Teaching and Learning Administrator

Main purpose of the job

Under the direction of the Teaching and Learning Manager and Senior Teaching and Learning Administrator and in conjunction with relevant academic staff, the postholder will provide specialist administration to the designated teaching programmes, ensuring effective procedures are documented and adopted for dealing with all aspects of its administration. This post will assist in achieving a high quality and timely service to current and prospective students, and staff relating to the designated courses/programmes and beyond. The role will provide support for all matters relating to the teaching and learning activities of students from enquiry to completion, incorporating supporting committees and processes relating to assessment, student and course records. The role holder must be efficient, organised and take great care in attention to detail. In addition, the role requires interaction with many people within and external to Client thus a professional attitude, willingness to help and a positive outlook are required in order to adequately execute the duties outlined.

Duties and responsibilities

• Course/Programme Administration
  • Deal with enquiries by telephone, email, letter and in person relating to entry requirements and enrolment etc.
  • Assist in recruitment initiatives and publicity including the co-ordination of Open Day events and interviews, as required.
  • Co-ordinate start of session arrangements; registration of new students, collate welcome packs, safety booklets, timetables and other necessary documentation.
  • Work with the teaching programmes administrator/departmental administrator/academic programme director to set up induction week(s).
  • Work with the teaching programmes administrator/departmental administrator/academic programme director to create and manage the departmental timetable for all designated taught courses, including the managing of room bookings and liaison with Client staff in the implementation of the common college timetable.
  • Allocate students to courses/programmes/tutorials/projects/placements etc. in accordance with timetable structure and upload information on Portico.
  • Process and co-ordinate teaching materials, such as course outlines, study packs, assignments in paper and electronic format, necessitating liaison with teaching staff and students.
  • Update and brief academic/teaching staff on student application procedures and course/programme procedures and regulations.
  • Liaise with relevant offices elsewhere in Client, particularly the Client Graduate School, Admissions Office, International Office and Student Records Office.
  • Responsible for uploading and maintaining course/programme content on Moodle.
  • Work with the teaching programmes administrator/departmental administrator/academic programme director to ensure that the entries in the Client prospectus, advertising materials, programme handbook and web pages relating to designated course/programme matters are accurate and up to date.
  • Create and distribute registers/attendance lists to academic/teaching staff as appropriate.
  • Assist in organising logistics for student field trips throughout the year.
• Student records and enquiries
  • Act as a first point of contact for students in person, on the telephone and by email, and provide information on procedures, regulations, programme and module choice etc.
  • Create and maintain student files - electronic and paper.
  • Process course changes, withdrawals and interruptions of study for students both internally and externally, through correspondence with local authorities/sponsoring bodies/placements etc.
• Examinations and assessment
  • Provide support on various exam-related tasks including processing of final marks, co-ordinating and producing mark sheets for examinations; undertaking arrangements for Board of examiners.
  • Track, collate and co-ordinate all examination questions and solutions, formatting examination papers, as necessary.
  • Service examination boards including room and catering bookings, agenda setting and minute taking.
  • Collect and accurately record coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
• Administrative Support
  • Provide cover for other colleagues in busy periods or when staff are on annual or sick leave.
  • Assist the LM and others such as Faculty Tutor/HoD/DA as and when required with correspondence, diary management, enquiries etc.
  • Respond to requests made under the Data Protection Act and Freedom of Information Act relating to designated courses/programmes.
  • Maintain lists of student and staff contacts as appropriate.
  • Make arrangements for workshops, meetings, seminars and other events relating to the designated courses/programme as and when required.
  • Work closely with course directors to review administrative systems which support learning and teaching activities.

Qualifications, experience and knowledge

• Minimum of 5 GCSEs at Grade C or above (Including Mathematics and English Language) or equivalent, or having acquired relevant experience.
• Educated to A level standard, or equivalent experience such as report writing.
• Formal qualifications in word processing/IT.
• Administrative work in a busy office environment.
• Administration in higher/further education or a teaching and learning environment.
• Course/Programme administration.