employment 4 students - The UK's most visited student jobsite

Menu

This job is no longer available, please Click here to find other similar vacancies.

Apprentice Academic Staff Development Administrator

University of Bristol
Pay: £12,000.00 Text
Location: Somerset Bristol United Kingdom
Category: Entry Level
Available from: Feb 2018
Finishes on: Ongoing Position
Type of work: Full Time, Indoor & Outdoor
Job reference: E02587164
2018-01-12 2018-01-26

Job Description

To undertake the administration of development programmes and initiatives, as per the portfolio of Academic Staff Development (ASD), from enrolment through to completion and alumni events. To provide administrative assistance for ASD staff and external facilitators in relation to these programmes. To support the line management, as required.



1.Main Statement  of Responsibilities



Planning & Organising




  • Plan and prioritise own work activities, responding to the priorities and needs of ASD as well as own responsibilities.

  • Undertake procedures and processes relating to participants (progression and assessment including coursework and examinations, as appropriate to ASD’s portfolio).

  • Administer all procedures and processes relating to the application and admissions process for participants, ensuring applicants receive a high-quality customer service and service standards are achieved, working within a framework of a learning management system.

  • Service meetings (including assessment panels) through drafting agendas, preparing papers, taking minutes and circulating as appropriate. Identifying action points and making follow-up actions as appropriate; arranging internal and external meetings as appropriate.

  • Monitor the shared email inboxes that receive email from both staff and participants to ensure that queries are dealt with or directed on to the most appropriate person.

  • Help plan, organise and deliver a programme of recruitment and induction related events and the programmes which require liaison with participants, internal and external tutors, as required.

  • Working closely with the ASD Managers and Officers, develop and distribute professional promotional/marketing materials following established templates and University branding guidelines against an agreed budget.

  • Monitor and take responsibility for the distribution of resources for participants, following established procedures against an agreed budget.



Customer Services & Support




  • Provide excellent customer service to participants by providing appropriate guidance and support to individual participants and referring more complex issues to the line manager.

  • Ensure that all participants are registered in a smooth and efficient manner, managing the transition from applicant to enrolled participant.

  • Respond promptly and accurately to queries from prospective participants by email, telephone and in person, and act as the first point of contact for prospective participants.

  • Deal with queries on behalf of the senior managers, including more complex queries, judging when to forward on or to involve others; raise issues of concern where necessary to ensure resolution of problems.

  • Use and understand central databases and information systems (such as PIMS, SiTS and other database systems), to gather information, undertake and manage processes, and respond to queries.

  • To act as the first point of contact for prospective and current participants, sponsors and staff who have queries related to the administration of ASD’s programmes.



Analysis, Reporting and Documentation




  • Create documents/reports etc from an outline brief; prepare non-standard documentation using word processing skills and other relevant software (including assisting with preparation of course materials).

  • Develop paper and electronic filing systems, spreadsheet etc to ensure accurate, up to date information is available to those who need it (e.g. data integrity checks, changes in registration status or mode of attendance, changes in personal details, upgrades, end dates, change in supervisor).

  • Gather and manipulate routine data so that others can interpret it or incorporate it into their own work (e.g. maintaining records, and generating monthly reports on application figures.  Exchanging information with other parts of the university in a timely and efficient manner). 

  • Maintain all electronic and physical records related to prospective and current participants and programmes, as directed by the line manager, ensuring strict confidentiality and compliance with Data Protection and Freedom of Information requirements.

  • Gather and collate timetabling information (data sets including staff availability/constraints, planned activities for each session, participant session choice etc.) for submission to ASD Managers and Officers, and check completed timetables, under general direction of the line manager.



Liaison




  • Develop a network of contacts throughout own work area, identifying who the key individuals are, in order to support work activities.

  • Communicate with internal and external contacts usually through established routes as own work requires and to do so in a timely and effective manner with due regard for confidentiality and data protection issues.



Decision Making




  • Deal with less routine queries, issues and/or requests and make decisions over when to refer conflict or more complex situations to the relevant person. Independence and initiative will be required with scope to make decisions within clear parameters.



Problem Solving




  • Seek solutions to straightforward academic progress problems in relation to participant administration and session choice, referring upwards to the line manager and ASD Managers/Officers, as required.

  • Solve problems relating to the participant record, including those of a more complex nature, judging when to refer to other members of ASD. 



Continuous Improvement




  • Keeping skills up to date and developing competence through learning from colleagues and/or gaining experience of a range of work.

  • To relay feedback and contribute to proposals for improvements to current working methods and in particular to developments relating to the staff and student record system (PIMS, SiTS and other database systems).



People Management




  • Co-operating with and offering mutual support to colleagues in the team, adopting a flexible approach to delivering work objectives.



Any Other Duties




  • As requested by the line manager in response to an evolving situation.  The role holder will be expected to co-operate with and offer mutual support to colleagues in ASD, adopting a flexible approach to delivering work objectives.



2. Relationships




  • Line manager:  Academic Staff Development Administrative Team Manager

  • Line manager to (where appropriate):  None


Personal Qualities :

Essential




  • Very good written and verbal communication skills; very good interpersonal skills with the ability to take ownership of problems and find solutions; sensitivity to others’ points of view; ability to work well as a member of a team and to form and maintain effective and productive professional relationships

  • Commitment to service quality and being responsive to the needs of others (e.g. staff and students).

  • Ability to demonstrate tact and diplomacy together with an aptitude for dealing sympathetically with difficult people or situations

  • Ability to be discreet and protect confidentiality



Desirable




  • Ability to delegate work to more junior administrative colleagues, supervising them so as to ensure they are familiar with the job, fostering a positive team environment for them, challenging them so that they develop professionally and contribute to the enhancement of the work of the team



Skills Required :

Essential




  • Proficient in Microsoft Office suite of software, e-mail and web, and general office systems (may include web site authoring and maintenance); good keyboard skills.

  • Good knowledge of office processes and procedures.

  • Adaptable, flexible approach to work in order to meet the needs of senior manager.

  • Ability to work in a busy and demanding environment, under pressure at times; to produce good work to deadlines.

  • Experience of assessing and responding to non-routine work/queries and use initiative to solve problems (or referring to line manager/senior manager as appropriate); ability to use relevant systems and procedures to enable investigation of problems

  • Ability to accurately and effectively process large amounts of data whilst working to tight deadlines.



Desirable




  • Knowledge of University systems (PIMS, SiTS, etc).

  • Knowledge of admissions to university programmes

  • Good IT proficiency (with competency e of packages other than Microsoft based ones)

  • Experience of University administration.

  • Awareness of relevant legal requirements (Data Protection Act, Freedom of Information Act etc).

  • Experience of working with websites and using a content management system.

  • Experience of committee servicing and formal minute taking.

  • Advanced skills with Microsoft Excel in order to manipulate data efficiently.

  • Member of the Association of University Administrators or other relevant professional body.



Future Prospects : The apprenticeship will be £12,000 in year 1 and raise to £13,000 in year to. Upon successful completion and for the right candidate there could also be a permanent opportunity.

Apply Now

Enter your email address and we'll email you jobs like this!