and support residential and student recruitment events. The post holder will occasionally be required to work outside of normal working hours to support these activities, for which time-off in lieu will be given.
Main Responsibilities:
Main Responsibilities / % time per year1. / Planning and Organising
o Arrange, schedule and minute governance groups, committees and day-long student selection panels.
o Make logistical arrangements, including travel, accommodation and room bookings
o Administer all M3C events including the residential induction, public engagement activities and external partner events.
o Support the Manager and other DTP staff in the implementation of key DTP strategies including recruitment and offer/award processes, marketing, promotion and programme evaluation.
o Ensure postgraduate student and supervisor data, including Je-S records are maintained and accurate.
o Develop and maintain relevant databases and shared files and systems for key information (e.g. applicant and student records, external partner contacts, key contacts in DTP HEIs, changes to student circumstance affecting their awards, student progress) to ensure accurate, up to date, information is available to those who require it. / 35%
2. / Customer and Service Support
o Act as the first point of contact for all queries and issues about the DTP, responding appropriately to enquiries and referring on complex issues appropriately.
o Manage the DTP email inbox taking responsibility for timely communications in line with the DTP protocols and expectations.
o Provide advice and guidance to stakeholders regarding key processes and deadlines including the routine use of IT platforms that support the DTP.
o Demonstrate and explain services available and their uses to members of the DTP
o Relay feedback and be proactive in contributing to improvements of current working methods
o Develop a network of contacts across the M3C Consortium, working effectively and communicating precisely with the key individuals, academic and administrative, who support M3C at the six universities and partner organisation contacts. / 20%
3. / Analysis, reporting and documentation
o Gather and collate management and survey data for incorporation into reports and documents, including the production of appropriate charts and tables.
o Administer programme and DTP evaluations including student surveys
o Monitor trends over time and report findings accurately and appropriately. / 10%
4. / Overall administrative support
o Provide administrative support to the M3C DTP team, including the Manager and Academic Director
o Prepare and create documents using advanced word-processing skills including integrating information from different software applications.
o Assist the Manager and DTP team with marketing and communications strategy implementation
o Maintain the DTP website and Virtual Postgraduate Platform and collate DTP documentation and shared files for the DTP administrative team
o Support DTP Manager and M3C Finance Manager with the administration related to the M3C budget and the allocation of funds associated with specific funding streams.
o Create documents including those with confidential data (such as the outcome of student selection processes, student offer letters) exercising due care and attention to the transfer and storage of such information. / 30%
5. / o Any other duties appropriate to the grade and role as required by the DTP Manager and Academic Director. Independence and initiative will be required to react to changing priorities and work circumstances and the role holder will need to make decisions within clear parameters as required and be confident in communicating with and supporting a range of stakeholders. / 5%
Knowledge, Skills, Qualifications & Experience
Essential / DesirableQualifications/ Education / Educated to NVQ 2-3, City & Guild or equivalent plus some experience in a relevant role or considerable relevant experience in similar roles
Knowledge/Skills/Training / · Excellent organisational and communication skills – written, verbal and interpersonal
· Ability to build relationships with individuals and representatives of external organisations
· Proficient in the use of Microsoft Office IT packages, more specifically Excel, Word, Access and Outlook.
· High degree of initiative, responsibility and self-motivation and a professional attitude with a proactive approach to problem solving and responsibility as a key member of the team
· Ability to define priorities and work flexibly and effectively under pressure to meet demanding (and possibly conflicting) deadlines
· Ability to plan, manage and co-ordinate projects
· Ability to work with little supervision and to provide on-the –job coaching to temporary staff if required / · Experience of using online survey tools.
· Familiarity with University standard software including Contensis Management system (CMS) and Confluence Familiarity of working with Research Councils and understanding of Je-S
Experience / · Working with external organisations in a customer-service-oriented environment
· Working in HE environment
· Organising and facilitating meetings, including expert minute taking and preparation of agenda & papers
· Supporting the administration of an online platform / · Experience of supporting student recruitment
· Experience of supporting events
Personal Attributes / · Flexible approach to work
· Attention to detail
· High level of professionalism
· Team player
· Self-starter
· Sense of responsibility in role on behalf of the DTP
Decision Making
i) taken independently by the role holder;
Prioritising own work load
Resolution of routine queries
Day-to-day management of specific project activities
Development of internal university and external partner relationships to support delivery of the programme
ii) taken in collaboration with others;
Development of ways to improve delivery of key objectives within the programme.Responses to anomalies/queries in relation to studentship eligibility, training programme content and finance in collaboration with the DTP administrative team and directly with the AHRC.
iii) referred to the appropriate line manager by the role holder.
All issues which have a budgetary impact of over £500
All issues which, if left unresolved, could damage the medium-to-long term effectiveness of the programme
Any issues arising with legal or reputational implications for the programme.
Scope of the Role
The role requires an individual with excellent organisation and professionalism and the ability to manage working relationships in a responsible, confident, productive and positive manner.
The role holder will be expected to take responsibility for the day-to-day administration and in line with the DTP agreement which has very clear delivery and reporting requirements to be met.