Job Description

To provide high level administrative support to the School of Chemistry, with sole responsibility for managing the processes and procedures relating to Postgraduate Research (PGR) students. Ensuring an excellent service and experience for PGR students, PGR applicants and staff and ensuring the overall smooth running for the School.

Main Duties and Responsibilities

1. Responsible for effective end to end administrative support of PGR applications by overseeing the PGR application system monitoring the progress of applications and returning decisions. This includes visiting PGR students. Liaising with the College Graduate School and External Relations to suggest and implement improvements to the application system.

2. Ensure proactive support for new PGR students to the School, giving advice to students and supervisors on a variety of issues as well as School processes and procedures managing cases sensitively and confidentially to resolution.

3. Manage and co-ordinate the full Tier 4 compliance process for PGR students in the School monitoring and highlighting any issues with non-compliance, taking actions to address these or escalate appropriately.

4. Manage and coordinate effectively the annual progression process for PGR students, ensuring that the local on-line database is accurate within timescales required to update accordingly in MyCampus.

5. Manage the appointment process of Graduate Training Assistants (GTAs) (approximately 100 per annum) and monitor the submission of hours worked ensuring Tier 4 limits are adhered to and claims are in line with timetabled hours.

6. Assist with the organization of oral examinations for PGR students. Ensuring correct forms are submitted on time, liaising with Examination Committee Convenor, arranging venue and catering if required.

7. Processing applications and advising on the terms of prizes for PGR students, ranking applications received for approval by the School Management Committee.

8. Manage and disburse stipend payments and tuition fees for School held projects through MyCampus. Maintain a record of the PGR funds held in the School (annual budget in the region of £750K) including checking and capturing monthly spend.

9. Responsible for managing and organizing events, such as, School Induction and WestCHEM Research Day and any other relevant PGR events.

10. Full administrative support to the Head of Chemistry Graduate School including providing advice and support. Provide data on funding and student numbers to School Research Committee and Graduate School.

11. To undertake other administrative tasks as requested by the Head of School, the Head of Chemistry Graduate School, the Head of School Administration and the Learning and Teaching Administrator.

Required Knowledge, Skills, and Abilities

SCQF Level 7 (HND, SVQ Level 3) or equivalent and relevant work experience. Detailed knowledge and understanding of and ability to interpret and implement policies, processes, systems and regulations. Detailed knowledge of Microsoft Office. Knowledge of University structure and systems. Knowledge of MyCampus or other student record systems. Knowledge of Agresso or other similar finance systems. Knowledge of Moodle. Excellent planning, organization and negotiation skills. Excellent interpersonal and communications and presentation skills and ability to use these when dealing with staff and students at all levels. Able to deliver high levels of accuracy, attention to detail and professionalism at all times. Ability to use tact, diplomacy and discretion and deal with students and staff. Excellent analytical and problem solving skills. Commitment to continuous improvement. Ability to listen to and understand customer needs. Extensive IT skills and the willingness to learn new IT software. Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression within the role/similar role. Proven administrative experience. Experience and ability to understand and interpret service requirements.Relevant experience of a Higher or Further Education environment. Experience of providing guidance/pastoral care. Experience of working with University IT Systems. Experience working with international students. Experience of monitoring financial budgets and expenditure, reconciling spend and identifying/resolving discrepancies. Knowledge of University PGR procedures.