PGT Team Leader - College of Medical and Dental Sciences

The Education Services and Support team within the College of Medical and Dental Sciences consists of over 80 professional administrative staff who work together to support and enable the delivery of education through our academic colleagues across Undergraduate and Postgraduate Programmes supported by colleagues from Institutes.

Main duties

Operational and strategic responsibilities:

Regulations, Policies and Procedures:

To have a detailed understanding of the University Regulations and associated Codes of Practice and recognise how these impacts on the programmes by working in collaboration with University Registry and College based programme managers as appropriate.

• Provide advice, detailed planning and expert administrative support to the Programmes - to ensure relevant issues are identified and addressed with particular reference to programme development/change in order to maximise benefits and minimise disruptions.

• Develop fully documented standards for operation of the administrative service in line with other programmes across the College, the University and statutory bodies as appropriate

• Work collaboratively with Programme Managers across the College to ensure administrative support is equitable and meets the needs of customers and the programmes.

• Accountable for the administrative support for student assessment and feedback.

• Work collaboratively with Senior Academic and administrative staff across Institutes, the College and wider University.

Planning:

• Use detailed knowledge of the Programmes to prepare the annual teaching calendars in collaboration with the senior academic staff; provide advice and influence change to ensure successful delivery.

• Responsible for the Programme Delivery plans and workload modelling of the administrative staff particularly around anticipated peaks and demands to ensure a successful and timely outcome.

• Provide data as required e.g. Key Information Sets (KIS), student registration status, fee liability returns

• Responsible for accurate data reporting to the University as required

Quality Assurance, Enhancement and Audit:

• Undertake periodic reviews of administrative processes to ensure they meet the requirements of the University's and external validating bodies' as appropriate

• Disseminate College and wider University communications relating to policies and procedures as changes are made.

• Provide data to support the annual module and programme review as required.

• Administer Fitness to Practice and misconduct cases as required.

• Respond to FOI requests within stated timescales

• Respond to student complaints as appropriate

Student Experience:

• Work in collaboration with the Operations Manager (Student Experience and Support), and PGT Programme Leads to ensure new and returning students meet the requirements for the Programmes.

• Ensure that handbooks and information released to students and academic staff reflect changes to University and programme policies and procedures.

• Attend Staff Student Committee meetings to respond to student concerns in relation to the administration of their programme of study.

• Liaise with academic and administrative colleagues (internal and external) to ensure information is disseminated to students regarding all aspects of the programmes (e.g. via the iVLE or web.) is compliant, comprehensive, accurate and consistent across all modules and years; that processes are in place to ensure information is updated as changes occur.

• Ensure administrative staff record and disseminate accurate and current information regarding students with particular support needs following notification from Student Support Services.

Committee membership:

The post-holder will attend and contribute to

• Curriculum Development Committees,

• Programme Quality Groups as required

• Examination Boards and assessment Committees

• Staff Student Committees

• Programme review events as required

• Programme management meetings as required

• Extenuating Circumstances committees

Staff Management and training:

Accountable for staff management of the administrative team supporting the programmes.

• Ensure that staff have a good working knowledge of the University regulations, Codes of Practice and programme specific rules appropriate to their job role. Monitor the implementation of these within each area of responsibility ensuring consistency across the team as a whole.

• Develop and monitor staff against key performance targets

• Coordinate administrative staff who support the programmes in the planning, processing and implementation of the curriculum and associated matters i.e. allocations; assessment and progression to pre-determined deadlines.

• Responsible for the return of information to Academic and Student Administration i.e. module registrations, marks and progress decisions, attendance points etc.

• Responsible for ensuring all staff are fully skilled in the use of relevant IT systems to support administration of programmes

• Work collaboratively with the Extenuating Circumstances Officers to ensure students are supported through their studies.

• Responsible for the overall selection and recruitment of staff within the professional services administrative team

• Responsible for staff engagement with the performance development review process, ensuring staff attend regular meetings and participate in full team briefings as appropriate.

• Ensure administrative staff provide accurate, appropriate and timely support and advice to students, academic staff and the University in relation to administrative processes within the programme.

• Ensure the work of the team complies with the Data Protection Act and all staff demonstrate continued awareness of DPA. Coach and mentor staff in DPA best practice.

• Ensure staff engagement with individual and programme delivery plans

• Responsible for absence management and reporting any disciplinary matters and taking appropriate action.

Other:

• Provide support to the Head of Education Services and Support, Operations Manager (PGT/CPD) with respect to monitoring and analysis requirements, and assisting with relevant national consultation as required.

• Act as support to the investigating officer in relation to cases of misconduct/student appeals and Fitness to Practice as required by the Operations Manager (Student Experience and Support).

• Responsible for budget forecasting and monitoring for the programmes

• Carry out other duties as required.

Required Knowledge, Skills, Qualifications, Experience

• Educated to degree level or demonstrable equivalent experience and significant administrative experience in an education environment

• Excellent analytical skills and the ability to write clear and concise reports on complex matters

• Proven experience of staff management including managing performance.

• Proven ability to plan and manage own workload and that of others in a highly efficient and effective manner, and to meet competing deadlines

• The ability to work proactively, independently and as part of a team

• The ability to work quickly and accurately, paying close attention to detail

• Experience of setting up and maintaining complex working systems

• Excellent IT skills using Microsoft Office and the ability to manipulate computer systems and databases

• The ability to work flexibly in a fast moving, dynamic environment where change is often required immediately

• Excellent communication skills; both written and oral, and an ability to deal with people at all levels

• Ability to work within a regulatory and legislative frameworks

• Ability to interpret and communicate complex policy matters to students and staff

• Proven ability to analyse relevant trends and to summarise these in concise and accurate reports

• Experience of developing policies and procedures in order to contribute to the strategic vision of the programmes

• Proven ability to manage a budget effectively in accordance with policies and procedures

• Experience of Committee support