Part Time Course Administrator

Job Summary

We are looking for an enthusiastic individual to join our administration team, providing administration support for courses within the School of Computing, Engineering and Technology.

This is an opportunity to work in a highly reputable University; you will be supporting students and staff with timetabling and administration on a range of programmes. This is a varied role and requires the ability to manage work from a variety of sources and prioritise accordingly. You will operate within tight deadlines and with a high degree of accuracy, confidentiality and attention to detail. Excellent organisational, customer care and communication skills are vital.

The role is 28 hours a week, worked over 5 days.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

We are committed to attracting and engaging a diverse range of staff and fostering a culture where everyone feels welcome, comfortable to express their ideas, and can reach their full potential. For more information, please visit Our Diverse Workforce pages.

Job Description

RESPONSIBLE TO: Course Administration Team Lead (CATL) or School Operations Manager (SOM)

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: Working as part of a team to provide efficient and professional administrative support for the course provisions within the School of Computing, Engineering and Technology.

To schedule classes and events through our timetabling system CELCAT.

To provide advice and guidance to students related to their course. To act as a central link between students, academic teams, school managers, internal university departments and external agencies.

PRINCIPAL DUTIES:

Provide a wide range of administrative support to course teams covering the student life cycle, including dealing with enquiries from students, enrollment and induction, monitoring of attendance, online assessment, associate assessment processes and assessment boards.

Deliver timetables and event bookings through liaison with our academic staff to produce timetables that use our resources efficiently.

As a team member contribute effectively to the running of school support activities which may include but not limited to supporting elements of:

Academic quality and external accreditation

Records management

Maintenance of appropriate databases including student records.

Provide administrative support to academic colleagues and students undertaking courses to ensure a smooth and positive experience is delivered with documentation and records updated in a timely manner to aid academic progression decisions inline with university timelines.

Provide professional support, pastoral support and advice to students dealing with a wide range of enquiries on a day to day basis, taking steps to ensure the delivery of an excellent, personalised student experience.

Provide administration support and minute meetings as required; including Assessment Boards, Course Management Team Committees, Student/Staff liaison meetings and Extenuating Circumstances Committees including processing of Extenuating Circumstances, Appeals, Misconduct and Fitness to Practise Hearings, ensuring that withdrawals and suspensions are processed and students, considered at the relevant meeting and relevant information is communicated to staff and students.

Liaise with External Examiners, external agencies and visitors as required for visits and/or events that support the achievement of the school’s priorities.

Be responsible for meeting deadlines in respect of achieving School academic priorities as related to student attendance and engagement administration.

Support the school in the achievement of key performance indicators through working closely with academic colleagues to provide appropriate basic management information (spreadsheets, statistical information and analysis). This may include liaising with course leaders in order to prepare statistical data in relation to student performance, progression and retention as well as ad hoc reports.

Communicate with students, colleagues and other departments as necessary to keep them informed of relevant developments and deadlines.

Engage with colleagues proactively to help the Service take deliberate steps to support the enhancement and development of processes, procedures and services so that they meet the local needs of the School academic community, whilst delivering consistency and effective support for the School.

 

Assist with the Universities open days and other corporate/school events to ensure such occasions are sufficiently supported to meet their objectives

Be responsible for ensuring that the information and records processed (received, created, used, stored, destroyed) on behalf of the University are managed in compliance with all applicable legislation, codes and policies.

Any other relevant duties in support of the work of the School and / or School Support Service.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

HND in a relevant discipline or equivalent substantial administrative experience

Knowledge

Sound knowledge of Microsoft Office Applications eg Word, Excel and SharePoint

Experience

Experience of working with Timetabling or resource allocation systems 

Experience of working with a Management Information System

Experience of being in a busy administrative role and working within a team

Experience of working to tight and competing deadlines in an environment requiring confidentiality

Experience of enhancing and developing administrative systems

 

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

First degree in a relevant discipline

Knowledge

Working with timetable/resource scheduling software such as CELCAT

Working knowledge of Student Information Systems such as SITS

Knowledge of education programmes and administrative systems within the FE/HE sector

Experience

Experience within the FE/HE sector

Practical experience of course administration in particular timetabling.

 

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Liaison and Networking - Experience of  circulating information in an accurate and timely manner,  working across team boundaries to build and strengthen working relationships and leading and developing internal networks to pursue a shared interest

Behaviour 3: Initiative and Problem Solving - Experience of using initiative and creativity to resolve problems, identifying practical and suitable solutions

Behaviour 4: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities