Job Purpose
To provide comprehensive, high level administrative support and specialist advice to the School's undergraduate students and to the academic co- ordinators of the following schemes in the School: Extra Mural Studies (EMS), Student Advising, Summer Vacation Scholarships, as well as to the Veterinary Medicine Undergraduate School management team on a day to day basis.
This post encompasses administrative support for the development and delivery of the 3 schemes described above, thus promoting continuous improvement in administrative processes that are key to the quality of experience for the undergraduate students on the BVMS and BSc programmes and meeting the requirements of the School's accrediting bodies.
Main Duties and Responsibilities
Extra Mural Studies (EMS)
1. Administer the BVMS EMS scheme providing efficient and effective administrative support to undergraduate students and the EMS Co-ordinator.
2. Provide an efficient, supportive and approachable first point of contact to students and academic staff, dealing with enquiries on all aspects of EMS in person, by e-mail and telephone. Filtering issues and providing resolution, planning and prioritising work activities, adjusting priorities as required.
3. Advise the EMS co-ordinator of any adverse feedback and matters requiring attention from EMS placements. Interviewing students with poor feedback to develop a resolution. Attending all “flag for support'” meetings and if necessary, issuing cause for concern letters.
4. Maintain and update the Student Experience Log with student EMS details ensuring information is accurate and meets RCVS requirements. This includes approval of placements and the associated learning objectives, reading all feedback from both the students and the placement providers and then signing off the experience.
5. Liaise with RCVS about the new EMS platform regarding the on-going developments of the Student Experience Log (SEL).
6. Maintain and develop the UK EMS and International EMS databases.
7. Respond to correspondence and enquiries from veterinary practices, farms and other EMS placements, ensuring permission is obtained from veterinary practices and other placement establishments for details to be included on the EMS database in accordance with the GDPR.
8. Maintain & scrutinise Student Placements and Travel Risk Assessment forms.
9. Liaising with placement providers regarding any reasonable adjustments in line with disability, health & wellbeing.
10. Source funding to assist students with any financial expenses relating to EMS while on placements.
11. Assist in the development of EMS portfolios, the development of the e-learning environment ensuring EMS programme documentation is transferred to the student Mahara website and updated as required. Monitoring and maintenance of the EMS Mahara pages.
12. Liaise effectively with other academic staff in the School and other universities in the UK to ensure a co-ordinated approach to the EMS scheme. Implement improvements to service provision and be responsible for quality assurance procedures.
Student Advising Scheme
13. Provide administrative support and specialist advice to academic staff in relation to the BVMS Student Advising Scheme.
14. Advise the Chief Adviser of Studies of any academic and/or pastoral matters requiring intervention. Arrange and attend meetings with students to advise and resolve difficulties. Issue “Cause for Concern” notifications to students who fail to engage with the scheme.
15. Allocate students to advisers and maintaining records on MyCampus.
16. Arrange training sessions and provide comprehensive guidance for new Student Advisers.
17. Arrange the annual Advisee breakfast and other events in relation to the Student Adviser scheme.
18. Generate EMS/SEL and Student Advisers surveys including gathering, collating and analysing data. This information provides the framework for future development and ongoing implementation of best practice.
Summer Vacation Scholarships
19. Overseeing the BVMS and BSc Summer Vacation Scholarships scheme (research projects) and provide advice to the scheme Co-ordinator, liaising with external funders, overseeing the School Vacation Scholarship budget, allocation and disbursement of stipends.
20. Monitoring and maintenance of the Summer Vacation Scholarship Mahara pages.
21. Collate project reports, poster printing for inclusion at the annual prize giving.
Other
22. Act as clerk for committees and other meetings.
23. Provide general administrative support for activities assigned by the Veterinary Medicine Undergraduate School Manager.
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.
A2. Excellent IT knowledge and skills, including Microsoft Office packages, in particular advanced excel skills.
Desirable
B1. Educated to degree level or equivalent.
B2. A wide knowledge of the University's management systems, eg MyCampus, CMIS, Moodle, EvaSys B3. Knowledge and understanding of Virtual Learning Environments (VLE) (e.g. Moodle & Mahara).
Skills
Essential
C1. Excellent administrative skills.
C2. Excellent communication skills (written and oral) - to ensure reporting and customer service C3. Organisational and time management skills – ability to manage and prioritise a busy workload, responding to changing pressures as appropriate, acting calmly and methodically within a pressurised environment, meeting tight deadlines while providing a positive and responsive service.
C4. Proven analytical, problem solving and client need interpretation skills. C5. Flexibility and willingness to adapt to changes.
C6. Tact, diplomacy, discretion and confidentiality. C7. Able to work with minimum supervision and as part of an extended team.
C8. Able to work proactively, multi-task and to use initiative. C9. Excellent attention to detail.
C10. Commitment to continuous improvement.
Desirable
D1 Ability to operate software for compiling and manipulating databases and production of documentation in Word, Powerpoint and Excel.
D2 Demonstrable skills in updating websites using appropriate software.
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.
Desirable
F1 Comprehensive knowledge of administrative and organisational systems.
F2 Experience of working in a higher or further education environment and working with students.
Terms and Conditions
Salary will be Grade 5, £25,138 - £29,605 per annum.
This post is full time 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.
Vacancy Ref : 154290 Close Date : 16-Sep-2024 23:45