Student Administration Coordinator (Programmes)

Student Administration Coordinator (Programmes) Apply Post Details

Full time Open ended

The closing date for applications is midnight on Thursday 11 April 2024

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

You will be based within the Student Administration team as part of the wider Student and Faculty Operations grouping which brings together central and faculty professional services teams.

You will be responsible for delivering a range of activities relating to the administration of academic programmes and other activities, supporting the student experience, and providing support to academic staff, students and professional service colleagues.

You will demonstrate excellent communication, organisational and administrative skills and be proactive in supporting the day-to-day operations of a busy office. An interest in supporting the student community is essential as is the ability to work flexibly as part of a team and to manage competing priorities to maintain a high standard of service at all times.

You will be responsible for coordinating and supervising tasks within a team of Administrators. Adopting a continuous improvement approach, you will ensure that systems, processes and procedures are customer focused and compliant with both University regulations and the requirements of external bodies.

Working closely with colleagues within central professional services teams is essential and key relationships will include Academic Registry, Admissions, Faculties, Financial Services and Student Support Services.

Informal enquiries should be made to Dani Tovey, Student Administration Manager (Fees, Matriculation & Programmes) [email protected]

Description of Duties

Leadership and Coordination

Reporting to the Deputy Student Administration Manager (Programmes) and Student Administration Officer (Programmes), coordinate and supervise a range of duties to deliver an efficient and effective service to staff and students; use initiative and exercise sound judgement to resolve any issues that arise, seek appropriate advice, and escalate when necessary

Support the Deputy Student Administration Manager (Programmes) and Student Administration Officer (Programmes), to provide induction and training to members of the wider professional services team

Student Programmes Activities

Work with the Student Administration Officer (Programmes) to coordinate and provide administrative support across a range of academic programmes and activities to deliver an excellent student experience and high levels of customer service; provide support to all academic and professional services colleagues, applicants, and students

Responsible for advising students and staff on academic policy and regulations

Liaise Student Hub staff to resolve escalated student queries

Co-ordinate exam deferral applications process, assessing student applications

Responsible for reviewing annual student progression, applying university regulations and advising students

Responsible for updating student records and applying sanctions as a result of academic integrity meetings

Co-ordinate and support the student journey, providing support to students with any changes to their programme of studies. Where required agree and implement bespoke variant programmes of study

Data Integrity, Risk Management and Governance

Co-ordinate maintaining data integrity across the student record reviewing data integrity reports and investigating issues that arise

Liaise with faculties to ensure accurate assessment data is maintained in the student record system

Responsible for making changes to the student record where required for leave of absence, withdrawal from studies, programme changes and mode of attendance changes. Ensure these changes are carried out accurately meeting service level agreements

Responsible for processing and performing data quality checks on student awards to ensure awards are accurate

Work with the Deputy Student Administration Manager (Programmes) and Student Administration Manager (Enrolment, Fees & Programmes) to support business continuity and risk management planning

Faculty and University Wide Activities

Participate in specific projects on behalf of senior colleagues; lead small continuous improvement projects, as required

Work flexibly and collaboratively, providing administrative support; contribute to major events such as enrolment events and graduation; willingness to work occasional non-standard hours

Demonstrate a proactive approach to personal development and undertake development in skill areas related to the post

Undertake any other duties and responsibilities, commensurate with the grade of the post, as directed by line manager. General office duties, as required

Deputise for the Student Administrator Officer (Programmes), as required

Essential Criteria

Qualifications

Educated to a minimum of HND level, or equivalent professional experience

Knowledge & Experience

Demonstrable experience of working in a busy, customer centric environment, with an extensive administrative background

Excellent skills in Microsoft Office packages with specific experience using Excel.

Experience of managing sensitive/confidential issues in a professional and empathetic manner

Understanding of current GDPR and Equality legislation and the impact of non-compliance within the remit of the role

Skills & Attributes

Excellent organisational and interpersonal skills with the ability to prioritise a demanding workload with exceptional attention to detail

Ability to contribute to the wider team to achieve goals while also being confident to work independently

Excellent communication skills and ability to communicate effectively with individuals from a diverse range of backgrounds and cultures

Demonstrable problem solving and decision-making skills

Ability to develop and enhance positive relationships with a range of internal and external customers

Desirable Criteria

Knowledge & Experience

Previous experience of working in Higher or Further Education and/or up- to-date knowledge of issues relating to the student lifecycle and experience

Experience of working with complex administration systems (preferably Tribal SITS)

Experience of continuous improvement methodologies

Skills & Attributes

Ability to interpret policies and procedures and offer high-quality advice to colleagues

Experience of maintaining records in and reporting from databases

About Us

Part of the Student, Academic, and Corporate Services (SACS) Directorate, Student and Faculty Operations (SFO) has a remit to design, lead and deliver an informed, effective, and integrated professional service for the five faculties, which in turn will benefit both the staff and student experience. SFO delivery ranges from strategic level support and resource planning and management for Deans, to the breadth and depth of the administration and technical service of learning, teaching and research in faculties, and the fluent management of the Student Administration lifecycle from enrolment to graduation.

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland's University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University's sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership. www. stir.ac.uk @stiruni

Job number

SERV01872

Contract Type

Open Ended

Posting End Date

11-Apr-2024

Location:

Stirling Campus

Grade

Grade5 £25,138-£27,979 p.a.

