Responsible for developing and managing the administrative processes and systems related to the School’s postgraduate programmes, thereby ensuring that an effective and supportive environment is provided to all students, staff and external contacts.
DUTIES AND RESPONSIBLITIES
• Provide administrative support for PG admissions and key recruitment activities such as Open Days, Livechats, individual applicant visits and other events.
• Support Admissions Tutors with applications helping to ensure that decisions are made in a timely manner via the Universal Admissions System.
• Provide accurate advice and information to prospective students, liaising with Admissions Tutors and Student Recruitment, Outreach and Admissions Service (SROAS) where appropriate.
• Maintain a detailed knowledge of the School’s postgraduate courses and research opportunities in order to accurately represent and positively promote these to prospective students.
• Assist the Admissions Tutors and Postgraduate Programmes Manager in the collection and monitoring of admissions data and the compilation of information to support the marketing of courses.
• Provide a first point of contact for student enquiries: in-person, via Microsoft Teams, by telephone and/or via email or other University communication systems providing, information and advice on standard questions regarding all aspects of the degree programmes and related regulations and procedures.
• Assist with the compilation and dissemination of relevant documentation for new and existing students for the start of the next academic year, including handbooks and web-based information (for example module reading lists), timetabling and seminar allocation, taking a proactive approach to updating information and ensuring changes are made in a timely fashion.
• Assist with the maintenance of student records and other student information on University systems such as its student records system, SITS, and its teaching and learning platform, TABULA, collating reports when needed.
• Assist with the recording of monitoring points and communicating with students who have been absent, liaising with Directors of Studies and other key academic staff.
• Act as Secretary to the School’s Graduate Studies Committee: timetable meetings, draft and circulate agenda and papers, take minutes, undertake follow-up of agreed actions and keep accurate records on the intranet.
• Provide administrative and clerical support for key quality assurance processes.
Assessment and Exam Management
• Liaise with module convenors to support on postgraduate assessments and set up submission deadlines, processes, marking and moderation on TABULA for all the School’s postgraduate modules.
• Check, collate and record assessment marks and support administrative preparation for mitigating circumstances and exam board meetings, vivas and other assessments.
• Prepare and distribute assessment results to academic staff, students, other departments and the Examinations Office.
• Support the administration of the upgrade from MPhil and the PhD progress review processes.
Pastoral Support and Student Experience
• Support Welcome Week planning, induction activities, PG events and graduation celebrations.
• Provide support to students for standard and minor issues, signposting students to the appropriate support network, within the Department or wider University services as required.
• Work with colleagues within the School and the wider University to assist with the effective and efficient support of the student experience.
• Promote student engagement with student experience surveys such as the Postgraduate Taught Experience Survey and the Postgraduate Research Experience Survey.
• To carry out general office duties including ensuring that postgraduate spaces are appropriately allocated and maintained.
• To support with the administration of postgraduate bursary and scholarship schemes.
• To provide occasional administrative support for postgraduate projects and School initiatives such as REF, Athena Swan and new programme proposals.
• Any other duties that may reasonably be requested by the Postgraduate Programmes Manager, to support the general administration of the School.
• You may be asked to work occasional weekends and evenings to support recruitment and other events.
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1Educated to A level (or equivalent) standard with grades A-C (or equivalent) in Maths and English (a)Essential Criteria 2Previous experience of working in a University in a student administration role and/or knowledge and understanding of the structures and priorities of a University environment (a) (c).Essential Criteria 3Relevant experience of working in a HE administrative support role preferably with experience of student administration. (a) Essential Criteria 4Excellent IT skills including good knowledge of Microsoft Office, web based tools, Management information and database systems (a)Essential Criteria 5Evidence of excellent problem solving skills, delivering continuous service development and a willingness to seek and implement solutions (a) (c)Essential Criteria 6Ability to handle highly confidential material with discretion and to deal effectively with sensitive matters (c)Essential Criteria 7Ability to use initiative to resolve standard issues independently without referral to other colleagues (c)Essential Criteria 8Ability to work flexibly and in collaboration with colleagues as an effective member of a team. (a) (c)Essential Criteria 9Excellent interpersonal and communication skills with the ability to communicate effectively and sympathetically with a variety of people at all levels and from a variety of backgrounds and cultures whilst maintaining professionalism (a) (c)Essential Criteria 10Ability to work with a high degree of accuracy and with attention to detail.(a) (c)Essential Criteria 11Ability to work to tight deadlines and coordinate/prioritise several tasks simultaneously (c).Desirable Criteria 1Experience of working with SITS, TABULA and Sitebuilder. (a)Desirable Criteria 2An understanding of the postgraduate lifecycle and particularly challenges at this level of study. (a) (c)Desirable Criteria 3An understanding of issues associated with transdisciplinary study and research (c)Further ParticularsThe School for Cross-faculty Studies currently comprises 32 members of staff split over three Divisions: Liberal Arts, Global Sustainable Development and the Institute for Global Sustainable Development. In addition to daily student contact, the role involves working with administrative and academic staff in the School to provide support for its new postgraduate degree programmes: an MASc and a PhD in Global Sustainable Development starting in 2021/22 followed by a MA in Liberal Arts in 2022/23 and a distance-learning MASc in GSD. In the first year of offering postgraduate programmes we anticipate a cohort of around 20 students split fairly evenly between PGT and PGR. This will grow in future years.
This role will work closely with a full-time Postgraduate Programmes Manager responsible for the development and management of the School’s postgraduate provision. Part-time administrative roles to support the Leverhulme-TRANSFORM programme and the development of postgraduate Distance-Learning provision will be recruited to over the next year.
The School is a growing department. Postgraduate provision in GSD has recently been launched and we will welcome our first Masters level students in Autumn 2021. Further expansion of the postgraduate offering and enhancement of our research profile is planned.
This is a varied job which requires a proactive attitude towards work and problem solving, a strong commitment to providing an excellent service to both students and staff and an ability to plan ahead to organise workload effectively.
The role is available on a part-time basis working 15 hours per week, preferably over three days, but subject to agreement. Flexibility is a key requirement of the role, however, so an ability to alter working patterns occasionally in order to respond to workload demands is essential. Occasional weekend working may be required (e.g. assisting with Open Days). We uphold Athena Swan principles and strive to accommodate requests for flexible working within the parameters of the role.
The School acknowledges that various structural inequalities exist within Higher Education and actively works toward their elimination. We commit to providing a fair, accessible and equitable experience for all students and staff. We uphold the Athena SWAN principles to support gender equity, and have recently made our first submission for the bronze charter mark.
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