Administrative Officer United Kingdom
Job description
Permanent, full-time position. 36.5 hours per week.
The School of Engineering has an exciting opportunity for a resourceful and hard-working individual to join our team of professional support staff. The Administrative Officer (Degree Apprenticeships) is responsible for the smooth and effective running of the School’s Degree Apprenticeship Programmes, covering the full student journey from recruitment through to graduation.
The School of Engineering is a thriving community of staff and students, and this is a busy and varied role that will encompass all areas of programme delivery and quality management. The primary role of the Administrative Officer (Degree Apprenticeships) is to manage the administration and delivery of the School’s Degree Apprenticeships Undergraduate Programme through effective planning, coordinating and support provision. This includes operational management of the delivery of the taught elements of the course, workshops, admissions, recruitment, engagement with current and potential employers, and designing and implementing administrative systems and processes. The role involves collaborative work with internal colleagues, including senior management and academic positions, and external partners, plus line manages the Degree Apprenticeship Taught Programmes Assistant(s).
You will have a strong track record in designing, developing and implementing policy and processes, and in applying problem solving skills to administrative issues. Previous experience of working in an area that is highly regulated, and the ability to learn, understand, communicate and implement those regulations, is essential, alongside a high degree of IT literacy and strong statistical data analysis skills. Previous experience of financial planning and budget management, including financial forecasting, managing cost codes and delivering projects within budget is expected.
You will be resilient with the ability to organise a busy workload, juggle competing priorities and line manage support staff effectively. Experience of organising events including conferences and multi partner workshops is required, supported by excellent communication skills that enables you to deliver presentations to large audiences and build working relationships with a wide variety of stakeholders. Previous project management experience is essential.
The role will be based at Warwick University’s campus in Coventry. Warwick University currently operates a hybrid-working policy whereby some days are in the office and some days working from home each week. Due to the nature of this role, it is expected that the post holder will be required to work on campus a minimum of 3 days per week, this may increase at busy times of year such as induction etc. Some evening and weekend work may be required, including supporting open and offer holder days which are held at weekends.
The University aims to promote work life balance for all employees and the School of Engineering will consider a range of possible flexible working arrangements in order to recruit the best candidate. A flexible approach to work is required as there will be a requirement to support with student induction events, student social events, offer holder and open days etc. This will involve some evening and weekend work throughout the academic year.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Informal enquiries in relation to the post are welcome in advance of application to Julie Freemantle, Academic and Student Services Manager ([email protected]).
Interview Date: TBC.
Job Description
To manage and provide high-level administrative support for the life cycle of the student journey from recruitment and admissions to graduation and end point assessment for the School of Engineering Degree Apprenticeship programmes.
DUTIES AND RESPONSIBILITIES
1. Managing the administration of the School of Engineering's Degree Apprenticeship programmes. Planning, co-ordinating and supporting the delivery of the UG programmes including:
- Planning, co-ordinating and supporting the delivery of the Degree Apprenticeship programmes in the School, this includes operational management of the delivery of the taught elements of the course, workshops, admissions, recruitment as well as engagement with current and potential employers who have or may send employees to undertake the Degree Apprenticeship programmes.
- Planning and coordinating the Degree Apprenticeship timetable in liaison with the relevant course directors and apprenticeship tutors, working with the School's Academic Processes Officer to ensure a cohesive timetable for all taught provision.
- Designing and implementing administrative systems and processes relating to the Degree Apprenticeship programmes, liaising with the School's Academic and Student Services Team and the Central Degree Apprenticeship Team to contribute to the strategic development of systems in the School as well as sharing best practise across the range of Degree Apprenticeship programmes offered by the University.
- Overseeing the day-to-day operation of the School's Degree Apprenticeship programmes.
- Preparing for and attending exam board meetings ensuring the continuity of approach and compliance with university regulations. Controlling, collating and overseeing the recording of marks for assessed work, and coordinating follow-up actions.
2. Provision of administrative support for the Degree Apprenticeship programmes including:
- Monitoring apprentice progression through the programme, working with the Academic Lead to take remedial action as required. This will require the post holder to have a detailed understanding of course and progression requirements and to monitor and map data related to student assessment and exam outcomes.
- Developing processes for the management of attendance monitoring and records, management (including assessed material, medical, safety and other personal information).
- Developing clear processes for the management of exams for apprentices in the School, developing clear processes for the arrangement and management of exams and the processing of marks.
- Liaising with relevant funding bodies as required to ensure funding for students on the Degree Apprenticeship programmes is in place, ensuring appropriate governance is in place.
- Working with the Academic Programme Manager and Apprenticeship Tutors to organise and keep records on the proceedings of the Tripartite meetings with the employers and apprentices.
- Responsible for overseeing the maintenance of student personal files.
