£ 12.49 Per hour
Programme Assistant
Full-time, Temporary, Contract
Job Description
- Manage enquiries from potential applicants, providing applicants with eligibility criteria, securely sharing applications with the shortlisting panel, and liaising with applicants over the outcome of their applications.
- Assist the Programme Officer with interview arrangements, liaising with candidates and panel members and attending interviews
- Help in preparation of offer and rejection letters
- Supporting the Programme Officer with the ranking process for applicants for both funded and non-funded places
- Formatting assessment question papers and exam papers and managing logistics as needed
- Downloading submissions from online portal, save securely on Sharepoint or similar and distribution of assignment and marking paperwork to markers as appropriate in a timely manner, always being mindful of course marking deadlines
- Support online examination processes as needed
- Help collate marked assignments, projects, extended essays and dissertations when returned by the markers and assessors
- Support marking logistics for all formative assessments
- Support logistics for exam board meetings
- Manage student progression tracking, highlighting missed milestones or non-submissions as a matter of urgency to the Programme Officer
- Recording student participation and attendance where the programme has this requirement
- Remind students about upcoming deadlines and follow up on students with outstanding submissions or projects
- Assist the Programme Officer with payments for lecturers, teaching assistants etc
- Organise on-course events, academic dinners, prize-giving events and all on-course catering requirements and room hire
- Assist with communications to students and supervisors, such as posting announcements via Canvas or on Teams channels
- Support with the management of scholarships, including dealing with enquiries from potential applicants
- Ensure that academic advisors, supervisors, teachers and supervisors have access to relevant student systems (e.g. eVision, Canvas, Sharepoint, Inspera etc.),
- Support with arrangements for departmental committees and assist with notetaking when necessaryProvide further administrative support to the Programme Officer and the Academic Team when required (e.g. help with the administration of students’ examinations, provide cover when other Programme Assistants are away)
- Assist the Course Directors with the scheduling of lectures
- Help prepare course content for Canvas (session outlines, placement summaries, etc.).
- Circulate and gather signed authorization forms from students for recordings of teaching sessions
- Collate teaching resources as instructed by lecturers (this may involve database searching and/or scanning hard-copies).
- Edit and upload session outlines, electronic copy of the readings and other teaching resources and PowerPoint presentations on Canvas in a timely fashion
- Edit, upload and manage all recordings of lectures for Canvas when necessary
- Manage room bookings and catering as needed for teaching and course committee meetings
- Set up the equipment (i.e. laptop, data projector or video-conferencing and recordings) when there is a physical tutor or lecturer onsite
- Keep track of expenditure relating to lecturer accommodation, travel and course catering, recording data on course finance spreadsheet
- Liaise with finance teams: raise PO numbers to secure orders, send POs to suppliers, send invoices to the finance team for payment and keep receipts/picking lists on file to forward on when goods have been received
- Manage course credit card: keep records of the course credit card spending, check monthly statement and send receipts/forms to finance monthly
- Assist the Academic Programmes Officer and the Academic Programmes Manager with ongoing development of an efficient system for reporting on course finance
- Assist the Programme Officer in the allocation of scholarship funds and funded places
- Coordinate the nomination and election of student reps every year and invite them to all relevant committees and meetings
- Assist the Course Directors in gathering student feedback for each module or session as requested
- Process feedback evaluations from students, requesting, collecting and collating responses.
- Produce evaluation summaries where required
- Respond to individual feedback requests from supervisors, teachers or module leads
- Help monitor course emails and respond to queries, manage email inboxes in a timely and professional manner at all times; highlighting complex or difficult emails or enquiries to the Programme Officer as soon as possible.
- Provide administrative support for teaching/graduate studies committees as needed (e.g. booking rooms, preparing papers and ordering catering)
- Help prepare termly course materials where required, i.e. newsletters
- Any other aspect of course administration commensurate with this role, as required by the Programme Officer and the Academic Programmes Manager
- Participate in and support the public engagement and widening access activities of the Department and the University. This is anticipated to be not more than 2 days per year.
Required Knowledge, Skills, and Abilities
- Previous administrative experience/Proven administrative skills
- Administrative experience within an academic environment
- Excellent Microsoft Office (especially Word and Excel) and database skills
- The ability to collect, collate, store and disseminate information in a GDPR-complaint manner
Reference no: 100330