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Job description
CollegeSocial Sciences
SchoolSchool of Education
LocationFalmer
Post NumberEE5025
Job TitleProgramme Assistant
GradeGrade 4
Responsible To:Deputy School Administration Manager (Academic Portfolio)
On a day to day basis the post holder will be responsible to the Deputy School Administration Manager. The School Administration Manager has overview responsibility for the administrative needs of the School and, in conjunction with the Head of School, will support the training and development of administrative staff.
Main Areas of 1.To undertake the administration for a range of full and part-time
Responsibilityundergraduate and postgraduate awards in the School of Education.
2.To work as part of the team of administrative staff in supporting and developing the full range of work School of Education.
Specific Duties1.To undertake the administration for a range of full and part-time undergraduate and postgraduate awards in the School of Education.
1.1To deal with student enquiries for the relevant undergraduate and postgraduate programmes and to ensure that information for despatch is up-to-date and available.
1.2To be responsible for the administrative aspects of the handling of applications for a range of awards in liaison with the Admission Tutor(s), Academic Services, prospective students and Student Services with regard to special needs.
1.3To be responsible for creating and maintaining student and course records relating to a range of awards in the department in liaison with the Deputy School Administration Manager (Academic Portfolio). This will include the maintenance and development of in-house databases as well as the use of the Credit Accumulation Management System (CAMS) and its exploitation for the particular needs of each award.
1.4To be responsible for the preparation of documentation relating to the administration of courses, including the preparation of course documents and student handbooks and correspondence related to the courses. Also providing administrative support for course development.
1.5To provide programme leaders with the statistical data required for the monitoring and evaluation process.
1.6To co-ordinate and collate coursework and examination marks and prepare the paperwork for examination boards, using CAMS to record and process all students’ marks and awards.
1.8To provide administrative support for the examination board process including entering data on CAMS, producing relevant CAMS paperwork and acting as minuting secretary for a number of the School’s area and course examination boards. Following the boards, to produce award and progression lists and correspondence to students, and ensure that follow-up action is taken wherever necessary.
1.9To organise and service relevant Programme Boards and Management Groups. This will include ensuring room bookings have been made, the preparation and circulation of agendas, the minuting of meetings and ensuring that follow-up actions are taken personally or by passing them to the appropriate person and checking that the necessary action is taken.
1.10To assist in the generation of student references.
1.11To receive and distribute incoming mail, dealing with routine matters and drafting replies where appropriate, and to arrange for the despatch of outgoing mail.
2.To work as part of the team of administrative staff in supporting and developing the full range of work of the School of Education.
2.1To provide administrative support for the range of additional work generated by outside agencies such as OfSTED and the NCTL.
2.2To deputise for the Deputy School Administration Manager (Academic Portfolio) and / or Senior Records Officer to cover for sickness, holidays and other occasions when he/she is unavailable in the office.
2.3To support other members of the administrative team, providing cover for sickness and holidays and helping when there is heavy pressure of work.
Selection criteria:Essential:
•Knowledge/qualifications: Fast accurate keyboard skills; familiarity with databasesoftware such as Access or Filemaker Pro; ability to produce grammatically correct written work; ability to produce properly laid out accurate numerical work; ability to assimilate new information quickly; ability to learn new IT packages and applications
•Communication:understands the information needs of others; is able to communicate information in an understandable way orally and in writing as suitable to the situation including to those whose first language is not English
•Sensitivity: listens well and understands the needs of others; appreciates the problems of students
•Self motivation: meets objectives and standards on own initiative, including less satisfying tasks; is committed to continuous self-development, is able to handle ambiguity
•Teamwork: flexible; co-operative; helpful; respects ideas and expertise of others; appreciates own strengths and weaknesses
•Organisation: works systematically and with attention to detail; uses time efficiently; meets priorities and deadlines with a minimum of supervision and can resolve conflicts of interest
•Response to change: adaptable; interested in learning and developing to meet changing situations
•Physical: Able to work extensively at a VDU although regular breaks will be encouraged
Desirable:
•Familiarity with CAMS (or a similar system)
•Experience of working in an education environment
•Experience of committee servicing.
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
Ref:rm
Date:February 2015