Job Description

Job title: / MSc Programmes Manager
Department/School: / MSc Team
Grade: / Grade 7
Location: / School of Management
Purpose of the job:
The post holder will form part of the School of Management’s MScTeam, with specific responsibility for Admissions and Programme support for the School’s MSc (Programme)Team.
The focus of this role is on the development, leadership and management of the School’s MSc Programmes staff, covering the portfolio of MSc courses. Line management of these roles forms a major part of the role, dealing with applicants, current students and Faculty teaching on MSc courses, plus managing staff development, annual leave, sickness etc.
As part of the School of Management’s MSc(Programme) Team, the post holder will take the lead to ensure that services relating to admissions and programme support are efficient, effective and adapt to changing circumstances. The post holder will be responsible for initiating improvements in the recruitment and admissions process to improve prospect conversion, and the application experience. The team work together under the guidance of the Head of MSc Operations. The post holder works closely with the Student Experience Officers, Careers and Professional Development Advisor, School’s Assessments Team, Directors of Studies and faculty.
This is a busy and varied role involving daily communication with senior academic staff, current and potential students, and agents (both in the UK and internationally). The post holder will need to have excellent organisational skills, demonstrate a good use of initiative, have the ability to multi-task and prioritise. A strong interest and understanding of admissions and programme support in higher education is required.
Cultural awareness and building effective working relationships internally and externally key to this role to ensure we provide the best possible service to current and future students.
It is essential that the post holder has the interpersonal and team-building skills to provide leadership and support to the School of Management’s MSc Team as well as engaging with enquirers, students, agents and other stakeholders.

Source and nature of management provided

Reports to the Head of MSc Operations with strategic and academic guidance from the Associate Dean Postgraduate Taught Programmes and the MSc Director of Studies.

Staff management responsibility

Line management of MSc Admissions and Programme staff – currently 3Programme Officers, 5Programme Administrators and a Receptionist.
Duties and responsibilities
The post holder’s main sphere of operations will concern leadership and management of the School of Management’s MScTeam (Programmes), initiating development and managing change as appropriate. Although members of the team have individual areas of responsibility, a ‘team-based approach’ is essential to ensure that, regardless of circumstances, every member of the team is fully conversant with processes and procedures to ensure that they can effectively contribute to any activity within the team. The MSc Programmes Manager will be responsible for deciding and allocating work priorities as the need arises, in conjunction with the Head of MSc Operations.
1. /

Main duties and responsibilities specific to the role

iManage the School of Management’s MSc Team (Programmes) i.e. allocate workloads, approve and monitor leave, hold regular staff meetings, undertake annual staff development performance reviews, liaise with relevant academic staff (for example, Directors of Studies) regarding operations within their respective degrees courses, and monitor parity of programme support between individual MSc courses.
iiEnsure all staff within the School’sMSc Team (Programmes) have the appropriate skills to undertake their duties and organise appropriate training where necessary;
iiiRecruitment of staff into the team as required, in conjunction with the Head of MSc Operations.
ivEnsure that the team regularly prepares reports including admissions statistics and that these are presented to the Head of MSc Operations, senior School of Management staff, and the Dean as required.
vDevelop strategies, with the Head of MSc Operations, to ensure that admissions targets are met.
viOversight of the admissions processing, taking responsibility for developing efficient systems to enable timely processing of applications and providing an enhanced applicant journey which will require working with other key stakeholders across the School and University.
viiOversee the writing and annual review of student handbooks, forms and processes for student administration.
viiiDeputising for the Head of MSc Operations in their absence, as main point of contact for queries originating outside the MSc Office.
2. / Strategic
iTo advise, influence and assist the School’s senior management team in the development of operational, management and strategic plans regarding MastersStudies.
iiTo develop and improve programmes in terms of process and product and contribute to the development of long term strategy and design.
iiiTo develop effective administration which meets all requirements and provides the best student experience. To provide effective scrutiny on the programme lifecycle–development
ivTo initiate discussions and effective collaboration with key departments and services e.g. Registry, LTEO, Assessment Office, School Assistant Registrar to ensure a seamless administration process for all Maters programmes is agreed which meets the needs of all stakeholders.
vTo provide advice to colleagues in respect of administrative processes and to be proactive and collaborative in supporting the development of improved systems and processes.
viTo liaise closely with the Associate Dean for Postgraduate Taught Students over the promotion and development of the postgraduate provision.
viiTo develop and implement a set of common core business processes, standardised on best practice to support the undergraduate student life cycle and undertake regular reviews to ensure continuous improvement, balancing the needs of individual departments with the efficiency benefits of aggregation and standardisation.
viiiTo develop and maintain a culture of commonality across the School with regard to undergraduate processes and procedure.
ixTo be proactive and collaborative in supporting the development of improved systems and processes.
xTo develop and improve programmes in terms of process and produce and contribute to the development of long term strategy and design.
xiTo operationalise strategic initiatives agreed by the School Executive and STLQC, in consultation with the Head of MSc Operations.
3. / Admissions and Recruitment – across all postgraduate programmes
Manage the MSc (Programme) Office support for matters relating to admissions and recruitment to School MSc programmes, including:
  • Responsible for ensuring circa, 7,000 applications are processed correctly in line with university regulations
  • Providing admissions statistics on a weekly basis
  • Execute recruitment strategy to ensure entry targets are met. Be able to improvise and adapt if the strategy needs to change in order to meet changing admission targets.
  • Maintain, develop and nurture relationships with network of Recruitment Agents.
  • Attend recruitment fairs, both in the UK and internationally if required
  • Overseeing the conversion activity along with the Head of MSc Operations and working with colleagues in the School’s Marketing team
  • Providing a responsive service for potential applicants and parents who visit the School

