Hours: 1.0FTE
Contract Basis: Open Ended
Location : Craighall Campus
Role/Subject Specific Information
The role of the School Administration team is primarily to provide a friendly, helpful and efficient service to students and staff. The team work closely with academic staff to deliver a high quality administration and support service, which allows academic staff to focus on their core academic responsibilities. The administration team need to understand the academic processes and work flexibly to deliver the service required.
Each of the Schools is led by a Dean of School who has reporting to him/her a number of Heads of Division. The Heads of Division work with academic staff to deliver the University's teaching, research and commercialisation activities.
UK based and international collaborations account for a large part of QM's provision. The Collaborations Administrative Officers are members of the School Office Team and support the School Managers in providing efficient administration of the full life cycle of our collaborative students and coordination of the administrative support provided to partners by the School Office and across the Division of Registry & Academic Administration.
Role Purpose
To coordinate the administration of matriculation, module enrolment, Board of Examiner and graduation related business in connection with collaborative programmes.
To provide a high quality administration service to students and academic staff, working with the Divisional Projects Officer and the School Managers to improve service levels, and to enable academic resources in particular to be focused on the delivery of learning and teaching, research and consultancy activities.
To work with the ALPs (Academic Link Persons) and School Manager in continuous development of a collegiate dialogue and to contribute to the ongoing development of relationships with collaborative partners.
Principal duties or Key objectives
To coordinate the delivery of collaborations-related administration, ensuring an efficient and effective service is provided to students and academic staff.
Programme Support
To coordinate and provide effective administrative support to collaborative partners and local QM academic staff in relation to programme management and delivery of the collaborative portfolio. To support the Academic Link Persons in the coordination of online publishing of learning and teaching materials; maintaining an oversight of Collaborative Forum Hub sites; and collating an annual calendar of submission dates.
Board of Examiner Support
To coordinate effective and efficient administrative support of the preparatory phase of collaborative Boards of Examiners: planning the necessary timescales and deadlines for the receipt of student work and marks, internal moderation, external moderation and final preparation of paperwork with respect to around 50 collaborations Boards of Examiners. Ensuring trip arrangements are in place/video conference facilities are booked; communicating deadlines to stakeholders and ensuring deadlines are met.
To act as Secretary to Boards of Examiners; to ensure that any actions agreed at Boards are completed; and to close off any required 'conveners action'.
To input progression decisions in the student records system; and to prepare pass lists, ensuring timely submission to Senate.
Matriculation, Module Enrolment & Graduation
To coordinate communication with partners regarding matriculation and to ensure this is completed efficiently and effectively within an agreed timeframe. Working with the Divisional Projects Officer to ensure records of new admissions in-year are incorporated onto the live system and enrolled as appropriate.
To liaise with key contacts at collaborative partners in setting graduation dates; ensuring that these are aligned with the availability of QM senior managers required to attend and within manageable timeframes in relation to the overall BoE schedule. To prepare academic transcripts and award certificates following confirmation of award.
Liaison Duties
To work with the School Managers in ensuring effective communication with ALPs and Governance, Quality & Enhancement colleagues regarding the programme management support cycle with respect to collaborative partnerships.
To work with the ALPs and School Manager in continuous development of a collegiate dialogue and to contribute to the ongoing development of relationships with collaborative partners.
Administrative Support
To provide secretariat support for School and institutional committees as appropriate. There is an expectation that the Collaborations Admin Office may be required to participate in overseas visits.
Person Specification - Essential
Degree, or equivalent experience
Experience of working within academic administration
Excellent written and verbal communication skills
Organisation skills together with the ability to manage conflicting priorities often within tight timescales
Excellent IT skills including Microsoft Office (Word, Excel and Access) and Microsoft Outlook
Good interpersonal skills and highly developed communication skills; with the ability to relate sensitively to varying cultural norms and expectations
Experience of the Student Record database [SITS] in particular or of databases in general
Able to self-start, but to also to contribute effectively as part of a team
Experience as a committee secretary
Person Specification - Desirable
Experience of dealing with collaborative partners in a tertiary education context
Experience of intranet administration
Experience of using a virtual learning environment (VLE) such as WebCT or Blackboard
Interviews would be scheduled for Monday 9th / Tuesday 10th January 2017