Faculty/Service

Student Academic and Corporate Services Post Details

Full time Open ended

The closing date for applications is midnight on Thursday 11 April 2024

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

You will be based within the Student Administration team as part of the wider Student and Faculty Operations grouping which brings together central and faculty professional services teams.

You will be responsible for delivering a range of activities relating to the administration of academic programmes and other activities, supporting the student experience, and providing support to academic staff, students and professional service colleagues.

You will demonstrate excellent communication, organisational and administrative skills and be proactive in supporting the day-to-day operations of a busy office. An interest in supporting the student community is essential as is the ability to work flexibly as part of a team and to manage competing priorities to maintain a high standard of service at all times.

You will be responsible for coordinating and supervising tasks within a team of Administrators. Adopting a continuous improvement approach, you will ensure that systems, processes and procedures are customer focused and compliant with both University regulations and the requirements of external bodies.

Working closely with colleagues within central professional services teams is essential and key relationships will include Academic Registry, Admissions, Faculties, Financial Services and Student Support Services.

Informal enquiries should be made to Dani Tovey, Student Administration Manager (Fees, Matriculation & Programmes) [email protected]

Description of Duties

Leadership and Coordination

Reporting to the Deputy Student Administration Manager (Programmes) and Student Administration Officer (Programmes), coordinate and supervise a range of duties to deliver an efficient and effective service to staff and students; use initiative and exercise sound judgement to resolve any issues that arise, seek appropriate advice, and escalate when necessary

Support the Deputy Student Administration Manager (Programmes) and Student Administration Officer (Programmes), to provide induction and training to members of the wider professional services team

Student Programmes Activities

Work with the Student Administration Officer (Programmes) to coordinate and provide administrative support across a range of academic programmes and activities to deliver an excellent student experience and high levels of customer service; provide support to all academic and professional services colleagues, applicants, and students

Responsible for advising students and staff on academic policy and regulations

Liaise Student Hub staff to resolve escalated student queries

Co-ordinate exam deferral applications process, assessing student applications

Responsible for reviewing annual student progression, applying university regulations and advising students

Responsible for updating student records and applying sanctions as a result of academic integrity meetings

Co-ordinate and support the student journey, providing support to students with any changes to their programme of studies. Where required agree and implement bespoke variant programmes of study

Data Integrity, Risk Management and Governance

Co-ordinate maintaining data integrity across the student record reviewing data integrity reports and investigating issues that arise

Liaise with faculties to ensure accurate assessment data is maintained in the student record system

Responsible for making changes to the student record where required for leave of absence, withdrawal from studies, programme changes and mode of attendance changes. Ensure these changes are carried out accurately meeting service level agreements

Responsible for processing and performing data quality checks on student awards to ensure awards are accurate

Work with the Deputy Student Administration Manager (Programmes) and Student Administration Manager (Enrolment, Fees & Programmes) to support business continuity and risk management planning

Faculty and University Wide Activities

Participate in specific projects on behalf of senior colleagues; lead small continuous improvement projects, as required

Work flexibly and collaboratively, providing administrative support; contribute to major events such as enrolment events and graduation; willingness to work occasional non-standard hours

Demonstrate a proactive approach to personal development and undertake development in skill areas related to the post

Undertake any other duties and responsibilities, commensurate with the grade of the post, as directed by line manager. General office duties, as required

Deputise for the Student Administrator Officer (Programmes), as required

Essential Criteria

Qualifications

Educated to a minimum of HND level, or equivalent professional experience

Knowledge & Experience

Demonstrable experience of working in a busy, customer centric environment, with an extensive administrative background

Excellent skills in Microsoft Office packages with specific experience using Excel.

Experience of managing sensitive/confidential issues in a professional and empathetic manner

Understanding of current GDPR and Equality legislation and the impact of non-compliance within the remit of the role

Skills & Attributes

Excellent organisational and interpersonal skills with the ability to prioritise a demanding workload with exceptional attention to detail

Ability to contribute to the wider team to achieve goals while also being confident to work independently

Excellent communication skills and ability to communicate effectively with individuals from a diverse range of backgrounds and cultures

Demonstrable problem solving and decision-making skills

Ability to develop and enhance positive relationships with a range of internal and external customers

Desirable Criteria

Knowledge & Experience

Previous experience of working in Higher or Further Education and/or up- to-date knowledge of issues relating to the student lifecycle and experience

Experience of working with complex administration systems (preferably Tribal SITS)

Experience of continuous improvement methodologies

Skills & Attributes

Ability to interpret policies and procedures and offer high-quality advice to colleagues

Experience of maintaining records in and reporting from databases

About Us

Part of the Student, Academic, and Corporate Services (SACS) Directorate, Student and Faculty Operations (SFO) has a remit to design, lead and deliver an informed, effective, and integrated professional service for the five faculties, which in turn will benefit both the staff and student experience. SFO delivery ranges from strategic level support and resource planning and management for Deans, to the breadth and depth of the administration and technical service of learning, teaching and research in faculties, and the fluent management of the Student Administration lifecycle from enrolment to graduation.

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland's University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University's sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership. www. stir.ac.uk @stiruni