Administration

part-time Course Administrator

Part Time

London Jobs Board

This is a pivotal role in a small team, supporting a university course that helps oncology doctors to improve and save lives. Its part time 2 days a week, ideally Monday & Wednesday or Tuesday & Wednesday.

This job is busy and highly varied, working in higher education administration. The post-holder will be working remotely initially but when returning to the office will be mainly based in Chelsea.

The successful candidate will have extensive experience of administration and customer service – ideally in a higher education environment. You must be highly numerate and comfortable learning to use new technologies, as you will maintain key data relating to students and exam results. Attention to detail and excellent skills of written and spoken English are also essential.

The post-holder's responsibilities include, but are not limited to, the following:

Student recruitment

You will coordinate the student recruitment process, including:

answering enquiries about the course from potential students, and maintaining accurate details of each application;
liaising with candidates, Course Directors, and the Course Manager to gather the portfolio of information required to progress each application;
keeping applicants informed about the progress of their application, including sending course registration details to successful candidates.

Induction

Working closely with the Course Manager, the Course Administrator will:

assist the Course Manager in preparing the timetable for student registration and induction events
liaise with colleagues in Academic Services and Finance to prepare a timetable for new student induction events;
attend the induction event, undertaking the core administrative activities required for registration, such as checking identification in order to comply with all registration requirements.

Timetabling

A large number of invited speakers act as lecturers on the course – often only presenting for an hour or two each year. Timetable changes can happen at short notice – the post-holder will need to respond rapidly to changing circumstances, and will:

work with academic module leaders and Course Manager to invite lecturers to teach on the course;
maintain a complete teaching timetable for the year;
assist with scheduling non-teaching events into the timetable (such as dissertation presentation days, and exam boards).
make the timetable available to all interested parties;
ensure that schedule changes are swiftly reflected in the timetable and communicated appropriately.

Teaching support

The Course Administrator is the first point of contact for the course, confidently representing the students and lecturers. Typical responsibilities on teaching days include:

liaising with lecturers ahead of teaching days, and preparing any specialist requirements that they may have;
preparing printed handouts for students from lecturers' notes;
liaising with venue staff over the preparation of the teaching room and office space;
processing administrative forms from both students and lecturers;
training and supporting lecturers with the use of e-voting, and advising on its use;
configuring the audio-visual and IT equipment at our off-site teaching venue, and troubleshooting as necessary.

Systems and data

The post-holder will become an expert user of the systems used, including:

working with the student systems team to design and use improvements to student systems and to increase the efficiency of course processes;
curating content in our virtual learning environment to ensure that it is accurate and up-to-date;
providing support to students and module leaders, in using the VLE and lecture recording system;
maintaining the integrity of our student data, capturing and recording information swiftly and accurately;
analysing and summarising information on students and assessments, as requested by the Course Manager, other Academic Services managers and committees;
appropriately handling confidential and sensitive student data, in line with the Data Protection Act and internal processes.

Other duties will include:

creating assessment processes on our virtual learning environment, and accurately configuring these for online marking;
ensuring that extenuating circumstances or coursework extensions are accurately recorded on our student management system;
monitoring the progress of markers, tactfully following up when markers are behind schedule, and assisting with providing support for training as necessary;
liaising with module leaders over the review of multiple choice question banks;
entering marks into the student management system, and cross-checking this with other members of course staff;
submitting assessments to our plagiarism detection service, and summarising outcomes to the Course Manager;
sending hard copies of dissertations to examiners;
creating extensive documentation for the twice-yearly examination board, ensuring that the student management system accurately reflects the outcomes from the examination boards and students' circumstances;
providing information to external examiners as required;
keeping a minuted record of decisions at examination boards, and assisting the Course Manager with the implementation of these decisions promptly and accurately;
liaising with the student systems team over the prompt creation of results letters;
liaising with the Registry Officer over award ceremony preparation;
liaising with Senate House (University of London) to ensure conferred students receive the certificate for their award.

Huntress Search Ltd acts as a Recruitment Agency in relation to all Permanent roles and as a Recruitment Business in relation to all Temporary roles.

PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK

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