Student Administration Co-ordinator United Kingdom
Job description
Vacancy Type/Job category
Clerical
Department
Centre for Lifelong Learning
Salary
£24,715 - £28,131 per annum
Location
University of Warwick, Coventry
Vacancy Overview
Previous candidates need not apply.
Permanent, full time role. 36.5 hours per week.
The Centre for Lifelong Learning is seeking an enthusiastic and motivated Student Administration Co-ordinator to provide high quality administrative support to programmes within the Centre for Lifelong Learning.
You will provide advice, guidance and administrative support to students, course directors, partner institutions and other stakeholders in the delivery of the programmes.
You will act as the first point of call for administrative student queries, providing the best possible customer service to students, maintaining programme documentation, monitor student engagement and progress for subsequent actions as necessary and Maintain data records to comply with external body requirements – training will be provided to support this.
Taking responsibility for the maintenance of Tabula – training will be provided to support this.
To assist the coordinator team with the creating of the academic timetable, liaising with the Administrator (Teaching and Learning) and other relevant departments etc.
Other duties as directed by the Administrator (Teaching and Learning) or Departmental Administrator.
This is a student-facing role, with scope for some hybrid working, depending on business needs.
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 can be addressed to Ciara Cooper, Administrator (Teaching and Learning) [email protected].
Interview date: TBC.
Job Description
To provide high quality administrative support to programmes within the Centre for Lifelong Learning. To provide advice, guidance and administrative support to students, course directors, partner institutions and other stakeholders in the delivery of the programmes.
DUTIES & RESPONSIBILITIES
- Act as the first point of call for administrative student queries, providing the best possible customer service to students. This includes signposting students to relevant colleagues both within and outside of the Centre regarding pastoral support; taking ownership of any administrative queries; engaging with changes to policies and ensuring changes are communicated clearly and effectively to students and staff.
- Maintaining programme documentation including course handbooks and other published information on Moodle and Sitebuilder, under the direction of the Administrator (Teaching and Learning).
- Managing the module registration process. This includes preparing module choice booklets; participating with module choice events within the Centre as well as with partner institutions; providing clear and accurate information to students regarding the process; ensuring all students are registered for the correct modules; providing support with the creation of course diets.
- Taking responsibility for the maintenance of Tabula. This includes ensuring all submission portals, timetables and monitoring schemes are created and are accurate; registering new and continuing students onto appropriate modules, production of seminar lists and assisting with the collation of marks from student assessments, including liaising with partner institutions.
- To assist with the creating of the academic timetable, liaising with the Administrator (Teaching and Learning) and Timetable Office to ensure all necessary rooms are booked for the academic year.
- To assist with preparations for Board of Examiners meetings. This includes co-ordinating accurate, user friendly and timely documentation for External Examiners; preparing and distributing results to academic staff, students and central service offices, liaising with other departments and partner institutions where required; assisting with the collection and collation of mitigating circumstances information.
- Monitor student engagement and progress for subsequent actions as necessary. Taking responsibility for enrolment checks, attendance monitoring and student engagement. Managing relevant relationships with other academic and non-academic departments to ensure appropriate information and support are provided to students.
- Generate reports and support the Administrator (Teaching and Learning) and Departmental Administrator in verifying that student information is accurate.
- Maintain data records to comply with external body requirements, such as Ofsted.
- Maintain bespoke student records systems, such as Access databases and Excel spread sheets. Maintain electronic student files, ensuring student documentation is saved in a uniformed format and that data storage complies with GDPR requirements.
- Produce data to enable Student Finance and CLL Finance to collect course and module fees.
- Other duties as directed by the Administrator (Teaching and Learning) or Departmental Administrator.
Person Specification
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1
Educated to at least A level standard or equivalent, to include minimum grade C GCSE maths and English or equivalent, or with equivalent work experience. (a)
Essential Criteria 2
Significant relevant experience within a compatible office environment, preferably within a Higher Education establishment and dealing with mature students. (a,c)
Essential Criteria 3
Excellent oral and written communication skills. (a,b,c)
Essential Criteria 4
Must be highly organised, autonomous, able to act on own initiative and to prioritise workloads. (a,b,c)
Essential Criteria 5
Strong interpersonal skills with the ability to build professional and effective relationships with both staff and students and to act with tact and sensitivity. (a,c)
Essential Criteria 6
IT skills which must include: • Use of email. • MS Word - to include a knowledge of use of templates and mail merge. • MS Excel - to include design and creation of spreadsheets with calculations. (a,c)
Essential Criteria 7
Experience of databases and ability to create queries and reports. (a,c)
Essential Criteria 8
The ability to absorb information quickly. (a,c)
Essential Criteria 9
Experience of data entry and the ability to work to a high degree of accuracy. (a,b,c)
Desirable Criteria 1
Experience working with Tabula is highly desirable. (a,c)
Further Particulars
For more than 30 years the Centre for Lifelong Learning has been a centre of expertise in the education of lifelong learners in different contexts, with a focus on enabling adult learners to achieve their personal and professional goals by accessing a Warwick education, irrespective of background. The Centre offers a range of courses to help adult learners progress in their chosen career.
For further information about the department, please visit the departmental website.
For further information about the University of Warwick, please read our University Further Particulars.
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 holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
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.
Please refer to this link for a full list of the benefits here.
Right to work in the UK
We wish to advise applicants that this role is not eligible for sponsorship for a Skilled Worker visa. If you do not yet have the right to work in the UK you will need to check the UK Government website page Apply for a UK visa to see if you are eligible to obtain right to work in the UK through one of the other UK immigration routes before you make your application.
Benefits and Rewards
Please refer to this link for a full list of our employee benefits here at Warwick here.
Recruitment of Ex-Offenders Policy
As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.
Closing Date
9 Jul 2023
