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School Learning & Teaching Administrator

Requisition ID:  1096

Newcastle, GB

Contract Type:  Fixed Term
Posted Date:  01-Nov-2019

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 - £25,217 

Closing Date: 15 November 2019

The Role

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


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


This post is fixed term for 12 months and is part time 0.5% FTE.


Main Duties and Responsibilities

  • 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 andacademic 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 internationa 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



  • 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.


Knowledge, Skills and Experience


  • Working knowledge of relevant systems (SAP, NESS, MOFs, Blackboard, Syllabus Plus, Evasys), equipment, processes and procedures including standard software packages.
  • Initiative and judgement to resolve problems independently.
  • Good written and/or oral communication skills.
  • Good numeracy skills
  • Excellent IT skills. Ability to use Microsoft Excel, Word, Outlook, and PowerPoint, and ability to type documents with both reasonable speed and accuracy and the ability to manipulate and analyse information for management purposes.
  • Good I.T. skills, i.e. 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.


Behaviours / Success Factors

Planning and Organising

  • Effective at working independently, organising and managing a heavy and complex workload
  • Works in a planned and structured way
  • Uses own and others time effectively
  • Sets own priorities in conjunction with team and area objectives
  • Plans workload and tasks in a systematic way
  • Ensures that all activities are completed on time
  • Uses systems and tools to ensure records and audit trails are clear and up to date.
  • Keeps work systems up to date, neat and tidy.
  • Ensures others know how process and systems work.
  • Maintains flexibility in work plans to allow for changing circumstances.

Delivering Services

  • Sees other departments and colleagues as “customers” and follows through on their enquiries and requests.
  • Keeps fellow team members up to date with progress.
  • Co-operates with others in achieving targets.
  • Takes responsibility for achieving own targets.
  • Has a positive attitude for doing things better.
  • Looks for ways to make immediate improvements.
  • Pays attention to detail.
  • Strives to deliver high quality results.
  • Is enthusiastic in getting the job done on time.


  • Is factually correct and gives consistent verbal and non verbal messages.
  • Clear and concise; gets the message across to others.
  • Chooses communication tools appropriately e.g. selective use of emails and other channels of communication.
  • Tailors content of communication to the audience, changing style, tone and format appropriately.
  • Uses face to face communication regularly.
  • Can hold attention of others using appropriate techniques; questioning; rhetorical questions, changing tone and pace of voice and animated style.

Team working

  • Respects the expertise and contribution of others even if own opinion is different
  • Shares relevant and useful information with others
  • Keeps other team members up to date with progress
  • Gets involved with team talks
  • Willing to help others and share workloads
  • Supportive of team decisions
  • Asks Others’ opinion
  • Encourages others to get involved
  • Talks about other team members in a positive way
  • Respects the value that different views bring to the team

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.

Requisition ID: 1096