About the job

• To provide a comprehensive level of administrative support primarily to the In-sessional Programme, but also to the Pre-sessional and Executive Education Programmes.
• S/he will also work alongside the Admissions Officer to carry out admissions processing for the undergraduate and postgraduate programmes.
• Must have experience in timetabling for multiple cohorts.

Responsibilities

Induction & registration of students (In-sessional)

• Respond to enquiries from students and staff by email, telephone or in person.
• Prepare and help run registration sessions
• Prepare materials and presentations for Induction Week sessions
• Email students to give class details and other information

Student records (In-sessional)

• Set up and maintain units and classes on MS Teams
• Communicate with lecturers about record-keeping to fulfil The Academy and the University requirements
• Create and maintain registers for In-sessional and Pre-sessional and keep them updated
• Keep records of student numbers on In-sessional students at regular points throughout the semester, including taking a snapshot’ from Business Objects
• Create and help to manage files on x:drive
• Ensure that student records, including registers, are stored securely for five years after the end of a course.

Assessment and Evaluation Records (In-sessional)

• Enter and agree on assessment results on MS Teams
• Liaise with Course Leaders to facilitate late assessments for students who missed the first opportunities
• Collect and maintain a file system of unit, course and programme evaluations, including online unit evaluation data
• Maintain records of quality-related evaluations, meetings and policies.

Web pages

• In liaison with Course Leaders and the Technology Enhanced Learning & Digital Resources Development Officer, update In-sessional webpages for application forms before the beginning of each semester
• Update In-sessional feedback form links on the website, and email links to students at the end of each semester

Tutorials

• Maintain a list of tutors
• Respond to tutorial requests from students and forward them to tutors
• Maintain spreadsheet records of completed tutorials
• Book tutorial rooms.

Materials maintenance

• Sign out/in materials from the In-sessional Office
• Ensure that learning/teaching resources used by teachers are stored securely and accessible
• Order new materials and resources as appropriate.

Admissions (Pre-sessional and APM)

As part of the APM Office Team, at busy times, work alongside the Admissions Officer and Finance & Admissions Officer to:

• Respond to student course enquiries for full-year and summer courses.
• Process applications, applying agreed criteria with regard to academic requirements, English levels, etc.
• Enter decisions and generate offers using the Academy and the University Student Record system to ensure 100% accuracy.
• Making decisions on accepting applicants, usually according to criteria agreed with Course Directors.
• Process and liaison with group leaders regarding group applications for the programme.
• Work with the APM & Operations Manager, Admissions Officer and Finance & Admissions Officer to develop new business practices and processes.

General Administration

• Deal with telephone, email and personal enquiries appropriately, executing enquiries directly whenever possible and referring others to the appropriate member of staff.
• Provide general administration duties, including data entry, web page maintenance and updating, travel bookings, catering and room bookings, note-taking in meetings, filing and photocopying.
• Assisting other APM administration during busy periods and providing cover for them during absences/holidays.
• Purchasing stationery and equipment, catering, publicity materials and all items for courses, using Agresso.
• Maintain staff lists, including group email lists and PersonFinder.
• Assist with the preparation of paperwork for the recruitment of teaching staff.
• Provide support as and when needed by Course Leaders.
• From time to time, you will be required to undertake other duties of a similar nature as reasonably required by your line manager.

Qualifications

• Educated to BSc/MSc level standard, or equivalent qualifications with substantial experience in higher Education. 

Knowledge/Experience,

• Previous experience as an Administrator in a busy environment.
• Experience in creating and maintaining filing systems, both electronically and in hard copy
• Excellent verbal and written communication skills
• Experience of organising training events/workshops
• Experience of working in higher education or a similar environment
• Experience of using a computerised finance system, and MS Teams

Skills and Attributes

• High standard of IT skills, with knowledge of MS Office, Database, and ability to quickly learn new IT packages
• Knowledge of web page maintenance
• Able to demonstrate excellent written and verbal communication skills
• Ability to interact effectively with people at all levels
• Information management skills, including a high level of accuracy, numeracy and attention to detail
• Excellent organisational skills, with the ability to plan, prioritise and work to a timetable
• Have the flexibility of different approaches and willingness to learn new tasks
• Ability to work effectively in a team and willingness to support colleagues.
• Ability to work quickly and calmly under pressure and still maintain accuracy
• Willingness to work flexible hours occasionally, as and when required.