4. / Academic Administration
i. SAMIS
  • Student records – overseeing the processing, maintenance and updating of accurate student records and the preparation of Change of Circumstance cases (suspension/withdrawal) prior to submission to the relevant School Committee
  • Unit & programme changes – Liaise with Student Records, and other academic Departments regarding students’ unit choices as required
  • Overseeing the compliance of accurate and timely data and ensuring that appropriate actions are taken in respect to progression
  • Quality Management
  • Representing the School within the University. Disseminate best practice to other Faculties in the University and to act as Independent Adviser to Board of Examiners in other Faculties, as required
  • Monitoring and reporting
  • Ensuring compliance with attendance monitoring procedures.
  1. To be responsible for initiating collaboration with key departments and services e.g. Registry, LTEO, to ensure a seamless process which meets the needs of all departments.
  2. To develop, maintain & apply knowledge of University’s policies
  3. regulations & procedures as they relate to the undergraduate
  4. To provide leadership in ensuring an effective working relationship between those within the MSc Team (Programmes)
  1. Take responsibility for operational performance on delivery
  2. Provide support to the Head of MSc Operations and Associate Dean for Postgraduate Taught students.

5. / Quality Assurance
iTo understand and interpret relevant Codes of Practice, ensuring that all quality assurance and enhancement requirements are met and to develop an understanding of the various relevant internal and external audit requirements
iiTo be responsible for the integrity of School data, ensuring that student records are accurate and to suggest and implement improvements to reporting and management information where appropriate
iiiProvide advice and scrutiny on the programme life-cycle development, implementation, monitoring and withdrawal
ivDevelop an understanding of and contribute to internal and external accreditation processes, ensuring compliance
vPromote policy and procedural compliance, monitoring quality assurance of all documentation/reports prior to their submission for Committee approval and providing expertise to School staff
viAssume overall responsibility for quality of service and materials provision and liaise with the School Assistant Registrar, and Associate Dean on quality assurance matters
6. / Customer Care
  1. To ensure that services are targeted at student needs and meet agreed standards of delivery
  2. Take responsibility for providing a business-like customer service orientated reception/enquiry function whether face-to-face, by phone or email and ensure that the website in respect of undergraduate matters is a comprehensive and interactive source of information for current/potential students and staff
  3. Manage the student complaint process and act as first line of response for any formal student issues
  4. Liaise with student representatives, staff and the wider University to improve the student experience
  5. Provide support and advice to the Head of MSc Operations, Associate Dean, Directors of Studies, and other academic staff on policy, processes and students
  6. Provide leadership in ensuring an effective working relationship between Directors of Studies, members of the academic staff, services offered centrally and those within the MSc Team

7. / Human Resources
  1. Line-manage all members of the School MSc(Programme) team, to develop their skills both individually and as a team so that they can provide the best service for the School and its departments. This will include the recruitment & selection, induction, appraisal / SPDR and performance management of team members and if required the management of sickness / absence and discipline and pastoral care etc.
  2. To provide training and guidance to the SchoolsMSc(Programme) team, ensuring that all staff are able to use University and School systems and processes appropriately & effectively, identifying additional training needs, allocating work, and monitoring work performance, discipline.
  3. Team Leadership; take operational responsibility for project teams, including where day-to-day management has been delegated.

This is not intended as an exhaustive list of duties or a restrictive definition of the post but rather should be read as a guide to the main priorities and typical areas of activity of the post-holder.
These activities are subject to change over time as priorities and requirements evolve and as such it may be amended at any time by the line manager following discussion with the post holder.
The post is School based and there may be occasions when the post-holder’s role and skill set may be required elsewhere within the School, so flexibility will be essential.

Person Specification

Criteria: Experience/Knowledge / Essential / Desirable
Expert knowledge of postgraduate admissions with specific knowledge on international qualifications including an up-to-date knowledge of new technology and its application to improve administrative efficiency and efficacy / 
Significant experience of administering programmes and working collaboratively with academics in programme development / 
Significant experience of managing and developing a professional / administrative team in a complex work area in a university or similar organisation / 
Evidence of effective team working, engaging, mentoring and motivating others / 
Experience of developing and implementing systems and processes / 
Experience of working in a multicultural environment / 
Knowledge of the political context of HE and future changes / 
Excellent knowledge and application of standard IT packages and databases including web-based management information systems and web authoring / 
Proficient user of university systems (SAMIS, Business Objects, Moodle) / 
High level of literacy and ability to draft correspondence, reports, papers, briefing notes and service senior committees and / or Board meetings / 
Proven experience of realising goals which cut across organisational boundaries / 
Evidence of working within specific frameworks e.g. Quality Assurance compliance / 
Criteria: Skills / Essential / Desirable
Highly developed communication, interpersonal and influencing skills – able to communicate, advise, facilitate and influence staff effectively and professionally at all levels including the most senior staff / 
Excellent written and oral communication skills including report writing / 
The ability to convey complex issues and draft high quality position papers / 
Excellent organisational skills / 
Ability to lead, motivate and develop a team through change / 
Ability to work as part of a team of senior administrative colleagues / 
Ability to think strategically and develop and implement policy / 
Ability to analyse and present complex data combined with effective decision-making skills / 
Able to design, analyse and revise processes to deliver services in the most efficient way and meet changing requirements, balancing the needs of individual departments with efficiency benefits of aggregation and standardisation. / 
Cultural sensitivity & awareness to deal appropriately at all times with international organisations & individuals / 
Criteria: Professional Qualifications / Essential / Desirable
N/A
Criteria: Academic Qualifications / Essential / Desirable
Education to degree level or equivalent / 
Postgraduate degree or professional qualification in a relevant management- related discipline / 