Undergraduate Manager

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Undergraduate Manager

The School of English, Communication and Philosophy is a dynamic and successful multi-disciplinary School within the Arts Humanities and Social Sciences College at Cardiff University, who can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

Applications are invited for a 12 month fixed-term post as an Undergraduate Manager to cover a period of staff secondment. Cardiff University School of English, Communication and Philosophy has an exciting opportunity for an organised and efficient individual to lead a small team in providing a professional front-line service working within the Undergraduate Education Team. You will be responsible for providing support for the School’s Undergraduate programmes and be responsible for managing and enhancing the administration of the programmes.

As part of this role, we can explore the possibility of the successful candidate accessing further training and development.

This role offers a flexible working week and is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance. This is a student-facing role and blended working will be agreed based on business need.

This post is fixed-term for 12 months, 35 hours per week and available from June 2024.

Salary: £32,332 - £34,980 per annum (Grade 5).  New appointments are usually made at the bottom of the salary scale.

Please contact Eliska Zidova ([email protected]) for an informal, confidential discussion about the role.

Date advert posted: Thursday, 18 April 2024

Closing date: Thursday, 2 May 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Key Duties

• Manage the operation of the Undergraduate Education team, planning, organising and delegating work, monitoring progress and intervening as required
• Manage the performance, induction and development of the team
• Support and guide team members in welfare issues, escalating as necessary to specialist support areas
• Ensure the delivery of the team’s service level agreements, adapting these according to changes in workload and customer requirements
• Collaborate with others in order to make recommendations for the development of established processes and procedures
• Undertake the training of others in areas relating to the team’s work
• Undergo personal and professional development that is appropriate to and which will enhance performance
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
• Develop a thorough understanding and knowledge of the University’s Student Information System (SIMS), Learning Central, School Management System and Business Objects
• Gather and analyse data to inform management decisions, establishing basic trends and patterns in data and creating reports as appropriate
• To co-ordinate and manage all stages of the undergraduate programmes, including enrolment, monitoring, assessment and graduation, ensuring that the highest quality procedures are in place at all stages.
• To provide appropriate advice and guidance to students and colleagues on policies, processes and procedures related to this operational area and oversee the high quality service provision.
• To inform and advise prospective students, students and staff on various aspects of the Schools undergraduate programmes requiring specialist knowledge of the programmes and University regulatory framework.
• To liaise closely and collaboratively with colleagues in central divisions of Registry Operations as required.
• To work with the Education Manager to ensure that procedures, activities and materials continuously comply with relevant regulations, standards and guidelines.

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role
• To participate in such School, University and external networks and forums as may be relevant to the role, under the guidance of the School Manager and the Education Manager.
• To service relevant committees or working groups as required.

Person Specification

Essential Criteria

Qualifications and Education

Additional Information

Examples of specific duties

• To establish, maintain and review operational procedures, and relevant documentation.
• To work closely with the Education Manager in the continual review of programme administration and in the implementation of new procedures to ensure that standards of service continuously meet the needs of stakeholders.
• To ensure that objectives and deadlines are met throughout the academic year and communicated to central Directorates and School management as required.
• To ensure the integrity of the student records system, recording transfers, withdrawals, leave of absence and complaints procedure, as well as student’s continuous assessment and examination marks at all stages of the academic cycle.
• To contribute to the assessment of the implications of all new projects, policies and service developments generated by the central university.
• To develop and co-ordinate the preparation of programme details and handbooks.
• To ensure that up to date information is provided to the School’s admissions team and relevant College/University teams for the purposes of student recruitment.
• To work closely with Directors of Studies and Exam Board Chairs in provision of support to their respective administrative portfolios.
• To provide management information as requested.
• To maintain effective record keeping for all documentation relating to teaching administration and manage archiving of all teaching administration-related records on an annual basis.
• To ensure the efficient servicing of teaching and learning related committees such as Boards of Studies, Staff-Student Panels, Exam Boards.

• To manage the Undergraduate Education Team, supporting them in the effective execution of their roles.
• To supervise the day-to-day operation of the Undergraduate Education Team, to include the allocation of work tasks, production of work schedules, monitoring of holiday cover/working arrangements.
• To form and communicate a clear vision of what is to be achieved, encouraging individuals to contribute to personal and team goals to the best of their ability, and creating a sense of unity and common purpose.
• To identify personal and team training needs through appropriate mechanisms such as staff appraisal, and the monitoring of staff performance against agreed objectives.
• To plan, organise, evaluate, and record (where applicable) training activities, ensuring that learning outcomes are discussed and transferred to the workplace.

• To submit reports and proposals to the University’s Committees and Boards as required.

Job Category

Management & Executive