Benchmark Role Profile for Postgraduate Administration Officer

Version 2.0

Last amended: March 2015

THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title:Postgraduate Administration Officer

School/Department:

Salary:

Job Family and Level:Administrative, Professional and Managerial Level 3

Contract Status:

Hours of Work:

Location:

Reporting to:

The Purpose of the Role:

The purpose of the role is to provide leadership and co-ordination for the School Postgraduate Admin team in the planning and development of both the taught and research postgraduate provision. Co-ordinating admissions to the School, and taking the lead in supporting a Masters course. This is a large School with high student numbers.

Main Responsibilities: / % time per year
1. / Line management and co-ordination
  • Line-management of staff within the office and overall direction for the administration of Postgraduate taught and research student administration within the School.
  • Supervising the work of administrators responsible for administration relating to courses and Research students.
  • Liaison with the School Manager and Director of Postgraduate Teaching over the strategic direction of the Office.
  • Membership of the School’s Postgraduate Teaching Committee and formal input into School’s decision-making in this area.
  • Conducting process review within the office to ensure that the School’s systems area aligned with University procedures and consider regular improvements.
/ 20%
2. / Service to staff and students
Providing an effective service for staff and students within the School. Ensuring that the office is staffed and appropriate information available. Implementing service standards and meeting the needs of a diverse group of full-and part-time staff and students. / 20%
3. / Admissions and marketing
  • Processing all Postgraduate taught admissions within the Office. Liaise with all Course Directors and relevant University offices, to ensure that all applications are processed according to agreed timescales.
  • Ensuring that all correspondence with applicants, and particularly those holding offers, is handled in a timely manner. Responding to queries, corresponding with candidates to improve acceptance rates and providing applicants with pre-course literature.
  • Monitoring and reporting on rates of applications, offers and admissions to inform the recruitment and marketing strategies of individual courses and the long term strategy of the School.
  • Liaising with School Web Officer and University Marketing Office over the development and maintenance of the School’s web presence and the presentation of courses via the Postgraduate Prospectus and other publications.
/ 25%
4. / Course Administration
Taking particular responsibility for a Masters course and an overview of the administration of other courses and Research students; liaising with University departments; and teaching staff with regard to course delivery; academic progress and pastoral care of students.
Specifically:
  • Ensuring efficient timetabling and provision of teaching rooms, teaching resources and course materials;
  • Ensuring the availability of teaching staff and the organisation of payment where appropriate;
  • Ensuring that students have resources (e.g. Course Handbooks) to support their learning, in both paper and/or electronic format;
  • Liaising with IT staff in provision of technical support to delivery of teaching and web-based learning;
  • Providing a central source of information, communication and support for students and staff, including pre-course information and induction of new students;
  • Attending, contributing to and supporting the administration of Exam Boards, Boards of Studies, Admissions Boards on a course basis, and where appropriate on a School-wide and Faculty-wide basis;
  • Administering the assessment process, including in-course assessments, timed-examinations, student theses and vivas, and the management of the results;
  • Recording student progression to provide transcripts and management reports;
  • Maintenance of alumni records to facilitate course reviews, provision of student references and management reports.
/ 25%
5. / Data Management
  • Overseeing the development and maintenance of IT systems within the office. Working closely with the School IT Team to develop and maintain a database which integrates with Saturn and provides an in-School resource for the maintenance of student data from application to graduation.
  • Using the system to produce generic correspondence with applicants and analysing trends in admissions. Building the on-course student record through the recording of module data.
/ 10%
6. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / HNC or HND in a relevant subject, or equivalent / Degree or equivalent
Skills/Training / Significant relevant office experience. / Significant office experience within Higher Education or other education environment.
Experience / Previous supervisory/management skills.
Excellent IT skills in the following packages XXXX
Excellent verbal and written communication skills.
Ability to prioritise own workload and work according to tight deadlines
Good eye for detail. / Excellent verbal and written communication skills, ideally with experience of the needs of a diverse group of international students
Statutory/Legal
Decision Making

i)Taken independently by the role holder;

  • Line management and work allocation of members of the office team
  • Initial decisions on PGT applications
  • Development of office procedures and systems

ii)Taken in collaboration with others;

Marketing and admissions strategy

iii)Referred to the appropriate line manager by the role holder;

Serious disciplinary matters

Additional Information

/ The University of Nottingham strongly endorses Athena SWAN principles, with commitment from all levels of the organisation in furthering women’s careers. It is our mission to ensure equal opportunity, best working practices and fair policies for all.