Senior Doctoral Training Partnership Officer (73091-0123) . Job Reference: 1889835

University of Warwick
January 22, 2023
Offerd Salary:£27,929 - £31,411
Working address:N/A
Contract Type:Fixed-term contract
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Vacancy Type/Job category

Management & Professional


Life Sciences

Sub Department

Midlands Integrative Biosciences Training Partnership (MIBTP)


£27,929 - £31,411 per annum, pro rata


University of Warwick, Coventry

Vacancy Overview

Fixed-term contract until 30 September 2025, 18.25 hours per week (0.5 FTE).

We are looking for an experienced, ambitious and passionate administrator to join our team to support the well established and highly successful Doctoral Training Programme - Midlands Integrative Biosciences Training Partnership (MIBTP).

MIBTP is one of the UK's largest doctoral training programmes in biological sciences, funded by the Biotechnology and Biological Sciences Research Council. MIBTP has an intake of between 50 and 60 students per annum, all undertaking a 4-year programme encompassing a wide range of skills training and experiential mini projects, external placements and a 3-year PhD project. Warwick is the lead institution in MIBTP (which encompasses the University of Warwick, the University of Leicester, the University of Birmingham, Aston University and Harper Adams University).

The Warwick MIBTP Senior DTP Officer has a pivotal role in the success of the programme as a whole and this position provides a fantastic opportunity for an applicant to increase or extend their experience and knowledge in a positive and supportive department. You will work closely with the Programme Manager, Programme Assistant and Programme Directors and have responsibility for the day to day running of the programme.

You will be educated to Honours degree level or equivalent with relevant experience of administration ideally in the Higher Education sector. You will be a highly organised person with the ability to prioritise a varied workload. Excellent communication skills combined with the ability to build and manage effective relationships (with both staff and students) are critical for this role.

This role is advertised on a Fixed Term basis, due to the nature of the funding.

Any requests for further information can be directed to Professor Vardis Ntoukakis at [email protected]

Interview Date: TBC.

Job Description


To coordinate the day to day running of the Doctoral Training Programme - ‘Midlands Integrative Biosciences Training Partnership' (MIBTP) led by the University of Warwick in partnership with the universities of Birmingham, Leicester, Aston and Harper Adams.

Provide high-level administrative support and in-depth knowledge of procedures and processes across all operational areas working closely with academic, administrative, central and external colleagues to monitor and ensure delivery of an excellent student experience and to support the delivery of the DTP's objectives to the satisfaction of the BBBSRC.

Responsible for real-time support for students across the programme. Coordinate with the course directors and others to ensure effective design and management of recruitment and cohort events (multiple per year) for the programme.


Student and Programme Administration

• To be responsible for coordinating the administration of all DTP postgraduate training and development matters working in collaboration with staff from partner Universities and other Warwick departments to ensure a high-quality student experience.

• To be responsible for all administrative elements of the training programme including but not limited to:

o Coordination and management of the taught module timetable, masterclasses, mini projects and annual cohort events and to ensure prompt feedback on assessments. o Ensuring that all MIBTP students undertake the required research and training components at the correct time. o Oversight of Professional Internship Placements (PIPs) including completion of risk assessments and contracts. o Coordination of Graduate Teaching Assistant adverts and contracts o Collation of statistics and feedback across the programme. o To be responsible for the attendance monitoring of all DTP students during the training year.

• To liaise with R&IS with regards to contracts and agreements (i.e. collaboration agreement and CASE agreements).

• To manage the processing and maintenance of accurate student records including: registration and submission records, training records, completion of external reports e.g. Annual Report and Research Fish.

• To represent the Programme at appropriate internal and external committees

• To service appropriate committees and meetings; including preparing agendas and reports, taking minutes and ensuring action points are completed.

• To be responsible for the development and maintenance of the MIBTP website, social media and handbooks.

• To be first point of contact for academic queries and provide advice to all partners / directors with regards to UKRI policy (e.g. eligibility, sick leave, parental leave etc).

• To develop (where necessary) and implement local administrative systems to ensure that the service delivered continues to be excellent and fit for purpose in a continually changing landscape.

Student Support

• To provide exceptional customer service for day-to-day student enquiries, ensuring that enquires are dealt with in an appropriate, timely fashion, including responding to more complex or delicate matters.

• To advise students on procedural matters related to the training programme, funding terms and conditions and registration status.

• Student wellbeing: Assess and direct students to appropriate people/resources for pastoral support.

Recruitment to Enrolment

• To devise and implement an advertising schedule within budget.

• To manage the admissions processes for the programme, providing advice to the management team and liaising with Postgraduate Admissions and Doctoral College staff to resolve complex queries.

• To assist the Directors in the development of strategies to meet agreed admissions targets including working with SLS Finance, and their equivalents at partner institutions, to ensure that recruitment is in line with available budgets.

• To manage the enrolment and induction activities for all new DTP students at Warwick.

• To keep accurate and complete records of recruitment activities and decisions.

• To create Joint electronic Submission (Je-S) records for Warwick students and coordinate with partner administrators to ensure Je-S records are created for all DTP students in a timely manner.


• To collaborate with SLS Finance and Warwick PGR Funding, and their equivalents at partner institutions, to ensure that MIBTP activities are managed within available budgets

• To authorise student travel and subsistence claims ensuring that expenditure is incurred in accordance with BBSRC and University regulations.

• To prepare requisitions on the University's e-procurement system (OPeRA)

• To advice students on funding policies.

• To ensure studentships (stipends and fees) are paid in liaison with the PGR Funding Team.


• To ensure Programme compliance with General Data Protection Regulations (GDPR)

• To take responsibility for the management of the Research Experience Placements (REPs).

• Ensure compliance with general H&S in respect of the role and others.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1

Educated to degree level or equivalent experience. (a)

Essential Criteria 2

Relevant experience in a similar role, ideally in a Higher Education context. (a)

Essential Criteria 3

Demonstrable interpersonal and communication skills including the ability to liaise with people from multiple organisations working at all levels. (a, c)

Essential Criteria 4

Good problem-solving capabilities demonstrated through the ability to take sensible decisions independently and to rectify problems quickly, knowing when to ask for support. (a, c)

Essential Criteria 5

Excellent IT skills, particularly Microsoft Office software and website management. (a, c)

Essential Criteria 6

Excellent time management skills enabling a varied workload to be prioritised and deadlines to be achieved. (a, c)

Essential Criteria 7

Proven ability to work independently and cooperatively within a team. (a, c)

Essential Criteria 8

Well-developed organisational and planning skills. (a, c)

Essential Criteria 9

Excellent written and verbal communication skills. (a, c)

Essential Criteria 10

Experience of developing, implementing and managing systems and processes and monitoring them for continuous improvement. (a, c)

Essential Criteria 11

Knowledge of event management. (a, c)

Desirable Criteria 1

Experience of using SAP for financial reporting. (a, c)

Desirable Criteria 2

Knowledge of the structure and operation of postgraduate research degrees. (a, c)

Desirable Criteria 3

Familiarity with UK Research Council Terms and Conditions. (a, c)

Further Particulars

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.

The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (

The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.

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Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date

22 Jan 2023

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