You will have responsibility of a wide range of programme administration duties, sharing responsibility for efficient and seamless delivery of student services across Faculties.
This will involve administration of a portfolio of courses and modules (postgraduate and undergraduate), maintaining student records and providing services and support to students and colleagues across the student lifecycle from clearing to completion.
Main activities and responsibilities
1. Provide excellent service to students and colleagues in support of the delivery of programmes of study.
2. Undertake key aspects of student administration, including but not limited to: enrolment, attendance monitoring, change of circumstance, module selection, coursework submission, personal support arrangements and general enquiry handling.
3. Undertake student and course administration where this specifically relates to programme structure and/or requirements of a professional, statutory or regulated body for example, student placement.
4. Maintain accurate student records, utilising a range of systems including SITS.
5. Be a subject matter expert for programme administration processes and provide detailed advice for academics, other colleagues and students.
6. Develop and maintain a good understanding of University Regulations, programme specifications and statutory monitoring and reporting requirements. Ensure that administrative processes are compliant, advising students and colleagues as necessary.
7. Maintain a calendar of the annual cycle for programme administration and share this across the School, Faculty, partner institutions and other key external partners as appropriate.
8. Provide full administrative support to Exam Boards including liaising with External Examiners
9. Attend and support the Student Academic Board and other formal and informal meetings as required. Duties may include preparing and distributing papers, taking minutes, recording and following up action points and communicating actions and outcomes from meetings.
10. Provide administrative support for quality assurance, monitoring and course approval processes.
11. Maintain an annual calendar of all relevant meetings and ensure appropriate support for meetings is provided or arranged as required.
12. Contribute to the production of module guides, student handbooks and other publications as required, liaising with academic and administrative colleagues to agree content and presentation.
13. Plan, manage and prioritise own workload to ensure that deadlines are met, anticipating problems with achievement of objectives and either seeking help or resolving issues in a timely manner.
14. Play a full part in the Programme Administration team, maintaining knowledge of the work
done by others and assisting and / or providing cover for them where necessary.
Additional Key Requirements:
Communicate sometimes complex information to students and colleagues, including
providing clear and accurate interpretation of University regulations.
Deal sensitively and effectively with students who may occasionally be upset or angry.
Teamwork and collaborative working
It is expected that Programme Administrators will have a keen customer focus and work
collaboratively with colleagues to ensure that a responsive and effective faculty
administration service is provided across Faculties. This may include a degree of flexibility to
work across different areas, provide assistance for a variety of different courses and
programmes, support colleagues at times of peak demand or to help cover holidays and
Initiative, problem solving and decision making
Resolve day to day operational problems where possible, and refer those that cannot be
resolved to others in a timely manner.
In dealing with student queries, provide reliable advice or resolution where possible and
accurately identify those that require referral to other areas.
Provide suggestions for improvement of programme administration processes.
Be aware of the risks in the work environment and their potential impact on their own work
and that of others.
Ensure that appropriate risk management processes are operational within own areas of
Education to first degree level is desirable.
A high level of literacy and numeracy
Excellent IT skills including advanced knowledge of web based solution, word processing,
spreadsheet and presentation software packages, preferably Microsoft Word, Excel and
Proficiency in the use of the SITS student record system is desirable
Experience of providing high quality customer service in a complex environment.
Experience of a student-facing role in higher or further education is desirable.
Experience of maintaining student or other complex records accurately.
Experience of working successfully as part of a team.
Ability to communicate clearly and in appropriate language with students and colleagues
both orally and in writing.
Ability to understand and explain complex regulations to students and colleagues.
Ability to manage own time and workload.
Excellent interpersonal skills with the ability to support, guide and inform as necessary.
This position is up until the end of May.
Full Time: 37.5 hrs