Job Purpose
Responsible for the effective and efficient delivery of comprehensive, high- level support for Course Convenors and teaching staff in the School of Physics and Astronomy, reporting to the Learning and Teaching Manager. Supervise staff within the Teaching Support Team (TST), ensuring that processes and procedures related to the teaching provision are implemented, supporting the School in achieving its strategic aims and objectives.
Main Duties and Responsibilities
1. Deputising for and representing the Learning and Teaching Manager. Responding to all teaching administration queries in their absence from University services, academic staff and beyond and attending meetings on their behalf, determining overall support service priorities.
2. In conjunction with the L&T Manager, manage the organisation, planning and development of the work of the TST, while prioritising own busy workload in order to meet deadlines. Independently review office procedures and objectives and implement changes where necessary.
3. Supervision of TST staff, ensuring effective and efficient delivery of services within the School in accordance with University and College standards and expectations. Working closely with the Learning and Teaching Manager (TST Manager) to ensure successful administration of staff recruitment in TST. Monitor TST staff workload and individual performances to maximise contribution. Provide leadership in the operational planning of the team.
4. Responsible for administration for the 7 MSc programmes in the School of Physics and Astronomy, leading, managing and implementing administrative processes in support of coursework submissions. Acting as the main TST point of contact for the PGT Convenor and PGT Project Coordinator, as well as advisers/supervisors, teaching staff, support staff and PGT students to provide specialist advice for PGT related queries. Liaise with project contacts within various industries and external placements, work with the School of Engineering regarding shared courses and other departments regarding all aspects of the PGT life cycle. Post, publish and amend (if required) all MSc course grades via MyCampus at the end of each of the 3 annual exam diets (Apr-May/August/December). Issue final degrees for winter graduation deadline.
5. Responsible for data management of PGT Exam Board mastersheet in advance of the Exam Board meetings, to support decision making. Collate, organise, enter and edit data for all grades. Clerk PGT exam board meetings and provide specialist advice to board members. Manage Committee mailing lists and meeting paper repository via Sharepoint. Prepare and dispatch agendas and papers; draft minutes; ensure non-attendees of meetings are made aware of any actions concerning them and monitor and follow actions through to conclusion. Ensure the robust application of the University's academic quality assurance procedure and effective communication of related decisions within the School and/or subject area.
6. Provide specialist support, guidance and recommendations, for the MSc Sensors & Imaging Systems (SIS) programme which is run jointly with the University of Edinburgh (UofE). Work closely with colleagues at UofE regarding student enrolment, timetables, course selection, grades and exams, among others. Liaise with colleagues at UofE to collate and present the MSc SIS grades to the PGT summer exam board.
7. Work as part of the Teaching Support Team to be responsible for providing a broad range of course administrative support across approx. 60 undergraduate and postgraduate taught courses in line with School, College and University procedures. The support will include fielding enquiries from staff and students via the TST shared mailbox, Ivanti, telephone and in-person regarding all aspects of the UG & PGT life cycle.
8. Independently responsible for the creation and maintenance of the School's Cohort tracking reports, produced twice yearly for each of the School's 5 current cohorts, at the request of the Schools accrediting body, the Institute of Physics (IOP). To collate, manipulate and analyse data such as gender statistics and trends within the School, for presentation and use at SMT meetings to inform decision making.
9. Act as one of the School's 2 Lead Timetablers and points of contact regarding all room booking matters. Deal with timetabling and room booking enquiries; liaise with the College, Learning and Teaching Convenor, Learning and Teaching Administrator, Class Heads and SMTT to solve problems arising from space issues; source suitable room locations and times, submit change requests throughout the year and maintain the accuracy of the data on CMIS.
10. Assist in the management of 3 annual exam diets (Apr-May/Aug/Dec) within allocated programme/courses, liaise with academic colleagues and central services in relation to the deadlines for the production of exam papers and the exam timetabling process, implement stringent procedures to ensure accuracy and confidentiality. Utilise the Exam Papers System to confirm papers with Registry. Take a leading role in the large-scale process of collating and distributing submissions to markers, checking marking and recording grades.
11. Undertake any other reasonable duties that the Learning & Teaching Manager may request in pursuit of excellence in administrative services.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential
A1 Ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills in a similar role, or:
A2 A Scottish Credit and Qualification Framework Level 8 (Higher National Diploma, Higher Apprenticeship, SVQ Level 4) or equivalent, and experience of personal development in a similar role.
A3 Comprehensive knowledge of higher education policies and procedures.
A4 Extensive knowledge of Higher Education administrative and support systems.
Desirable
B1 Knowledge of other University software packages (Moodle, Qlikview, Oracle- based platforms etc.).
B2 In depth knowledge of University/Higher Education issues and their impact on the role.
Skills
Essential
C1 First class organisational and planning skills and proven ability to prioritise work efficiently, multi-task and deal with changing priorities.
C2 Team management skills with ability to positively motivate staff, manage performance and lead by example.
C3 The ability to plan, organise and prioritise effectively, delivering work to standard and within deadlines when balancing competing priorities.
C4 Excellent attention to detail (e.g. accuracy and precision in data entry and written communication).
C5 Excellent communication and customer service skills, underpinned by tact, diplomacy, discretion and assertiveness to build excellent relationships with students and colleagues at all levels and from varied cultural and ethnic backgrounds.
C6 Ability to use own initiative and be pro-active in planning ahead.
C7 Solutions focused with business process improvement/project management skills.
C8 Strong analytical abilities to logically assess data and apply effective evidence- based approaches to decision making and process improvements.
C9 Ability to quickly embrace and learn new concepts, techniques or methodologies.
C10 Ability to use own initiative, exercise independent judgement, work under pressure, prioritise own workload and meet tight deadlines.
C11 Ability to work closely with, and influence, senior and external stakeholders.
C12 Ability to handle confidential and sensitive matters with absolute discretion.
C13 Ability to understand and apply policies, regulations, guidelines and standard operating procedures relevant to the role.
C14 Proficient in use of Microsoft Office 365 programs/applications including Word, Excel, PowerPoint, Outlook, OneDrive/SharePoint, Teams, web development software and similar online applications.
C15 Personal style compatible and consistent with University Values and Glasgow Professional Behavioural Framework.
Experience
Essential
E1 Strong track record of relevant work experience in a teaching administrative role.
E2 Awareness of the activities carried out by the Academic staff and Advisers in relation to teaching and student support.
E3 Experience of delivering business process improvements in a complex administrative organisation.
E4 Supervisory experience/staff management.
E5 Experience of delivering/exceeding results within a service-led organisation.
E6 Experience of analysing/evaluating/interpreting data to inform decision- making and service improvements.
E7 Experience of working with and influencing a variety of stakeholders.
E8 Experience of using university IT systems.
Desirable
F1 Experience of using the CMIS room booking system.
F2 Experience of providing high-level administrative support for PGT programmes, PGT students and the exam board.
Terms and Conditions
Salary will be Grade 6, £32,332 - £36,024 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 : 152909 Close Date : 08-Sep-2024 23:45