3. Working in collaboration with the Academic Programme Managers and Director of Student Recruitment to develop and implement an admissions strategy for the Degree Apprenticeship programmes including; overseeing the organisation of admissions activities, the preparation of recruitment materials, making and maintaining connections with relevant employers to support recruitment to the Degree Apprenticeship programmes, providing statistical information and contributing to future and strategic planning for Degree Apprenticeship programmes.
4. Managing the School's Degree Apprenticeship Office, which includes maintaining financial management of the budget and costs for the Degree Apprenticeship programmes, ensuring there are adequate facilities for the running of the Degree Apprenticeship programme and line managing and supervising support staff who are involved in the delivery of the programme or related activity.
5. Organising, attending and taking an active role in Degree Apprenticeship programme events and meetings as required. This will include Induction and Re-Orientation days, the Industrial Advisory Steering Committee, direct meetings with employers to discuss the Degree Apprenticeship programmes and engage with new employers, admissions' events to promote Degree Apprenticeship programmes to potential apprentices etc. The post holder will be required to organise many of these meetings and larger scale events but also take an active role in the events – this would include preparing presentations to be given by others, preparing presentations to be delivered by them directly, preparing detailed reports (including detailed statistical analysis) and paperwork. The post holder will also be required to lead and chair meetings including meetings with employers to gain feedback on the Degree Apprenticeship programmes and to create relationships with employers who may potentially engage with the programme.
6. Gaining a strong understanding of the regulations that govern Degree Apprenticeship programmes. Providing advice to apprentices and academic staff on procedural and regulatory matters, and influencing the development of departmental policy relating to Degree Apprenticeship programme activity. Advice to apprentices will include procedural aspects of the Degree Apprenticeship programmes e.g., submission of assignments, exams, mitigating circumstances etc. as well as advise on the admissions process. It will also extend to pastoral care and guidance.
7. Working with the Degree Apprenticeship programmes admissions team and employers to admit apprentices onto the programme. Developing and managing a database for admissions progress with entry requirements (maths test) and admissions documents (e.g., Initial Learning Plan, Commitment Statement, etc).
8. Responsible for the development and maintenance of the Degree Apprenticeship programmes webpages ensuring they are accurate and kept up to date and developing new pages and sub sites as new courses are introduced.
9. To project manage the development of Degree Apprenticeship programmes within the School of Engineering, from initial design through to implementation. These will be multi partner projects and will require the development of strong working relationships with external partners.
10. Line Management of the Taught Programmes Assistant(s) within the School’s Degree Apprenticeship Team, including identification of training needs, monitoring work performance, discipline, allocating work, recruitment and pastoral care.
The duties and responsibilities outlined are for guidance on the main aspects of the job. The post holder will be expected to be flexible in their duties and undertake any other duties commensurate with the grade and purpose of the post as advised by the Academic and Student Services Manager, Lead Academic/Programme Manager for Degree Apprenticeships, other Degree Apprenticeship staff and the School’s Senior Management Team.
Due to the nature of this role, it is expected that the post holder will be required to work on campus a minimum of 3 days per week, this may increase at busy times of year such as induction etc. Some evening and weekend work may be required, including supporting open and offer holder days which are held at weekends.
Informal enquiries in relation to the post are welcome in advance of application to Julie Freemantle, Academic and Student Services Manager ([email protected]).
How to fill in your application:
The person specification identifies the essential and desirable skills, knowledge and experience that you will need to have to undertake the role. The shortlisting panel will study your application and look for evidence that you meet each criterion. In your supporting statement you must make a case for selection by demonstrating how your experience matches the criteria. An example is given below. The panel cannot make assumptions about your qualifications, including from CVs, and will only base their decision upon factual information that you have stated and submitted.
Example: the “Ability to write clearly” criterion in a person specification might be met by “In my last job I produced written reports, prepared agendas and distributed relevant papers to the Equality and Diversity Committee. I wrote minutes for the Committee that summarised the meeting and clearly and concisely set out areas of discussion and points of actions. I proofread the final copy. I enjoy writing and believe I express myself well.”
For further information about Engineering Degree Apprenticeships.
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
Flexible working:
The University offers a range of flexible working options, including hybrid working, to attract and retain employees. These can be discussed further at interview stage. Due to the nature of this role, it is expected that the post holder will be required to work on campus a minimum of 3 days per week, this may increase at busy times of year such as induction etc. Some evening and weekend work may be required, including supporting open and offer holder days which are held at weekends.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Athena Swan
The School of Engineering is committed to the principles of the Athena SWAN Charter, which recognises work undertaken to address gender equality, representation and progression for all staff working in an academic environment. The School currently holds the Athena SWAN Silver award and the University holds an Institutional Silver award. Further information about the work of the School in relation to Athena SWAN can be found here.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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