Senior Administrative Assistant
England, West Midlands, Coventry - £10 - £11 per hour
To manage a small team providing complete course support for one of the Course Areas within the Faculty. Working closely with all academic staff within the relevant School and to coordinate all registry support functions to support the student journey. To support and where appropriate advise students from across the faculty on module, course and programme matters. To support the Faculty Registrar in those functions which fall within the remit of the Academic Registry.
MAIN DUTIES AND RESPONSIBILITIES:
1. Assist in the management of the Faculties Student Support and Registry functions, supervising, training and reviewing staff as allocated, providing an efficient and responsive service to students and staff;
2. Support the annual review process by managing allocated staff, setting appropriate SMART objectives. Complete the annual review process with those employees in an accurate and timely fashion;
3. Support course directors with their course quality reports, periodic reviews, and annual course changes;
4. Maintain accurate course related information (e.g. programme specifications, module descriptors, student handbooks), ensuring that course/module information is readily available to both staff and students, including electronically via CU Online;
5. Maintain appropriate filing and record systems, particularly in relation to student tracking activities and 'at risk' students. Provide student data information in relation to internal and external activities; and co-ordinate and monitor all aspects of course administration including projects, programmes of study, APL etc;
6. Access the University's student record systems to provide information drawn from it, e.g. module information, class and seminar lists etc. for relevant parties. Assist in the development of new systems including the application of computer software to enhance administrative processes;
7. Ensure that examination papers are produced and moderated in accordance with the Faculty timetable and at a level of quality that meets the University standards and external and internal moderation requirements;
8. Develop a detailed understanding of the University's Academic and General Regulations, and the course and module approval processes to advise and support staff in the application of these;
9. Liaise with the Quality roles within the faculty to ensure all module documentation, including e-module boxes are maintained and updated;
10. Coordinate the accurate production of data for examination boards, and provide committee support, including accurate minutes, for examination boards, ensuring all follow-up action is taken, liaising closely with and supporting External Examiners in their duties;
11. Provide administrative support to Boards of Studies, producing agendas and minutes of meetings, and liaising with Chairs to ensure action points are addressed and ensuring all follow-up action is taken;
12. Lead on Registry related projects within the Faculty, as assigned by the Faculty Registrar, liaising with academic and administrative colleagues;
13. Keep the Faculty and Assistant Faculty Registrar regularly informed of activities within the Schools;
14. Support the Assistant Faculty Registrar by initiating and leading team meetings, proactively delegating work and dealing with simple staff issues as appropriate;
15. Ensure that all students within the faculty receive advice and support when requested;
16. Participate in Faculty Open Days as required;
17. Contributes to and participates in any staff development and training activities within the Faculty and/or University as deemed appropriate;
AND such other duties as are within the scope of the spirit of the job purpose, the title of the post and its grading.
Responsible to the Office Manager or directly to the Assistant Faculty Registrar and works closely with academic staff.
Administrative Assistants, Senior Clerical Officers and Clerical Assistants as allocated
Head of School/Associate Heads of School
Chairs of Board of Studies/Exam Boards
Education / Qualifications
Educated to degree level or extensive relevant experience.
Experience (paid and unpaid)
Proven demonstrable experience of:
Administrative and clerical procedures including secretary functions to boards
Liaising/negotiating with a range of internal/ external customers
Managing staff including, for example, carrying out DPR's, performance issues etc.
Experience of working within a HEI environment
Job related skills / aptitudes:
Proficient experience of ICT including all Microsoft packages.
Excellent written communication skills
Must be able to demonstrate excellent organisational skills, with the ability to coordinate and manage complex activities ensuring attention to detail.
Ability to demonstrate experience of working to strict guidelines or a regulatory/legislative framework
Ability to prioritise work in order to meet deadlines
Experience of using specialist software programmes.
Excellent customer service skills
Ability to motivate others to achieve common goals.
Must be able to work flexibly to meet the needs of the Faculty.