PGT Administrator x2

Job Purpose 

You will provide administrative support for the processes and procedures relating to students on the College of Medical, Veterinary and Life Sciences [MVLS] postgraduate taught [PGT] programmes and also provide an enquiry, information, advice and front-line support service to prospective, new and continuing MVLS PGT students. You will also support academic staff and colleagues involved in teaching administration including the cluster/programme and course leaders.

Main Duties & Responsibilities 

1. Manage the primary sources of campus-based and online/distance learning [ODL] programme/course information. Liaising with programme/course leaders to ensure that the specifications are regularly reviewed and updated. Prepare new/change/withdrawal proposals in line with University and College approvals processes and associated timescales. Ensure all specifications updated for publication in the University's course catalogue and the Key Information Sets.

2. Manage all pre-session campus-based and online/distance learning [ODL] programme administration, including managing all teaching event bookings for courses on CMIS, ensuring correct class sizes, room sizes and any other facilities required for the courses; updating MyCampus enrolment controls; building and updating programme plans.

3. Support recruitment and conversion activities; organise and attend Open Days; programme induction meetings; prepare and upload to PIP student handbooks for PGT programmes and courses, set up programme and course Moodle sites.

4. Liaise with academic staff across the College directly involved in PGT programme and course provision to ensure that appropriate arrangements are in place to deliver shared courses, optional courses, including robust timetabling and room bookings.

5. Provide proactive support for PGT campus-based and online/distance learning [ODL] students throughout registration and enrolment, acting as a PGT Adviser for assigned post graduate programmes, updating MyCampus as required and ensuring all students are fully registered and enrolled and in receipt of any entitled financial award; provide advice and pastoral care to students; administer progression; and identify and progress any administrative withdrawals.

6. Interrogate student data to ensure accuracy of records and data reporting and liaise with central services [e.g., Registry, Finance] to ensure accuracy of student records. Make extensive use of MyCampus throughout the year to identify any issues or anomalies, including those relating to e.g., tuition fees, financial aid;

7. Key contact for Disability Service and ensure that relevant communication from Disability Service is communicated to relevant staff; and adequate examination arrangements for students with special needs. Advise students and staff on sources of student support.

8. Manage the attendance protocol for Tier 4 students; be responsible for ensuring effective communication with Registry on up-to-date UK Visas & Immigration [UKVI] policy and maintaining accurate records of engagement with studies for the purpose of the UKVI audit.

9. Manage the assessment process of assigned postgraduate courses and programmes and any additional required administration, which encompasses: preparing and uploading papers for written exams, adequate examination arrangements for students with special needs, ensuring all submission deadlines are met; handling the submission and processing of coursework/assignments including the use of plagiarism detection software; arranging for selected coursework scripts to be sent to external examiners; assisting programme leaders in all aspects of QEA, such as preparation of appeals and complaints documentation; co-ordinating all exam marks; organising and clerking board of examiners meetings; publishing exam results and uploading degree awards and prizes on MyCampus.

10. Producing results from course evaluation questionnaires [EVASYS] and providing data for annual course monitoring reports.

11. Work closely with colleagues to resolve advising and student issues, liaising with University support teams and monitoring queries [e.g., through the generic email inbox and Ivanti calls]; prepare relevant management information for the PGT programmes and courses as required.

12. Provide administrative support [clerk] to key committees making use of University systems [such as Sharepoint, Moodle, OneDrive] for the management of committee paperwork.

13. Undertake other administrative tasks as requested by the PGT Manager and/or deputy.

Knowledge, Qualifications, Skills and Experience 

Knowledge/Qualifications 

Essential: 

A1 Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role

Desirable: 

B1 Understanding of University structures, policies and procedures [including but not limited to those governing learning, teaching and assessment, support for students with disabilities, data protection legislation]

Skills 

Essential:

C1 First class organisational skills and a proven ability to prioritise work efficiently and multi-task whilst producing work of a high standard

C2 Excellent verbal communication and interpersonal skills, demonstrating tact, diplomacy and assertiveness to build excellent relationships with customers and colleagues at all levels

C3 Ability to work discreetly and sensitively, whilst maintaining confidentiality, when dealing with challenging situations

C4 Advanced IT skills, with a high level of competence in using a variety of systems with the ability to interrogate and troubleshoot independently

C5 Ability to communicate effectively in writing, to a high standard, for the purposes of producing public facing documentation, correspondence and content for online platforms

C6 Ability to produce work of an excellent standard demonstrating a high degree attention to detail and professionalism at all times

C7 Excellent interpersonal skills with the ability to work as part of a team and deliver first class support to colleagues and customers

C8 Demonstrable experience of clerking committees, producing accurate minutes of meetings and following up on action points

C9 Proven ability to work to and within deadlines, managing a number of complex tasks and processes simultaneously, to a high degree of accuracy

C10 Proven capability of working autonomously and proactively using own initiative to resolve problems, consulting with senior colleagues as appropriate

C11 Proven ability to work with bespoke IT systems such as student records system, timetabling

Desirable: 

D1 Relevant experience of a Higher or Further Education environment

D2 Experience of using OneDrive

D3 Working knowledge of activities of other areas of the University that relate to support for postgraduate taught students

Experience 

Essential: 

E1 Relevant administrative experience plus above qualifications OR evidence of progression and development gained through relevant work experience

E2 Demonstrable experience of working in a fast paced, customer focused environment

E3 Evidence of personal progression and development gained through work experience

E4 Experience of using a wide range of IT systems, including MS Office suite

E5 Significant administrative experience demonstrating the ability to drive change to improve both systems and processes in place

E6 Experience of excellent service delivery and building customer relationships

Desirable: 

F1 Experience of working with students

F2 Experience of analysing data and producing pivot tables, graphs and charts in Excel

F3 Experience of University IT systems [PIP, MyCampus, CMIS, Moodle]

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.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

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/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.