Governance and Quality Administrator

Job Summary

Robert Gordon University (RGU) – Aberdeen’s university of choice for thousands of staff and students - has a well-established reputation as an innovative and modern workplace, with multiple awards and recognition of our courses and Schools.

You will be responsible for ensuring the efficient and effective administration of all aspects of the quality procedures relating to Institutional-Led Subject Reviews (ILSRs), Validations and Course Re-approval events, in accordance with the University’s Academic Quality Handbook. The role also supports those professional, statutory and regulatory body accreditation events in which the Department for Governance and Academic Quality is involved. You will also act as Secretary or Clerk to selected University committees and groups.

Ideally you will have experience working in an administrative role within a higher or further educational establishment and have excellent written and oral communication skills, familiarity with working with databases and financial systems, excellent organisational and customer care skills, be knowledgeable about working with confidential information, as well as having a great attention to detail, and being able to work to deadlines. You will also need strong analytical skills with the ability to synthesise complex information from various sources.

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.

Job Description

RESPONSIBLE TO: Deputy Academic Registrar

RESPONSIBLE FOR: No supervisory responsibilities.

PURPOSE OF THE POST: to provide administrative support for ensuring the efficient and effective administration of all aspects of the quality procedures relating to Institutional-Led Subject Reviews (ILSRs), Validations and Course Re-approval events, in accordance with the University’s Academic Quality Handbook.  In addition, the postholder will support the Committees of both the Board of Governors and Academic Council by minute taking in line with the calendar of meetings.

PRINCIPAL DUTIES:

Assist and support the Quality Team, ensuring effective engagement and communication, with the coordination of quality events. This includes:

• the organisation of meetings and arrangements including travel, accommodation, facilities, catering, and use of digital/virtual environments, as well as processing quality event fee and expenses claims
• preparing all relevant Governance and Academic Quality materials for quality events, and distributing all quality event documentation to panel members and attendees
• undertaking passport checks of all external quality event panel members
• ensuring timely and effective completion and distribution of proformas confirming quality event outcomes, collation of formal quality event outcome responses from Deans of School and course development leaders, and ensures their prompt consideration and approval by the Vice-Principal for Academic Development and Student Experience
• ensuring completion and submission of Interim Institutional-Led Subject Review responses by Schools to the Quality Assurance and Enhancement Committee
• developing and managing a comprehensive and accurate system for retaining and managing all quality event records
• collating data and drafting the Annual Reports to the Scottish Funding Council: Institution-Led Review of Quality for consideration and endorsement by the Board of Governors prior to issue, and the Reports on Quality Events Outcomes submitted for consideration to the Quality Assurance and Enhancement Committee, Academic Council and the Board of Governors
• maintaining and ensuring the accuracy of the Five-Year Programme of Quality Events for the Department for Governance and Academic Quality, for reporting to the Quality Assurance and Enhancement Committee, and the pool of internal quality event panel members
• proactively identifying opportunities to enhance quality procedures and processes related to quality events
• operating to clearly defined timescales and ensures processes associated with the events are completed within the requisite timescale
• maintaining the Review and Validation external webpage and the internal RGyoU site
• Assist and support the governance of University committees and working groups, including acting as Secretary or Clerk to selected committees or groups
• Provide administrative support to the Academic Quality Officers for the annual/biannual Academic Regulations Seminars for attendance by Deans of School, Assessment Board Conveners and School academic and support staff.
• Ensure, in liaison with the respective Teams within the Department for Governance and Academic Quality, the accuracy and maintenance of the Department’s external-facing web pages and internal SharePoint sites
• Assists with any other appropriate duties which may be delegated in support of the work of the Department for Governance and Academic Quality.

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

• HND in Business Administration or related subjects, or equivalent experience.

Knowledge and skills

• Excellent oral and written communication skills, including the ability to communicate effectively with staff at all levels in the University.

• Excellent interpersonal skills, with an ability to: work confidentially and professionally with discretion regarding sensitive information and situations, work with tact and diplomacy, maintain high customer standard, work with a strong attention to detail.

• Expert knowledge of Microsoft Office, including Word, Excel and Outlook.

• Familiarity with databases and financial systems.

Experience

• Proven ability to work independently, manage time effectively and to prioritise multiple and potentially conflicting workloads

• Strong analytical skills with the ability to synthesise complex information from various sources

 

DESIRABLE REQUIREMENTS

Experience

Experience working in an administrative role within a higher or further educational establishment

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: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress and dealing with difficult welfare situations or confidential matters 

Behaviour 3: 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 4: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Behaviour 5: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities