Course Administrator

Job Summary

The School of Applied Social Studies is the largest provider of qualifying social work education in Scotland and has a well established applied social sciences undergraduate course. In recent years our teaching provision has extended to include post graduate applied psychology.  

The School has a growing research culture that is contributing to exciting, innovative ways of thinking about social, political and environmental issues facing contemporary societies.

We are looking for a Course Administrator to join the School of Applied Social Studies administrative team.  You will support the student journey from application to graduation by providing an efficient, consistent and professional administrative support service for the activities of the School, working closely with other members of the administrative team and academic staff within the relevant course teams, as well as support departments throughout the University.  

You will have administrative experience of working in a busy office environment, with excellent organisational and time management skills. Experience of working with Higher Education administrative systems would be an advantage. You will also have good interpersonal and communication skills, and an ability to work with accuracy to meet deadlines, even when under pressure.

For informal enquiries, please contact Lesley Gorvett, School Operations Manager L.Gorvett1@rgu.ac.uk.

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.

Salary on first appointment is normally to the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

To apply please submit your CV along with a cover letter detailing your suitability for the role against the requirements in the person specification.

 

Job Description

RESPONSIBLE TO: School Administration Team Lead (SATL)

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: Working as part of a team to provide efficient and professional administrative support for courses within the School of Applied Social Studies. As a Course Administrator, you will provide administrative support for our range of course programmes. We are looking for someone with excellent communication skills and a varied approach to team working. A good working knowledge of MS Office applications is essential.

To provide administrative support for the delivery of courses. 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.

 

PRINCIPLE DUTIES:

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

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

Staff leave recording

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 Practice Assessment Panels, Course Management Team Committees, Student/Staff liaison meetings and Extenuating Circumstances Committees including processing of Extenuating Circumstances, Appeals, 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 UG and taught PG student 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.

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.

Maintain database of Inclusion requirements.

Responsible for student attendance processes

Establish database of students with specific reporting requirements i.e. student visa students.

Analyse data identifying students with a poor attendance/engagement performance.

Liaise with SOM on students of concern.

Produce attendance reports as required.

Ensure International/EU immigration documentation is up to date annually.

Any other relevant duties in support of the work of the School ie Open days or other corporate/School events.

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

Highers (or equivalent) to include English.

Knowledge and Skills

Knowledge of Microsoft Office 365, including Word, Excel and Outlook.

Able to develop and maintain effective working relationships and work effectively as part of a team.

Excellent organisation skills, including the ability to prioritise and manage own workload to meet deadlines in a busy office environment.

Experience

Experience of working in an administrative role.

Experience of working in a busy office.

Experience of job(s) requiring accuracy and attention to detail.

Experience of taking minutes and preparing committee paperwork.

Experience of prioritising multiple tasks to meet deadlines.

Experience of problem solving and using initiative.

Proven commitment to customer service.

 

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

HNC or HND or equivalent.

Knowledge

Knowledge of data protection policies.

Knowledge of student records systems, SITS or similar.

Experience

Experience of working in the HE sector.

Experience of supporting remotely delivered tasks.

 

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