Senior Teaching and learning Admin

6 Month Contract

Duties and responsibilities

• Course/Programme Administration
  • Deal with/Oversee arrangements for dealing with enquiries by telephone, email, letter and in person relating to entry requirements, progression, combination of courses etc.
  • Oversee and implement agreed recruitment, publicity and advertising to the designated courses/programmes.
  • Arrange interviews, open days and summer schools for prospective students.
  • Organise the student induction week and assist students as they begin their studies, including advice on registration procedures.
  • Plan for the new and existing cohorts at start of session and all associated presentations, talks and surgeries for students.
  • Work with other administrators/academic programme directors to create and manage the departmental timetable for all designated taught courses, including the managing of room bookings (if necessary) and liaison with our staff in the implementation of the common timetable.
  • Allocate students to courses/programmes/tutorials/projects/placements etc., distribute lists and upload information to Portico.
  • Inform teaching staff of the regulations and keep a record of all the contact between teacher and tutee, following up where necessary.
  • Update and brief academic/teaching staff on student application procedures and course/programme procedures.
  • Liaise with relevant offices elsewhere, particularly our Admissions Office, International Office and Student Records Office.
  • Responsible for uploading and maintaining departmental content on Moodle.
• Student records and enquiries
  • Be the first point of contact for queries from staff and students, regarding our regulations, timetabling and pastoral guidance, and provide advice on procedures, programme choice, financial implications etc.
  • Create and maintain current and historic student files and lists, to assist with strategic planning and recommendations.
  • Process course changes, withdrawals and interruptions of study for students both internally and through correspondence with local authorities/sponsoring bodies/placements etc.
  • Assist with general student welfare, referring students to others as appropriate.
  • Co-ordinate and analyse student evaluation questionnaires, preparing data analysis and implementing changes according to feedback, as required.
  • Assists with promoting central and national student surveys.
  • Monitor attendance and engagement of students, keeping detailed records and taking appropriate action when required.
  • Liaise with appropriate Faculty and Registry Personnel in verifying and correcting student records - including liaison with the College Finance Office regarding student fee liability and debt collection.
  • Liaise with Disability Services in seeking appropriate provision for students with disabilities.
  • Manage activities such as the Year Abroad schemes, providing advice and guidance to interested students and co-ordinating translation of marks when they return.
• Examinations and assessment
  • Manage all exams and assessment-related administration for students including the co-ordination of the production of examination papers. This includes securing papers set by academics internal and external to the Department, to deadline.
  • Co-ordinate project/course/programme submissions, marking and final reporting.
  • Ensure that marks, progression and award are correctly processed and recorded in PORTICO liaising with Student Records to resolve queries.
  • Service examination boards, including arranging meetings and minute taking and preparation of examination reports (such as preparation of marks and relevant statistics).
  • Collect and accurately record coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
  • Create and maintain paperwork for extenuating circumstances meetings, including medical and other documentation as necessary.
  • Act as Examination Liaison Officer in the department.
• Committees, Meetings and Reports
  • Produce results reports and programme statistics for all designated courses/programmes and modules in the department (to inform committees, funding bodies, external audits and for our and departmental planning purposes).
  • Attend, contribute and service relevant committees, such as Teaching Committee, Recruitment, Exam Boards and Staff Student Consultative Committee (to include gathering agenda items, distributing paperwork, contributing to the meeting, taking and circulating minutes and ensuring that agreed actions are carried out by the relevant staff).
  • Arrange briefing of academic/teaching staff on relevant policies and procedures.
  • Support the Director of Education with Completion of the Annual Student Experience Review.
  • Keep informed about course and committee developments, attending meetings as required, and present this information to other relevant persons within the department.
  • Inform teaching/academic staff and examiners of changes in procedures, qualification criteria and other course regulations as applicable.
• Administrative Support
  • Provide cover for other colleagues in busy periods or when staff are on annual or sick leave.
  • Respond to requests made under the General Data Protection Regulation (GDPR) and Freedom of Information Act relating to designated courses/programmes.
  • Make arrangements for workshops, meetings, seminars and other events relating to the designated courses/programme as and when required.
  • Implement new departmental or our systems and procedures as necessary.