Programme Administrator

United Kingdom
Jul 31, 2017
Aug 14, 2017
Organization Type
University and College
Full Time

Job Purpose

The Programme Administrator is a member of the School’s Professional Services Team (PST) and provides professional and proactive administrative support to the delivery of the School’s taught programmes. The Undergraduate and Postgraduate teams each have collective responsibility for supporting the School’s programmes and students with each Programme Administrator having individual responsibility for a particular portfolio of programmes (including its data).

The specific duties undertaken by each Programme Administrator will be informed by the specific needs of the allocated portfolio of programmes, but the post-holder will support most aspects of the student life cycle including student recruitment, programme organisation, learning support, student liaison, record- keeping, timetabling, assessments and examinations and student visits.

Occasional weekend work may be required (for which advanced notice will be given).

The post holder will be expected to contribute to other areas of the PST (as and when required) in support of the School’s and College’s strategic priorities.


Person Specification

Main duties:

1. To work with colleagues in the administration of the School’s programmes including:

  • Programme and course registration processes, ensuring relevant corporate systems are updated in an accurate and timely manner;
  • Updating and distributing material for the Programme(s) welcome pack and induction activities;
  • In liaison with the relevant Programme Director, arranging and participating in student activities (eg off-campus visits, residential study activities, student welcome events, open days, and graduation receptions);
  • Assisting with the production of the annual timetable for the Programme’s teaching and seminar activities, the timely distribution of the finalised timetable to staff and students and the timely resolution of any queries;
  • Preparing coursework submission schedules for the allocated portfolio of programmes, administering the module’s submission procedures, collecting and receipting submitted work, co-ordinating the return of feedback and marked work to students, and recording the provisional marks on relevant corporate systems within stated time frames;
  • Ensuring that the examination papers for the allocated portfolio of programmes comply with School and University regulations and liaising with the programme’s External Examiner(s);
  • Ensuring that all confirmed progression and award decisions of the Examiners are entered accurately into the relevant corporate system and students informed of outcomes within stated service-level agreements and/or University deadlines;
  • Entering all marks onto the relevant corporate system(s), assisting with the preparation of feedback for tutoring and monitoring purposes, and assist in the administration of University and School prizes and/or scholarships;
  • Ensuring that student attendance monitoring data relating to the allocated programme(s) is recorded in an accurate and timely manner on the relevant corporate system(s) and all School, College and University processes are followed when poor attendance is evident;
  • Providing a professional Secretarial service to programme-related meetings and working groups (where applicable);
  • To be an ambassador for the allocated portfolio of programmes by assisting in promotional activities, student recruitment and admissions events, distribution of publicity material, responding to enquiries from applicants and/or their sponsors;
  • Providing students with an initial point of contact for domestic, welfare and programme matters, referring to other contacts within the School, College and University where appropriate.

2. To work as a member of the School’s PST in pro-actively fostering effective, flexible, and efficient administrative interfaces across the College(s) and University offices to help provide co-ordinated services to students and academic staff.

3. To pro-actively assist the Programmes Manager (or nominee) in the on-going development of the School’s PST, its values, standards, service levels, and professional ethos within the overall strategic objectives of the School and the Birmingham Professional agenda.

4.To ensure that the role and its responsibilities are delivered in accordance with procedures and regulations as defined by both the Birmingham Business School and the University of Birmingham; to be pro-active in offering advice based on these regulations and procedures to students and staff where required and appropriate; and to contribute to the objective of making the School and the University and friendly place for students, staff, and visitors.

5. The specific areas of responsibility and/or tasks may change from time to time in accordance with the requirements of the School and its priorities of the time.

6. To undertake such other duties as may be reasonably required by the Operations Manager (or nominee).

Person specification:


  • Educated to at least Advanced Level (or equivalent qualifications or work experience) and hold at least a GCSE in Mathematics and English at C or above (or equivalent).
  • Demonstrable experience of using Microsoft Office applications and the ability to learn new IT software.
  • Excellent interpersonal, organisational, team working and communication skills.
  • Ability and demonstrable experience of working accurately and paying close attention to detail.
  • Demonstrable ability to prioritise own workload and to complete all tasks accurately even when working to challenging deadlines.
  • Demonstrable ability to manage own workload autonomously and work as an effective team member.
  • Demonstrable ability to provide effective, high quality customer service and to make suggestions relating to service enhancements.

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