Associate Lecturer Services Assistant

Undisclosed Company
Buckinghamshire, Milton Keynes
£19000 - £20000 per annum
15 May 2019
29 May 2019
Manpower UK
Job Type

Main Duties

Associate Lecturer recruitment. As required:

  • Processing application forms, recording on database and arranging for them to be scanned and stored electronically.
  • Dealing with enquiries from potential applicants.
  • Advising faculty staff on Associate Lecturer recruitment deadlines and procedures.
  • In consultation with Senior AL Services Assistant/ AL Services Coordinator and faculty staff: running long lists in report and final mode.
  • As appropriate, liaising with faculty staff making arrangements for Associate Lecturer interviews
  • Requesting and receiving references.
  • Recording all stages of the process on the electronic system.

  • Associate Lecturer appointments. As required:

    • Ensuring appointment recommendation forms are authorised by the AL Services Manager.
    • Creating the appointment and updating the appointment record.
    • Setting up mentoring arrangements in liaison with the Staff Tutor.
    • Ensuring that all appointment documentation is dealt with appropriately and probation and induction records are correct.

  • Associate Lecturer employment. As required:

    • Making arrangements for Associate Lecturer Career Development and Staff Appraisal (CDSA) meetings with line managers.
    • Recording on the database of tutorial visits made by the line manager.
    • Maintaining records across a range of IT systems.
    • Where appropriate keeping a log of TMA monitoring and tutorial attendance by students.
    • Under the direction of the AL Services Manager dispatching formal correspondence relating to potential redundancy or loss of duties.
    • Acknowledging Associate Lecturer resignations and collecting data on destinations of leavers.

    • Acknowledging Associate Lecturer personal leave of absence where this has been authorised by AL Services Manager.
    • Processing eye test vouchers.

  • Tutor (Associate Lecturer) Student allocation. As required:

    • Creating allocation groups (of students to tutors).
    • Attaching appointments to allocation groups.
    • Monitoring unallocated students and ensuring that they are dealt with.
    • Liaising with Associate Lecturers about agreed additional tutorial support.
    • Informing students of any permanent or temporary changes to their tutor allocation.

  • Tutorial timetabling and events. As required

    • Booking rooms and equipment at venues.
    • Making tutorial bookings on OU IT systems.
    • Publishing final time tables.
    • Booking inter-regional venues.
    • Liaising with Associate Lecturers regarding draft and final tutorial time tables.
    • Making tutorial arrangements for students with additional requirements.
    • Making agreed amendments to bookings and time tables.
    • Contacting students when a tutorial is cancelled or re-scheduled and the Associate Lecturer is unable to do so.
    • Providing support for setting up Day Schools, including booking rooms and feedback forms.
    • Setting up telephone/video/online tutorials as required.
    • Entering relevant tutorial bookings on the Resource Scheduler or local equivalent.
    • Liaising with Support Services or equivalent on budget expenditure.

  • Associate Lecturer staff development. As required:

    • Liaising with Associate Lecturer Support and Professional Development (ALSPD) team as named contact to support the delivery of Associate Lecturer staff development.
    • Supporting ALSPD events including: sending invitations to Associate Lecturers and presenters, liaising with Support Services or equivalent to ensure venues and catering are booked, producing attendance and workshop lists; attending the event to manage organisation on the day (where appropriate) and recording Associate Lecturer attendance on OU IT systems, processing of payments for staff development, including fees, expenses and invoices.

  • Associate Lecturer payments and expense claims

    • Checking claims received from Associate Lecturers, inputting them on the system against the appropriate budget code (according to monthly payroll schedule), verifying receipts received and that expenditure is appropriate before passing them on to an authoriser.
    • Querying unclear or unsubstantiated claims with the Associate Lecturer concerned and referring to Senior AL Services Assistant or AL Services Coordinator for guidance where appropriate.
    • Checking programme/practice tutor visits to students in work settings with the relevant staff tutor and processing expense claims.

  • Other Associate Lecturer contracts. As required:

    • Raising and monitoring 'non core contracts' for Associate Lecturers.
    • Providing feedback on expenditure on such contracts to Faculty on request
    • Raising mentoring contracts for Associate Lecturers as required.

  • Services to Faculty staff

    • Monitoring faculty-related queries in the Customer Relationship Management system (VOICE) queues.
    • Acting as a point of contact on behalf of faculty staff.
    • Responding on behalf of faculty staff to module-specific student emails and telephone calls through the VOICE system, referring on those that require input from or are the responsibility of faculty staff, or which are the responsibility of Learner Support staff, and recording all contacts appropriately.
    • Providing information to external stakeholders and, as appropriate, assisting in the organisation of collaborative activities undertaken with partner organisations.

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