Job Description

Provide administrative support to the International Exchange Manager and the Erasmus Finance Administrator with Erasmus+ funded and non-Erasmus+ funded student and staff mobility, including the following:

 

• Developing and maintaining a database of student and staff mobility activities and providing monthly reports on all activities to relevant groups
• Providing students and staff with up to date and relevant information on the exchange programme
• Processing student and staff applications for Erasmus+ funding, ensuring all necessary documents are submitted and requesting students/staff to submit any missing documents
• To be responsible for the drafting of Erasmus+ grant agreements for students and requesting students’ signed agreements, ensuring compliance with the UK National Agency requirements at all times
• Liaising with students and staff over outstanding documents upon completion of Erasmus+ mobility and maintaining up to date records of these
• Assisting with the organisation of Student Welcome Days and International Staff Weeks
• Maintenance of UAL Erasmus Facebook group and other relevant social media accounts
• Being a central point of contact for students, staff and international partners, providing support and offering information and advice. Responding to and forwarding college enquiries to relevant mobility officers
• Overseeing a student mobility mailbox and replying to student and staff queries by email and on the phone
• Filing and maintaining student and staff records, both digital and hard copy, in compliance with GDPR requirements
• Updating MobilityTool with accurate and up to date student and staff records
• Maintaining partner information on IRU partnerships database
• Liaising with UAL colleges, international partners and relevant agencies
• To ensure that all aspects of the Erasmus+ procedures are fully compliant with UAL Erasmus+ policy and the Erasmus+ Charter
• To keep up to date with current European legislation, policy documents and good practice, sharing this regularly with the wider team

To be an active member of and administer Erasmus Steering Group and other relevant committees

Occasionally provide administrative support to the wider International Relations Unit, including the following:

 

• Supporting the International Partnership Development Manager with partnerships development processes, including but not limited to, preparation, review and checking of paperwork for UAL groups and committees.
• Maintenance of IRU international partners database including inputting and checking of information.
• Requesting information updates from Colleges about international activity.
• Desktop research on prospective partner institutions and the provision of briefing documents and reports.

 

Further

 

• To perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University
• To undertake health and safety duties and responsibilities appropriate to the role
• To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work
• To personally contribute towards reducing the university’s impact on the environment and support actions associated with the UAL Sustainability Manifesto (2016 – 2022)
• To undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities
• To make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness
• To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations

Why choose us?

University of the Arts London is a vibrant world centre for innovation, drawing together six colleges with international reputations in art, design, fashion, communication and performing arts. UAL is a world top-two university for art and design in the QS World University Rankings® 2019. We offer an extensive range of courses in art, design, fashion, communication and performing arts. Our graduates go on to work in and shape the creative industries worldwide. Our research addresses local, national and global issues, in the 2014 Research Excellence Framework 83% of our research was rated world leading or internationally excellent.

Your profile

Specialist Knowledge/ Qualifications

Educated to A-levels or equivalent ESSENTIAL

Working understanding of Erasmus+ student and staff mobility programme ESSENTIAL

Ability to understand the need for and maintain confidentiality at all times when dealing with students and their data in accordance with the Data Protection Act ESSENTIAL

Relevant Experience

Experience of administrative and clerical processes in an office environment. ESSENTIAL

Experience of administrative processes that involve high level of attention to detail. ESSENTIAL

Communication Skills

Communicates effectively orally, in writing and/or using visual media. ESSENTIAL

Research, Teaching and Learning

Effectively delivers basic training or briefings to support understanding or learning. DESIRABLE

Planning and Managing Resources

Plans, prioritises and organises work to achieve objectives on time ESSENTIAL

Ability to prioritise a busy workload and cope with conflicting demands. ESSENTIAL

Teamwork

Works collaboratively in a team or with different professional groups. ESSENTIAL

Student Experience or Customer Service

Provides a positive and responsive student or customer service. ESSENTIAL

Creativity, Innovation and Problem Solving

Candidates are advised to submit applications early.

Required Knowledge, Skills, and Abilities

Experience of administrative and clerical processes in an office environment. ESSENTIAL Experience of administrative processes that involve high level of attention to detail. ESSENTIAL