Are you ready take your career to a next level?

Queen Mary University of London has an amazing opportunity not to be missed!

Job Purpose:

To deliver high-level and professional support in the administration of Educational Programmes within the Wolfson Institute The postholder will ensure an effective and efficient delivery of service to prospective and current students and academic staff.

· To provide professional administrative management to Education programmes delivered within the Institute;

· To provide administrative support to the Director and Deputy Education Directors;

· To work within established guidelines to ensure an efficient delivery of service;

· to make a positive contribution to the PGT/UG student experience;

· to coordinate with academic leads and manage all aspects of teaching delivery within the programme;

· To manage all aspects of the programme online learning environment.

Main duties and responsibilities

· Administer admissions in liaison with... academic selectors and the University Admissions team. Ensure systems are in place to deal effectively with enquiries and applications from both home and overseas students.

· Assist with organising programmes of induction for new students, produce student handbooks, programme information and timetables, reviewing these annually and updating where necessary following feedback from members of staff and students.

· To plan and schedule course, booking rooms, equipment and making other necessary arrangements. To produce draft timetables and proposed list of speakers/lecturers.

· Ensure that correct information is present on the web pages on the Institute’s website, the Institute’s entries in the University Prospectus, etc.

· Implement and operate administrative systems to ensure examination matters are dealt with effectively, particularly ensuring the processing of marks are handled efficiently with procedures designed to detect errors

· To coordinate the activities in preparation for Exam Boards; mark entries in a timely manner, compile and disseminate moderator’s reports, and provide external examiners with samples of coursework and programme reports for them to assess, review and report.

· Ensure that the Institute’s Exam Board works effectively, to support the Board’s Chair, advising and drawing attention of the Chair to examination related issues.

· Record and maintain postgraduate student data on SIS, including admissions, progression and submission; design and maintain those student data not contained within SIS.

· To record student attendance using the University systems an escalating matters of concern in accordance with the University’s Attendance Policy.

· To work with the academic team in supporting students to facilitate and secure suitable placements, keeping a record of potential placements, and help develop new placements with new organisations, especially in the first term of the academic year.

· Provide detailed data and statistical information for a range of purposes, e.g., Faculty PGT/ administration, OfS and other University returns.

· To be proactive in the provision of support for education activities within the Institute by using initiative, skill and judgement to identify problems and to improve service efficiency by altering existing administrative processes.

· Other administrative duties as may reasonably be expected by the Wolfson Institute Education Manager and Institute Management.

· Work as part of the Institute’s administrative team, being mutually supportive and covering duties as necessary during colleagues’ absences and at times of additional pressure, as directed.

Working Environment

· Provide advice and guidance to students and academic staff on all matters relating to the admission, progression and examination of students and University, Research Council regulations and policies.

· Ensure accuracy and confidentiality is maintained at all times.

· Ensures systems are in place to deal effectively with enquires.

Freedom to Act and Decision Making

· Use initiative and experience to develop, implement and revise administrative policies and procedures with regard to the requirements of the Institute, the University and funding bodies, to deliver an effective and efficient service to prospective and current students and academic staff, in liaison with management.

· Exercise knowledge and judgement to identify issues that need to be brought to the attention of senior management in the Institute and University.

· Make recommendations for and assist with implementing changes to working practices and systems after discussion with management.

· Work independently and prioritise workload to ensure delivery of an efficient service and to meet deadlines.

Communication and Networking

· Main point of course contact for students and staff requiring advice or guidance on all programme matters.

· Regular interaction with the Education Manager, Academic Staff and other staff as required. Attendance at relevant Institute Committees and Groups.

· Communicate regularly with Central QMUL departments (Admissions, Research Degrees Office, Student Administration Office, Fees Office, Finance Office, Publications and Web Office), as required.

· Interact with colleagues in similar roles in other departments to share ideas of best practice.

· Attend meetings as required.

· Meet with prospective students at University Open Evenings. Respond to telephone and email enquiries from prospective students. Communicate with external advertising bodies.

Finance and Resource Management

To handle payment requests from internal and external stakeholders. To raise Purchase Orders and monitor expenditures in line with the University’s financial regulations as required.

Produce regular financial forecasts, education non-pay activity and spend reports for Education Manager and Institute Management

Qualifications:

Education to degree level or equivalent relevant experience

Experience/Knowledge:

Significant experience in a similar HEI role

Proven track record in a job with a high degree of complexity

Experience of managing large, complex data sets

Detailed knowledge and understanding of HE procedures, regulations and codes of practice, particularly relating to postgraduate taught programmes

Experience in the servicing of committee

Experience of handling financial transactions such as ordering or expense claims

Skills/Abilities:

High level of numeracy, written and verbal skills

Good IT skills, including proficiency in MS Office, email, spreadsheets, databases and web applications

Excellent organisational skills and ability to prioritise varied workload, work accurately under pressure, delegate work and meet deadlines

Proven ability to work independently and exercise initiative

Very good interpersonal and communication skills; ability to deal with all types and levels of staff, current students and applicants

Ability to cope well under pressure and to maintain confidentiality

Working Hours: 9am-5pm

From 29thMay to 23rd June – Monday, Tuesday and Thursday

From 26th June onwards – Mon, Wed and Thursday

Job Types: Full-time, Temporary contract
Contract length: 4 months

Salary: £22.10 per hour

Schedule:
• 8 hour shift

Ability to commute/relocate:
• London: reliably commute or plan to relocate before starting work (required)

Experience:
• Administrative: 1 year (preferred)

Work Location: In person

Reference ID: SOB02
Expected start date: 29/05/2023
London UK

Salary Criteria