Job title:Academic Services Officer (Ceremonies and Awards)

Post number:AS5099

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

Department:Academic Services

Location:Watts House, Moulsecoomb

Grade:5

Purpose of the role

The Examinations, Ceremonies and Awards team in Academic Services leads on the processing of student academic awards, achievement and progression, and is responsible for all student aspects of the awards ceremonies. In addition the team is responsible for university-wide examinations timetabling and servicing, and managing the university’s bursary and scholarship schemes.

The Academic Services Officer (Ceremonies and Awards) is responsible for coordinating and supervising the delivery of a range of awards and ceremony work across the university, including the provision of the expert advice to staff, students and other stakeholders relating to the main areas of responsibility. The role involves identifying service improvements, responding effectively to university and external policy change ensuring that statutory requirements and institutional objectives for the student experience are met, and participation in relevant professional groups. The role holder will motivate and coordinate the work of the team, and will exercise initiative and judgement in order to resolve issues.

Main areas of responsibility:

  • Coordinate the day to day work of the ceremonies and awards team including induction and training, supporting, supervising and motivating staff to deliver a high quality service and prioritising and monitoring activities;
  • Ensure the accuracy and timely maintenance of ceremonies, awards and progression data and coordinate relevant outputs including university pass lists, award certificates, ceremony information and student re-enrolment;
  • Oversee awards ceremony administrative processes including invitation of correct students, ticket sales and guest requirements. Supervise ceremony stewarding arrangements and staff requirements;
  • Advise colleagues across the university on all matters relating to progression, academic awards and ceremonies;
  • Supervise the production of replacement certificates, transcripts and references for graduates, ensuring that a secure archive of awards and progression is maintained and data protection requirements are met;
  • Actively contribute to business improvements by regularly reviewingand evaluating services, and advising the Assistant Registrar (ECA) of opportunities for system and process improvements;
  • Support the examination timetabling and servicing as required;
  • Participate in relevant internal and external professional groups and networks;
  • To assist with departmental special projects, events or initiatives appropriate to the grade of this post including but not limited to enrolment, award ceremonies, open days and clearing activity.

General responsibilities

  • 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 / Demonstrable application of comprehensive working knowledge, experience and competency in the specialist areas as follows:
  • Higher Education policy and statutory requirements relating to student achievement, awards and progression including data protection legislation;
  • Broad understanding and knowledge of legislation and policy relating to the wider higher education sector and the activities of other departments within the university;
  • Provision of advice to internal and external stakeholders;
  • Strong administrative and numeracy skills and a keen eye for detail.
/ A I
Qualifications / Educated to degree level or equivalent practical application of theoretical knowledge. / A
Experience / Experience of contributing to the development of operational systems and processto deliver service improvements;
Experience of maintaining high quality data, data analysis and the presentation of management information;
Confident to independently resolve queries relating to the specialist area, and provide advice and guidance to a broad range of service users;
Committed to high-levels of customer-service standards and professionalism to create a positive image of the university. / A I
Managing people / Able to plan and prioritise own activities and supervise a small team of support staff including setting milestones and prioritising on a short and medium-term basis to meet changing requirements;
Able to induct, train, support and motivate staff to deliver a high quality service to achieve departmental and institutional objectives;
Able to deploy assigned resources ensuring operational and cost efficiency, and contribute to resource planning within the relevant section. / A I
Technical/work based skills / Excellent computer skills including databases, MS Office software and web-based systems;
Experience of large and complex computer record and archive systems. / A I E
Other requirements / Understands and is sensitive to the information needs of others taking in to account the nature of what is to be communicated and the best way to convey the information;
Listens well, is diplomatic and committed to maintaining appropriate levels of confidentiality;
Able to coordinate a range of communications on behalf of the team, and communicate complex information including policy and procedures to internal and external service-users;
Able to use initiative to resolve complex problems and provide relevant expert advice and guidance, making decisions based on detailed knowledge of the relevant operational area;
Able to undertake research, analysis, interpretation and evaluation of specialised information drawing to the attention of senior colleagues and issues requiring further investigation or discussion at a senior level. / A I E
Desirable / Experience of using the SITS student records system. / 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 permanent post.
  • 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 can be found hereProfessional Services Departments
  • 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

Date: March 2017