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Learning and Teaching Administrator for Dental Sciences

Requisition ID:  9502

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  14-Jul-2021


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: £21,814 - £23,067 with progression to £25,217  per annum

Closing Date: 28 July 2021

       The Role

        The School of Dental Sciences is seeking an enthusiastic Learning & Teaching Administrator to join our Professional Services team.   You will provide comprehensive administrative support for the School’s Undergraduate Taught programmes 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 have excellent planning and organisational, communication and IT skills, work well within a team and have good attention to detail.  You will be keen to provide students and staff with a consistently excellent level of service. Ideally, you will have demonstrable work experience in a relevant role in a Higher Education setting, with a working knowledge of relevant University systems. 


This is a part time post at 18.5 hours per week(50% FTE) and is available in a job share capacity. 


For informal enquiries please contact Jill Smith, School Manager (jill.smith@ncl.ac.uk).


For more information about the School of Dental Sciences please visit: https://www.ncl.ac.uk/dental/


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 an 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
  • 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. 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. Administration of exams and Boards of Examiners processes, including chasing missing marks or anomalies in marks
  • To organise 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 action
  • 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 with the receipt and acknowledgement of appeals and complaints forms and for chasing additional information, including tracking within stated timescales. 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 Saturday’s per year)


The Person (Essential)

Knowledge, Skills & Experience


  • Working knowledge of relevant systems (SAP, NESS, MOFs, Canvas, Syllabus Plus), equipment, processes and procedures including standard software packages
  • Initiative and judgement to resolve problems independently
  • Good written and oral communication skills
  • Good numeracy skills
  • Excellent IT skills. Ability to use Microsoft Excel, Word, Outlook, and PowerPoint, and the ability to type documents with both reasonable speed and accuracy and to manipulate and analyse information for management purposes
  • Good I.T. skills, i.e. a good working knowledge of Microsoft Office software packages
  • Familiarity with work priorities and those of colleagues
  • Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
  • Ability to apply relevant health and safety and other University policies and procedures
  • Ability to train, develop and supervise other staff (Desirable)




  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in the unit or a comparable setting



Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 9502