Vacancy Type/Job category
English and Comparative Literary Studies
£27,929 - £31,411 per annum
University of Warwick, Coventry
Fixed-term contract until 31 October 2023 in the first instance, 36.5 hours per week.
The Department of English and Comparative Literary Studies has an exciting fixed term development opportunity for a skilled and experienced administrator to join the department as a Senior Programmes Officer to provide high-level academic administrative support.
You will work as a team leader of the department's academic administrative team, supervising and advising, delegating tasks and prioritising workloads, ensuring that consistent processes are followed and that daily operational activities are coordinated. The role involves initiating and leading on key tasks, reporting and monitoring of data within the programme administration and deputising for, and assisting, the departmental Academic Administrator.
The successful candidate will possess relevant Higher Education academic administrative experience, excellent interpersonal skills, and attention to detail, strong organisational skills and the ability to work under pressure. The role involves a high customer service focus, providing complex advice and information to both undergraduate and postgraduate students and staff, so experience in this area is crucial. You will need very strong IT skills and experience of running reports, analysing data and manipulating databases as well as the ability to troubleshoot and problem solve within IT systems. You will need to hold a degree or equivalent qualification.
This is an excellent opportunity for someone wishing to develop their Higher Education administrative skills and supervisory experience in a busy customer focused environment.
Interview Date: TBC.
To share in organising and providing high quality administrative support for the management, administration, and delivery of the Department of English and Comparative Literary Studies' UG and PG programmes.
DUTIES & RESPONSIBILITIES
The role of Senior Programmes Officer is wide-ranging. The duties and responsibilities mentioned below is intended to provide applicants with a sense of the varied nature of tasks and shouldn't be viewed as an exhaustive list.
Student and Course Administration
1. Share in the planning and implementation of the annual cycle for the UG and PG programmes, in collaboration with the Academic Administrator, Directors of Studies, and other senior colleagues. The typical range of duties include allocating optional modules, timetabling lectures and seminars, seminar group allocation, room allocation and bookings, maintaining module diets, processing course transfers, student wellbeing issues, and dealing with less routine enquiries.
2. Support the development of the UG and PG programmes and associated activities by supporting relevant departmental committees and groups.
3. Support the quality assurance of the UG and PG programmes by administering module approvals and working with colleagues to ensure Annual Module and Course Reviews are completed and submitted to the University on time.
4. Contribute to the development of systems, policies, and procedures for academic administration, particularly in relation to the UG and PG programmes and students.
5. Plan and oversee the cycle of UG and PG examination administration, delegating routine tasks to other members of the Department's Student Services Team as appropriate.
6. Prepare information in relation to student complaints or appeals, under the guidance of the Academic Administrator.
7. Share in overseeing the planning and coordination of PGR upgrades, annual reviews and vivas, ensuring that documentation is submitted on time, that student records are kept up to date, and following up outcomes and liaising with students, Internal and External Examiners, and the Doctoral College.
8. Plan, organise and distribute information and documentation relating to the delivery of the UG and PG programmes for students and academic staff to ensure that all literature is up to date and ready for circulation at the appropriate time. Contribute content to printed and online marketing and public engagement material.
9. Share in managing enquiries relating to authorised absences, changes of study location, temporary and permanent withdrawal, paid employment etc., escalating complex enquiries to the Academic Administrator, and working with other colleagues in the Student Services Team to ensure appropriate follow-on actions are taken.
10. Act as a champion for great service by role-modelling high service standards across the team.
11. Share in ensuring the smooth running of joint programmes by liaising with partner departments, in matters such as timetabling, seminar groups, and the flow of information around examination marks and attendance monitoring.
12. Provide training and assistance for relevant administrative staff to use Warwick systems and write guidance notes accordingly.
1. Provide day-to-day operational co-ordination of programme administration team in the Department's Student Services Team in order to deliver a high level of service. This includes allocation of work, identification of training needs, and monitoring of work performance.
2. Promote and embed a positive working culture and collegiate environment to enable all team members to reach their full potential, fostering a culture of continuous improvement and service quality.
1. Undertake any other duties in support of the Academic Administrator, Senior Departmental Administrator, or Head of Department.
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 at least to A level standard or equivalent, and/or significant experience of working in a similar environment at a similar level. (a, c)
Essential Criteria 2
Extensive experience of higher-level administrative work. (a, c)
Essential Criteria 3
Experience of working in an academic environment. (a, c)
Essential Criteria 4
Experience of supervision and delegation of routine tasks to junior administrative staff. (a, c)
Essential Criteria 5
Excellent IT skills, including an up-to-date and comprehensive knowledge of Microsoft Office, and the willingness to learn new IT platforms and skills. (a, b, c)
Essential Criteria 6
Excellent organisational and administrative skills. (a, b, c)
Essential Criteria 7
Excellent communication and interpersonal skills. (a, b, c)
Essential Criteria 8
Ability to work independently and as part of a team. (a, c)
Essential Criteria 9
Flexibility, personal resilience, and a proactive approach to work. (a, c)
Essential Criteria 10
Excellent attention to detail and proven problem-solving capability. (a, b, c)
Essential Criteria 11
Ability to work collaboratively with all colleagues and other stakeholders. (a, c)
Essential Criteria 12
Ability to take the initiative in advising and guiding colleagues in the administration that is required in order to progress an agenda. (a, c)
Desirable Criteria 1
Experience of university administration, particularly with regards to examinations and timetabling. (a, c)
Desirable Criteria 2
Knowledge and understanding of the University and its structures and policies. (a, c)
Desirable Criteria 3
Experience of using student record platforms. (a, c)
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.
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1 Feb 2023