College Education Support Administrator

COLLEGE EDUCATION SUPPORT ADMINISTRATOR - 81369

Position Details

Area: College of Engineering and Physical Sciences

Salary: Full time starting salary is normally in the range £19,581 to £20,939, with potential progression once in post to £25,509 (Pro rata for part time)

Hours: Full time (36 hours) per week, Term time only (35 weeks per year)

Duration: Fixed-term until 31 July 2021

Location: University of Birmingham, Edgbaston, Birmingham, UK

Closing Date: 7 July 2019

Job Summary

The post holder will work as a member of a College Education Team which provides comprehensive administrative support to Schools, students and academic staff .The team is responsible for supporting the efficient running of all administrative matters relating to Education Support.

The post holder will provide general administrative support within the Education team and work collaboratively with other administrators in the team. Responsibilities will vary depending on the time of year but the post will have primary responsibility for administering the attendance procedures across the College. Other duties may include, dealing with students' enquiries, ensuring student records are updated in BIRMS, timetabling support, assisting with coursework and exam marks processing and graduation events.

Main Duties

The post holder will be part of a team of administrators in the College Education Team and duties will include the following:

Attendance and Compliance

• Following processes and systems in place for monitoring student attendance, and ensuring that accurate records (local school and BIRMS) are maintained. This will include: Register creation, entering attendance data, logging registers and providing data to allow reporting on student attendance.
• Providing programme teams with an initial point of contact for attendance recording matters, referring to other contacts within the School, College and University where appropriate.
• Providing promptly when requested information to staff about students using BOXI or other query tools where appropriate;
• Complete PBS Compliance reporting in order to provide timely updates and support attendance monitoring within Schools.
• Escalating any issues or potential areas of risk in terms of our immigration compliance.

Programme and Student Support

• Acting as an administrative contact for all students and staff, dealing with face to face queries, emails, etc.;
• Dealing with all general administration in the Education Support Team including general student and staff queries and day to day problems as they occur in accordance with University regulations and College/School policy.
• Ensuring accurate and timely management of data on to the University's BIRMS student management system including student registrations, assessment information, progress decisions and marks;
• Support the module evaluation forms process to ensure questionnaires are produced, processed and analysed using the appropriate software for modules each term;
• Ensuring that all student work is collected and returned in a timely and efficient manner in accordance with College and School policy;
• Providing administrative support for any local committees as requested which includes preparing agendas and minutes and ensuring that follow up actions are taken.

Assessment and Examinations

• Assisting in processing examination papers including collecting examination papers from setters (lecturers), compiling, amending and formatting papers using appropriate software;
• Checking examination scripts and working with other members of the Education Support Team in collecting, collating and distributing examination material;
• Processing continuous assessment and examination marks, using BIRMS and School/College bespoke system, including inputting marks accurately, checking all course marks from assessment information and producing a variety of reports for both the school and students. Chase progress marks from staff in order to meet deadlines in accordance with University regulations. This will require persistence and a proactive approach.
• To assist with End of Session and Examination Boards.

Timetabling Support

• Back-up user of current timetabling software to assist with producing the School's teaching and room booking timetables.
• Assist the Senior Support Administrator with producing School timetables using Enterprise Timetabler (ET) software.
• Timetables are produced for all modules, and information on record rooms, modules, lecturer, nature of event (e.g. lecture, lab session, tutorial, seminar etc.) is kept in the timetabling system. It requires meticulous attention to detail and strict accuracy to ensure that bookings are made correctly and everything is recorded accurately.

Student Experience

• Provide support for academic colleagues in the preparation and delivery of a range of events relating to the programmes and the student experience.
• Proactively identifying and recommending to the Team Manager ways of enhancing the curriculum and student experience.

E-Learning

Maintaining and updating the University virtual learning environment (VLE) system (e.g. Canvas) for the School / department on regular basis. This may include:

• Registering students and tutors to the relevant sections on the VLE.
• Setting up new sections for modules
• Adding all relevant links to the section (e.g Turnitin assessed work submission boxes).
• Ensuring all information available to students is accurate and up to date.

Other Duties

• Maintaining up-to-date paper-based and computerised records within the Education Support Team;
• Updating and maintaining all documentation within the Education Support Team in line with procedures for quality assurance provision within the School;
• Providing administrative support for any local committees as requested which includes preparing agendas and minutes and ensuring that follow up actions are taken.
• Ensuring a high level of confidentiality is maintained within the Education Support Team;
• Covering and deputising for other members of the Education Support Team, when required:
• Assisting in organising the Degree Congregation Reception. For example, produce lists of participants, send invitations, assist on the day of the event as and when required, including organising the School reception and ensure that prize cheques are available on the day.
• Helping with the organisation of major events;
• Undertaking such duties as may be reasonably required by the Senior Administrator and/or Team Manager

Support across the College of Engineering and Physical Sciences

• From time to time, the post holder may participate in reviews of certain aspects of teaching administration eg looking at current practices in Schools and coming up with solutions for good practice across the College. This will be done in consultation with the Head of Operations (Education).
• The post holder may also be required to work in other parts of the College.
• The post holder will also participate in various Working Groups and provide secretarial support to Committee meetings as appropriate.
• Any other duties as allocated by the Director of Operations, via the Head of Operations-(Education)

Person Specification

Essential

• A good level of general education, educated to at least 'A' level standard or equivalent.
• Demonstrable experience of administration within an Education environment or able to demonstrate equivalent relevant experience.
• Ability to work flexibly responding to changing business needs and changes to external legislation, for example Home Office rules and guidance.
• Ability to deal with confidential and sensitive data in accordance with appropriate legislation.
• Strong IT skills, including word-processing, databases and spreadsheets. Experience and a good working knowledge of large-scale data management systems, such as BOXI, or be sufficiently IT-literate (to a high standard) to be able to acquire such knowledge quickly and using her/his own initiative which can be applied to the role.
• Significant experience of working within a busy multifunctional environment effectively and able to prioritise workload to tight deadlines, taking account of the needs of the main areas of activity in the School.
• Good verbal and written communication skills; ability to communicate effectively with staff at a variety of different levels and from different professional backgrounds.
• Able to ensure accuracy, even when performing routine tasks and demonstrate attention to detail.
• Demonstrate understanding of relevant policies and procedures as they affect the role, and the quality standards and outputs required.
• Evidence of good customer-service skills.

Desirable

• Experience of supporting committees.
• Experience of using Canvas or other iVLE.

Informal enquiries can me made to Melissa Fletcher; m.l.fletcher@bham.ac.uk