Administrator (Learning and Teaching)

Job Purpose

To provide effective and efficient administration support for Learning and Teaching processes to maintain the effective running of the College of Arts and its constituent Schools.

The role holder will be deployed across the College of Arts to meet current operational need with initial deployment expected to be in the School of Humanities. The role holder will be expected to work in conjunction with the other School Learning and Teaching Administrators, to provide comprehensive administrative support to Course Convenors, Heads of Subject and Head of Professional Services to ensure the efficient functioning of the School’s taught courses, both UG and PGT. Reporting to the School Senior Teaching Support Administrator, to provide the effective and efficient operation of both the undergraduate and postgraduate teaching and learning support across the School of Humanities, ultimately supporting the School to meet its strategic objectives and targets.
As a progressive and constantly evolving institution, the University implements new systems and adopts new ways of working, and over time the role holder can expect to be deployed in other areas of the College to cover business needs. This will provide the role holder with the opportunity to acquire a variety of skills and experience.

Main Duties and Responsibilities

1. The role holder will be responsible for providing a broad range of administrative support across a portfolio of undergraduate (UG) and postgraduate taught (PGT) courses in line with School, College and University procedures. Working independently to resolve queries in a timely and efficient manner via shared mailboxes, helpdesk, telephone and in-person enquiries regarding all aspects of the UG and PGT student life cycle.

2. The role holder will ensure all student and academic records are updated and maintained across relevant University systems including ensuring any recording, consultation or paperwork has been completed and processed efficiently and within School/College/University deadlines, procedures, and policies.

3. Responsibility for providing comprehensive administrative support in relation to the delivery of a portfolio of taught courses. This will include, but is not limited to, the distribution of course materials, assessment submissions, return of feedback, tracking of deadlines, class timetables, course evaluation, etc. in adherence with School, College and University policies and procedures.

4. Independently coordinate and deliver the administration associated with the exam diet for a portfolio of taught courses. This will include, but is not limited to, ensuring all deadlines are adhered to, exam timetabling, exam arrangements for students registered with Disability Services, liaison with external examiners, all arrangements for the organisation of Exam Boards including the uploading and publishing of results in adherence with policies, procedures, and deadlines.

5. Provide comprehensive administrative support across the student life cycle, including assisting at Open Days and Careers events, induction of new students, preparation of student handbooks and essential materials, and graduation events.

6. First point of contact for students, academic colleagues and visitors, independently dealing with and responding to queries.

7. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience.

8. Employ University procedures in relation to the confidentiality of personal data relating to staff and students.

9. The duties of the post outlined here are not exhaustive, the postholder will be expected to be co-operative and flexible and undertake such other duties as may be reasonably expected by their line manager. The duties of the post will be subject to review in line with changing requirements, both internal and external.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualifications level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. 

A2 Knowledge of administrative procedures within a governance or legislative framework.

Desirable

B1 Broad understanding and in-depth knowledge of the University structure, policies, practices and procedures.

B2 Operational knowledge of University systems, eg PIP, CMIS, MyCampus, Moodle.

Skills

Essential
C1 Able to ensure effective and efficient processing of tasks and activities relating to people and data and to ensure they comply with policies, procedures and administrative frameworks such as GDPR and Data Protection policies.

C2 Excellent attention to detail, ensuring accuracy and precision in data entry.

C3 Excellent written/verbal communication and customer service skills, underpinned by tact, diplomacy , empathy and discretion.

C4 Excellent organisational skills and ability to work proactively: plan, organise and prioritise effectively; delivering work to standard and within agreed timescales and deadlines when balancing competing priorities.

C5 Well developed analytical and problem-solving capability.

C6 Proven ability to work under pressure and in a changing environment, acting calmly and methodically , whilst maintaining a high standard of customer service.

C7 Proficient in use of Microsoft Office suite of programs/applications.

C8 Ability to be flexible and work as a team player.

C9 Ability to take initiative and to exercise independent judgement.

Experience

Essential
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

E2 Experience of delivering high quality administrative support services to a variety of stakeholders with differing requirements and expectations.

E3 Experience of ensuring that delivery of administrative support complies with organisational policies, procedures and timescales.

E4 Experience of working with and handling large volumes of administrative data, records and information, while maintaining confidentiality, accuracy and attention to detail.

E5 Experience of building and maintaining good working relationships.

Desirable
F1 Experience of working in a Higher Education sector supporting learning, teaching and student experience activities.

F2 Experience of using University systems, e.g. PIP, CMIS, MyCampus, Moodle.

Other

The University is engaged in a programme of transformation of processes and alignment of functions. While this may lead to some elements or aspects of the above changing,  it will not change the substantive aspects of the role.

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

3 A flexible approach to working.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/

.

In line with the commitments in the University of Glasgow’s Gaelic Language Plan, we also welcome and value skills in Gaelic language for anyone working within areas where key Gaelic services are delivered, in particular within the School of Humanities / Sgoil nan Daonnachdan and the College of Arts.