Education Administrator

Salary: £25,742 to £26,444 with progression to £27,979 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 20 October 2023

The Role

To provide comprehensive administrative support for all areas of student studies across the full student lifecycle (from registration, through progression to completion) to ensure that School, Faculty and University policies, deadlines and standards are met.

You will work with the academic lead for those students taking a year out of their degree programme (Intercalation), to oversee the management and organisation of the Intercalation process. 

You will support to complex process of nomination and allocation of internal and external intercalation bursary applications and awards, including oversight of the budget.

You will be responsible for liaison with NHS Trust administrative leads to ensure timely production of accurate clinical teaching timetables.  Responsible for ensuring accurate upload of data within internal IT systems to drive clinical timetables.

The balance of responsibilities will vary according to the nature and scale of the programmes within the School.

For informal enquiries please contact Jill.Cartledge@newcastle.ac.uk

Key Accountabilities

•    Responsible for determining and inputting amendments to annual documentation such as modules and regulations, seeking advice from academic colleagues where necessary
•    Responsible for providing guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required
•    Acting as expert user of the various University systems, and for training other staff where appropriate
•    Support the Learning & Teaching Team Leader with student attendance monitoring administration as requested
•    Responsible for dealing with student notification of absence requests, and for responding to information requests linked to external audits, e.g. Home Office and professional bodies.  In addition, liaison with relevant personnel regarding information required for completion of international sponsored student reports
•    Responsible for the collation and production of assessment materials, ensuring they are prepared, collated and submitted to deadlines in the prescribed format, including liaison with External Examiners. In addition, administration of exams and Boards of Examiners processes, including chasing missing marks or anomalies in marks
•    To organize practical assessments and assist in setting up examination venues
•    Where appropriate to act as secretary to various School Committees, including agenda preparation and circulation, minute taking and monitoring progress of actions
•    Responsible for collation of timetable requirements in agreed timescales and, in liaison with the Learning & Teaching Team Leader, managing the practicalities of proposed timetables, taking into account appropriate locations (including multi-site on and off University premises), external partners who are involved in timetable delivery (including CPD jointly taught with Masters modules), and liaising with academic staff regarding requirements, advising on constraints and practicalities of requests
•    Responsible for the oversight of the student evaluations process, and extraction of reports from the relevant system
•    To support the administration of processes relating to adjustments required for students with wellbeing issues or personal extenuating circumstances
•    To provide support for the arrangement of student placements and maintaining accurate records
•    To provide support for the allocation of research projects to students
•    To assist, as appropriate, with the receipt and acknowledgement of appeals and complaints forms, and for chasing additional information where required, tracking within stated timescales. In addition, making and recording of standard criteria- based decisions, referring requests which require further decision-making authority to the relevant personnel, and communicating of decisions to students via prescribed systems on behalf of the relevant academic member of staff
•    To provide support for the School’s Admissions where required; this can be significant for some programmes
•    To support the annual quality assurance processes and assist with the preparation of documentation necessary for Teaching Quality Assessments.
•    To manage the allocation of duties and workload of staff where relevant. The Learning & Teaching Administrator will act on behalf of the Team Leader as requested along an agreed set of guiding principles.
•    Any other duties within the scope and general nature of the grade which may be required.  This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year).

The Person (Essential)

Knowledge, Skills and Experience 

•    Relevant experience in a previous clerical or administrative role
•    Excellent organisational skills with the ability to use initiative, resolve problems independently and manage conflicting priorities
•    Good level of literacy and numeracy skills
•    Ability to communicate clearly both orally and in writing and be able to tailor content to different audiences
•    Good IT skills with proficiency in the use of Microsoft Office products including Excel, Word, Outlook, and PowerPoint
•    Ability to analyse data 
•    Familiarity with work priorities and those of colleagues
•    Ability to learn and understand relevant University policies and procedures, as they affect the role
•    Be able to work quickly and accurately to tight deadlines, paying attention to detail
•    Working knowledge of relevant computer systems, equipment, processes and procedures including standard software packages

Desirable
•    Ability to train/develop and supervise other staff

Qualifications
•    English Language and Mathematics at GCSE Level 4 (or equivalent) or vocational qualifications, plus work experience in a relevant administrative role; or substantial relevant work experience in the unit or a comparable setting

Newcastle University is a global University where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 26159