Job Title: Academic Services Administrator (Examinations, Ceremonies and Awards)

Job title: Academic Services Administrator (Examinations, Ceremonies and Awards)

Post number: AS5112

Reports to: Assistant Registrar (Examinations, Ceremonies and Awards)

Department: Academic Services

Location: Watts House

Grade: 4

Purpose of the role

The Academic Services Administrator (Examinations, Ceremonies and Awards) is responsible for carrying out a range of administrative activities and processes required to ensure the delivery of high quality student-centred services for the main areas of responsibility. The role includes organising and handling data in relation to ceremonies and awards, students’ progression information and producing examination timetables, liaising with internal departments and relevant external agencies.

The role holder will work autonomously and as part of a team to deliver a student-centred service for the main areas of responsibility outlined in the job description. The role holder will communicate often complex information in a clear and understandable way, and use initiative and judgement to resolve enquiries and issues effectively.

Main areas of responsibility:

·  To provide a comprehensive range of administrative support services including processing and maintaining data, adhering to procedures, producing documents and providing statistical information and analysis, liaising with internal colleagues and external agencies as required;

·  Effectively manage enquiries from students, graduands, staff, guests and visitors, providing information and advice, resolving enquiries and referring on to appropriate services where necessary, ensuring a high level of customer service at all times;

·  Support the organisation of the university’s awards ceremonies including applying procedures to identify eligible students, coordinating ceremony invitations and responses, arranging seating of students to ensure that they arrive at the platform for calling in the correct order, coordinate accurate notification to stewards of their duties at the ceremonies including producing briefing documentation and instructions and supervision to ensure that the event runs smoothly;

·  Reconcile all the ceremony ticket sales and payments after the event, reporting to the Assistant Registrar (Examinations, Ceremonies and Awards) and Internal Audit department as required;

·  Coordinate the production of University Pass Lists, Certificates, calling lists and awards ceremony programmes in liaison with colleagues across the university;

·  To maintain the university’s formal archive of student achievement to ensure ease of retrieval, and secure storage of records (paper and electronic);

·  To develop and maintain accurate and accessible web-based information relating to the Examinations, Ceremonies and Awards services, liaising with colleagues within the team and in other departments of the university;

·  Work cohesively with colleagues to contribute to the development and ongoing improvement of relevant services including policies, procedures, processes and information, and proactively identify opportunities for service improvement;

·  To support the Academic Services Officer (Examinations) with the organisation of the central examination timetabling and servicing;

·  To assist with departmental projects, events or initiatives appropriate to the grade of this post, including but not limited to enrolment, open days and confirmation and clearing activities.

General responsibilities

These are standard to all University of Brighton job descriptions.

·  To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.

·  To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.

·  To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.

·  To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge / ·  Ability to plan, prioritise and manage a range of work activities using time effectively and meeting objectives and standards within agreed service level agreements;
·  Able to interpret, apply and communicate regulations and procedures, demonstrating sensitivity and diplomacy when communicating complex or difficult information;
·  Able to exercise judgement to resolve issues and when to involve others or pass on more complex enquiries to ensure an effective service. / A, I, E
Qualifications / ·  Good standard of secondary education or equivalent experience. / A
Experience / ·  Experience of a broad range of administrative processes and customer-focussed services;
·  Experience of handling sensitive data and records, and adhering to procedures and maintaining security;
·  Able to work without direct supervision whilst maintaining high standards of accuracy. / A, I, E
Technical/work based skills / ·  Excellent administrative, numeracy and organisational skills;
·  Ability to use standard computer equipment and programmes including databases, Microsoft Office software and web-based systems. / A, I E
Other requirements / ·  Works independently and shows willingness and initiative to resolve issues;
·  Promotes team-working and sharing of good practice, developing effective professional relationships with others;
·  Works proactively, collaboratively and flexibly with others to ensure effective service delivery;
·  Positive attitude to change. / A, I
Desirable / ·  Experience of working within an HE institution and student records systems;
·  Understanding of the Data Protection and Freedom of Information legislation. / A, I

·  Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.

·  This is a full time post and is permanent.

·  The University of Brighton welcomes job sharers. Job sharing is a way of working where two people share one full-time job, dividing the work, responsibilities, pay, holidays and other benefits between them proportionate to the hours each works, thereby increasing access to a wide range of jobs on a part-time basis. The advert for the post for which you are applying will indicate whether applications from job sharers can be considered (this may not be possible for a post that is already part time for example) and further information can be found on the ‘Balancing Working Life’ section here Benefits and facilities.

·  Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, is pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days
Band 10 and above / 30 days / Band 10 and above / 30 days

·  More information about the department/school can be found here Professional Services Departments or here Academic departments (schools and colleges)

·  Read the University’s 2016 - 2021 Strategy

·  The University has an attractive range of benefits and you can find more information about them on our website.6500

Date: September 2017