BIRMINGHAM CITY UNITVERISTY
FACULTY OF Arts, Design and Media
Job Description
FIRST STUDY ADMINISTRATOR
Birmingham Conservatoire
Grade:Grade 5
Hours: 37 per week
Location:Birmingham Conservatoire
Reports to:Senior First Study Administrator
AJob Description
1Purpose of the Post
To be responsible for the administration of student First Study related matters.
To support Heads of Department in relation to student First Study activities.
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2Main Duties and Responsibilities
There is a team of First Study Administrators (currently three), each of whom supports specified Heads of Departments and the students within those departments.
It is expected that the First Study Administrators will assist each other with First Study administration during times of high workload and absence, under the direction of the Senior First Study Administrator.
2.1To be the main point of contact for current and potential students in relation to their First Study, liaising with the Heads of Department, First Study tutors and administrative colleagues as necessary.
2.2To be responsible for providing administrative support to Heads of Department, in relation to departmental calendars,document production, and secretarial support for department and other relevant meetings.
2.3To be responsible for all student-related First Study administration.
2.4To be responsible for anyadministration in connection with the non-timetabled employment of visiting tutors and specialist lecturers as directed by Heads of Department, includingmaking the necessary room bookings.
2.5To be responsible for making all arrangements connected with consultation lessons,in liaison with the respective Head of Department.
2.6To be responsible for the administration related to Conservatoire competitions and prizes, liaising with the competition organiser and Conservatoire Competitons Co-ordinator, also liaising with the Conservatoire Trusts and Awards Officer in preparation for the annual Prize Giving ceremony.
2.7To be responsible for the administration of relevant major student productions and other performance projects as directed by Heads of Departmentor other organisers and in liaison with the Operations Manager as necessary.
2.8To assist with the processing of orders and supplier invoices in relation to major productions and other performance projects, undertaking associated budget monitoring activities as directed by the Heads of Department or other organiser.
2.9To assist Heads of Department in ensuring the currency of departmental information displayed on noticeboards, on the Conservatoire website and other electronic media or published in printed material for internal or external use, liasingwith the University’s Marketing and Communications Department as necessary.
2.10Under the guidance of the Senior First Study Administrators, to evaluate and provide advice for staff about the implications of any changes to the University’s student record system, regulations or procedures.
2.11To contribute to the annual production of Faculty periodic monitoring statistics as required in relation to relevant areas of responsibility.
2.12To provide Administration Centre Reception cover, as directed by the Operations Manager and assist the Operations Manager in ensuring that, together with the other members of the team, the Office is staffed during office opening hours.
2.13To work proactively with other administrators within the Conservatoire and Faculty and to assist other Schools at times of high workload or absent colleagues under the direction of the Operations Manager.
2.14To assist with general Faculty responsibilities such as the graduation and enrolment of students, as required.
2.15To undertake any other duties, commensurate with the nature and grading of the post, that may be required from time to time.
3Supervisory Responsibility
Student intern for External Engagements if required.
4Supervision Received
This post holder reports to the Senior First Study Administrator.
5Contacts
Students, academic and administrative staff of the University, professional performers, technical suppliers, external organisations, arts groups and the general public.
Category and Guidance / Essential / Desirable / How Identified*1. / Physical / Professional approach to the working environment / c
2. / Qualifications / Degree level qualification or equivalent experience;
Grade C in GCSE English and Mathematics / ECDL
A music qualification / a
3. / Experience / Experience of administrative processes within a Higher Education or arts setting or similar
Experience of working in teams in an administration environment
Experience of working in a busy, customer focussed environment / Experience of marketing and publicity activities in an events environment.
Experience of handling financial transactions / a, c
4 / Special Knowledge / Good IT skills including use of Word, Excel and Access
A good general knowledge of music and its performance / a, b, c
5. / Disposition and Personal Characteristics / Must be efficient, flexible and be a good organiser.
Must be able to work as a member of a team and be a problem solver
There is a high necessity for accuracy and attention to detail. / c
6. / Practical and Intellectual Skills / Good organisational and workload management skills
The ability to work under pressure and on own initiative to meet essential deadlines
Effective communication skills with people from wide-ranging backgrounds
A proactive approach to service improvement
Customer-focussed approach to service delivery. / b, c
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