Job Profile

Core job information
Job Title / Student Support (SAMDA)and IHSE Administrator
Dept./School/Inst. / Institute of Health Sciences Education / Section/Centre/Unit / Curriculum Operations
Career Family / Professional / Grade / 2
Working hours per week / 35 / Appointment period / 3 years
Reports to (job title) / Student Support Manager / Current location / Whitechapel with occasional travel to other sites locally
Job purpose
This role has three key functions: SAMDA Administrator, IHSE Administration and Assessment Unit Support
Student Assisted Medical and Dental Applications (SAMDA) is a Barts and The London Student Association run initiative that supports secondary school children from local communities with low university participation rates in their applications to both medical and dental schools. Previous peer-reviewed published evaluation has shown that both the offer and enrolment rates were higher for applicants who had engaged with SAMDA led activities than students whose applications were unsupported by SAMDA.
SAMDA currently work with 17 local schools and colleges that serve populations that are under-represented within universities, and medicine and dentistry in particular. Current activities concentrate on inviting pre-applicants into QM providing insight into university life and opportunities to meet medical and dental students.
SAMDA also run mock medical and dental interviews and this is a further opportunity for applicants from lower socio-economic groups to meet medical and dental students and medical staff.
This post providessecretarial and administrative support to the SAMDA project under the direction of the Student Support Manager based in the Student Support Office.As a very student facing post, they will have reputational and operational impact and it is expected that the work of the post holder will make a positive contribution to the applicant experience.
The post will also support the assessment unit in delivering the functions of their unit, particularly at busy times of the year. The role will further strengthen the links between Assessment and the Student Support office in relation to supporting students at both ends of the academic spectrum.
The post will also provide support for IHSE Academic staff. Specific tasks will include secretarial support for IHSE committees, administration of the inter-professional education activity within the MBBS programme and working with the Centre Administrator as appropriate to ensure HR administration is delivered in a timely and efficient manner.
The post is ideally suited to a graduate who is looking to develop a career in university administration as the scope and responsibilities of the role cover a wide range of processes and activity that occur in supporting an undergraduate programme.
Knowledge, Skills & Experience
Requirements / Essential/Desirable
Qualifications / GCSE/O level or equivalent in English and Maths
Educated to A-level or equivalent standard / Essential
Desirable
Experience / Experience of working as an administrator in an office/HE environment
Production of accurate information, paying strict attention to detail in a pressurised environment
Experience of working with students
Experience of maintaining accurate filing systems / Essential
Essential
Desirable
Essential
Knowledge, skills & abilities / Ability to prioritise a varied workload with limited supervision and meet deadlines
Excellent written and verbal communication skills Good organisational skills
Good IT skills, including spreadsheets, email, word processing (Microsoft Office)and databases
Excellent people skills: both to be able to work effectively with a wide range of staff and students and external contacts
Ability to deal with students in a supportive, friendly and professional manner
Able to work on own initiative and as part of a team as necessary
Accuracy and attention to detail, particularly in relation to data entry and maintenance of filing systems
Good numeracy skills
A good understanding of administrative systems and procedures / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Attitude & disposition / Friendly, positive disposition
Able to work unsupervised and exercise initiative
Able to work well as part of a team
Flexible and co-operative
A professional and a commitment to seeing task through to delivery
A customer focussed approach / Essential
Essential
Essential
Essential
Essential
Essential
Other circumstances / Willingness to work on different sites / Essential
Main Duties and Responsibilities of the Role
  • To act as general administrator for the SAMDA (Student Assisted Medical and Dental Applications) project at Barts and the London School of Medicine and Dentistry.
  • To work closely with colleagues in the Student Association in promoting the project and assist in running activities to help school students have an insight into university life
  • Support outreach activities through SAMDA and the day to day activities of the project
  • To arrange mock interviews for secondary school students with university student advisors/staff
  • To deal with sensitive and confidential information for SAMDA and IHSE.
  • Organise meetings both formal and informal, taking minutes, organising catering, booking rooms
  • Collating resources and help provide study skills support
  • Working with the Academic lead to recruit faculty members to interview potential students
  • Liaising with schools to help identify potential students
  • Coordinating activities as agreed with the Student Association at Barts
  • Help allocate mentors to pupils in association with the Student Association
  • To support on-going mentoring between current students and secondary school students
  • To help enable students to access pastoral, financial and careers advice
  • To help support extra curricula activities
  • To support the Inter-Professional Education Administration
  • To support the Assessment Unit during peak periods
  • To support the Centre Administrator in relation to HR functions and supporting IHSE Academic Staff with specific responsibility for stationery ordering
To carry out any other duties commensurate with the level and responsibilities of the post as may be required by the Student Support Manager.
The post-holder must at all times carry out their responsibilities with due regard to the College's Equal Opportunities and Health & Safety policies.
Freedom to Act & Decision Making
Provide students with information on most appropriate referral routes where the query need not involve member of academic staff, Dean for Students or Academic Year Tutor, i.e. Personal Mentor, or Queen Mary Advice and Counselling may be more appropriate in the first instance.
Keep up to date with Knowledge of available services and usual referral routes. All more complex problems are referred to appropriate member of staff
Act as first point of contact for basic enquiries and direct more complex queries to manager.
Prioritise own work load, referring to senior colleagues for non-standard work
Ensure that systems are in place to enable effective and efficient office management (e.g. Filing systems etc.)
Communication & Networking
Act as Administrative point of contact and ensure effective communications are maintained and information is disseminated through the department
Communication on all levels with internal and external customers to enable work to be undertaken efficiently
Main Contacts
, Head of Student Support and Deputy, Student Support Manager, Academic Year Tutors, Heads of Year, Administrators, Student Finance and Bursary Officer, Mentors, Assessment Unit, Information and Records Officer, Foundation School and other colleagues both in the School, College and in the Trust and partner Trusts with regard to the progress, conduct and welfare of the students. Contact with other College wide departments and the London Deanery.
Finance/Resource Management
N/A
People Management
N/A
Organisation Chart
To follow
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.