Vacancy Type/Job category
£23,715 - £27,131 per annum
University of Warwick, Coventry
Permanent position, 36.5 hours per week.
The Department of Statistics has a fantastic opportunity for a Student Support Officer to join our team and help us create a vibrant student experience. This is an exciting time to join the support team as we expand our team to accommodate increasing student numbers and implement departmental and university wide initiatives in the pursuit of service excellence.
You should be educated to at least A-level standard with excellent communication, administration and IT skills, and a strong customer service ethos. You will be a highly organised team player, and have the ability to juggle a varied and demanding workload, proactively working to deadlines. You will also need to have a head for figures and great attention to detail, as the role will involve processing student marks, upkeep of student records, as well as working to improve the student experience. (Some occasional weekend working may be required). As this role will assist the Taught Programmes Manager with the maintenance of examination data, experience of using Excel functions and formulae would be considered beneficial.
You will be a professional, positive, polite individual with an enthusiasm for working with students. You will enjoy interacting with a wide variety of people and take pride in providing high quality front-line support. If you are passionate about education, committed, and would love to work in an exciting and diverse university environment – come and join us!
For further information about this role contact the Taught Programmes Manager, Dave Kinmond at D.Kinmond@warwick.ac.uk
Interview Date: TBC.
To develop and manage the administrative processes and systems related to the Department's undergraduate and postgraduate taught programmes, thereby ensuring that an effective and supportive environment is provided to all students, staff and external contacts.
DUTIES & RESPONSIBILITIES
Role holders will assume an appropriate proportion of the responsibilities listed below and may specialise in certain tasks but will expected to flexibly assume responsibilities to meet the needs of the department and provide cover for absences.
1. Student Administration:
• Managing the processes and maintenance of accurate student records, using software and web applications such as SITS and Tabula to ensure that student's records are regularly updated. This includes processing course transfers, checking and confirming module registration, receiving and processing unusual option forms, allocation of students to personal tutors.
• Responsibility for the department's support mechanisms for student induction and enrolment, including the preparation of materials, information packs and other published information for current and prospective students including those on Erasmus and other exchange programmes.
• Maintenance of efficient and accurate office procedures including the setting up, maintaining and archiving of student data in both physical and digital files.
• Responsibility for the set-up of registers and monitoring points and the recording of attendance monitoring data. This includes establishing monitoring points, submission of attendance monitoring reports to Student Records, providing supporting evidence of monitoring points for internal and external audit purposes and following up on missed monitoring points in collaboration with the Senior Tutor.
• Co-ordination of departmental admissions procedures in conjunction with the Admissions Tutor(s). To co-ordinate with academic staff and the Central Admissions Office with regard to individual applications.
• Co-ordinating the allocation of dissertation projects including provision of information to staff and students, maintaining the forms for making choices and communicating allocations to staff and students.
• Managing the allocation of reference writers and providing information to support reference writing.
2. Student Support:
• Acting as an initial point of contact for existing/prospective students and external visitors to the Department of Statistics, both in person and by email, providing information and advice on standard questions regarding all aspects of our degree programmes.
• Managing and maintaining arrangements for students with special needs, identification and management of arrangements for students who have serious medical and/or personal problems, referring to students to other parties as required.
• Responsibility for recording outcomes for mitigating circumstances claims, communicating with students, organising panels and referring cases to the Senior Tutor as needed.
• Monitoring student engagement and progress and raising any concerns with the relevant member of administrative or academic staff.
• Contributing to student handbooks, newsletters and FAQs and archiving of communications.
3. Examinations and Assessment:
• Responsibility for setting up and providing information for the submission of assessed work (online or physical), enabling the accurate recording of assignment marks, and the distribution of feedback to the students.
• Maintaining and communicating information about deadlines and departmental procedures for assessed work to markers.
• Keeping accurate records of individual assessment activities including extensions, waivers, penalties, turnaround times and outcomes of academic conduct investigations.
• Providing support with the checking, collection and recording of exam marks, the distribution and archiving of exam scripts and assessed work, via physical media, electronic files and web applications.
• Co-ordinating accurate, user-friendly and timely documentation for markers, moderators, external examiners and exam boards.
• Maintaining and preparing mitigating circumstances information including recording, categorisation and presentation of such circumstances to relevant exam boards and panels.
• Supporting examination boards in organising meetings, preparing and distributing documentation, writing minutes and recording outcomes.
• Co-ordinating the appointment of staff and PhD students to invigilator roles.
4. Course Administration
• Organising and contributing to the Department's programme of admissions events, open days and offer holder visit days (which may include occasional working at weekends).
• Providing administrative support for admissions, including organisation and communications support in the creation and updating of webpages, prospectus and brochures.
• Co-ordinating, collecting, collating and publishing module feedback, and creating reports on the information.
• Providing support with keeping web-based and learning platform content for teaching related pages up to date.
• Providing support for teaching committee including collating and distributing agendas, writing minutes and maintaining web pages.
• Providing support for course and module approval forms, keeping information updated and working with academic leads to make revisions and changes.
• Entering and maintaining small group teaching schedules, including set up, communication and release of information, individual session timings, staff and student allocations.
• Maintaining staff and student access permissions to localised areas of learning and teaching delivery platforms according to teaching allocations and module enrolments.
• Organising the Graduation Day reception and prize giving event.
• Assist administrative and academic staff by carrying out general office duties such as printing, typing, photocopying, filing, answering telephone enquiries and distributing mail to staff and student pigeonholes.
• Creating and maintaining documentation to enable new or cover staff to carry out responsibilities.
• Undertaking training as required to maintain knowledge and understanding of systems and procedures.
• Maintaining knowledge and understanding of information security protocols and applying to all tasks.
• Undertaking relevant relationships with other academic and non-academic departments.
• Any other duties that the Programmes Manager or appropriate academic colleague may reasonably request to support the general administration of the 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
Good standard of general education to at least A level standard or equivalent, including GCSEs or equivalent in Maths and English. (a)
Essential Criteria 2
Experience of working as part of a team, in a busy, customer focused service environment. (a, c)
Essential Criteria 3
Excellent communication skills both verbal and written, including producing written materials. (a, b, c)
Essential Criteria 4
A good understanding of general administrative processes and the importance of attention to detail. (a, b, c)
Essential Criteria 5
Excellent general IT skills (word processing, spreadsheets and email) including the ability to learn how to use new software packages rapidly (including bespoke University software). (a, c)
Essential Criteria 6
Strong numeracy skills and the ability to communicate effectively with students from all backgrounds and with staff at all levels within the University. (a, c)
Essential Criteria 7
A high level of awareness and understanding of student concerns and of student's needs and expectations. (a, c)
Essential Criteria 8
Ability to work on own initiative, managing multiple tasks and priorities with minimum supervision. (a, c)
Essential Criteria 9
Knowledge of the UK Higher Education system. (a, c)
Essential Criteria 10
Flexibility to undertake occasional weekend work. (a, c)
Desirable Criteria 1
Experience in marketing/communications role. (a, c)
Desirable Criteria 2
Experience in maintaining web content. (a, c)
Desirable Criteria 3
Experience of one or more teaching related systems (e.g. SITS, eVision, Tabula, Moodle). (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.
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 (warwick.ac.uk)
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.
Right to work in the UK We wish to advise applicants that this role is not eligible for sponsorship for a Skilled Worker visa. If you do not yet have the right to work in the UK you will need to check the UK Government website page Apply for a UK visa to see if you are eligible to obtain right to work in the UK through one of the other UK immigration routes before you make your application.
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.
3 Jan 2023