Postgraduate Programme Administrative Assistant

Job Purpose

The Education Services and Support team within the College of Medical and Dental Sciences consists of over 80 professional administrative staff who work together to support and enable the delivery of education through our academic colleagues across Undergraduate and Postgraduate Programmes supported by colleagues from Institutes.

The post holder will be responsible for all aspects of the administration of one, or a number of, postgraduate taught programmes in the College of Medical & Dental Sciences.

Programme Administration

• Responsible for update and maintenance of student data e.g. module registrations,
• Responsible for allocation and maintenance of student groups/optional elements
• Have shared responsibility for production and presentation of student handbooks
• Have shared responsibility for the maintenance and update of the virtual learning environment
• Responsible for dissemination of accurate data to stakeholders
• Act as the primary contact for stakeholders (internal and external)
• Responsible for reporting and recording student attendance in accordance with UKVI guidelines and programme requirements
• Responsible for the administration of student assessments in accordance with College and University requirements – reporting non-compliance where necessary
• Have shared responsibility for the maintenance and update of the programme delivery plan and associated processes and procedures

Quality processes

• Have shared responsibility for generation and production of reports to support the module evaluation process
• Have shared responsibility for the annual programme and module review process

Student Support

• Provide administrative support to the Extenuating Circumstances Officers
• Work in collaboration with the Student Services Centre to provide a high quality service for staff and students
• Responsible for the update and safety of student information
• Provide support for welcome week and graduation as required
• Liaise with colleagues across the College and wider University in all matters relating to the support of students.
• Respond to enquiries in accordance with the Key performance targets for the programme/area
• Responsible for communication with students

Assessment and Progression

• Responsible for the accuracy of student data used to inform the examination process
• Responsible for the production of examination papers following the University guidelines
• Responsible for update, following external/internal review, and submission of final documentation to the examinations office
• In collaboration with the Academic Team responsible for the scheduling of examinations and recruitment of invigilators
• Responsible for creation and dissemination of electronic files to record student marks
• Responsible for the production and accuracy of information for presentation to examination boards as needed.
• Responsible for the entry, accuracy and release of marks and progress decisions to students and staff as required

Student recruitment

• Provide administrative support for recruitment events and with the development and maintenance of web based materials
• Provide advice, guidance and support to prospective students and visitors

General duties

• Provide secretarial support to committees, examination boards and working groups as needed
• Supervise the work and activities of the Administrative Assistants
• Develop and maintain a strategy for retention/disposal of materials in the archive room.
• Be prepared and be willing to support Colleagues from other programmes ensuring own workload is not compromised.
• Responsible for the generation of purchase orders as required
• Participate and contribute to the development and implementation of systems/processes supporting programmes
• To undertake other duties as required by the PGT Team Leader or Senior Professional Services Staff within the College
• Provide support for plagiarism, misconduct and fitness to practice as required.

Person Specification

• Educated to ‘A’ Level standard with at least GCSE Grade C in Maths and English or equivalent
• Significant experience of working in an administrative role in a fast paced and complex environment, preferably in an Education setting.
• Ability to work with a diverse range of stakeholders courteously, diplomatically and confidentially
• Demonstrable experience of using and maintaining complex working systems e.g. a finance record/monitoring system.
• Ability to work proactively, independently and as part of a team
• Wide ranging IT skills to an advanced level, to include manipulation of data and application of formulae using excel and development of presentations using PowerPoint
• Organised and able to prioritise own workload according to changing business needs and daily work constraints
• Able to work under pressure and deal with confidential and sensitive data in accordance with appropriate legislation
• Excellent verbal and written communication with appropriate attention to detail
• Ability to use judgement and make appropriate decisions within the constraints of the role
• Experience of supporting committees in a secretarial capacity
• Experience of Diary management and supporting senior staff
• RSA level II Word processing or equivalent relevant experience