JOB PURPOSE: The post holder supports the administration of the department’s Award Bearing Courses. For designated courses, the post holder is responsible for providing administrative support to academic programmes. DUTIES AND RESPONSIBILITIES: 1. Administration for Academic Programmes a) Course-specific activities Be responsible for undergraduate administrative processes and procedures in the department, working closely with the department’s Director of Undergraduate Studies (DUGS). Maintain the department UG academic calendar (RACI Matrix) and administrative workload responsibilities related to UG programmes. Be responsible for departmental decision making for UG applications, having delegated authority to recommend decisions for prospective UG students on standard applications, filtering others to the DUG. Act as programme co-ordinator for the department’s PGR programme, working closely with the department’s Director of Graduate Studies. Provide support to Admissions Tutors in the processing of applications on the relevant admissions systems for PGR applications. Be responsible for maintaining the departmental PhD student database and for keeping individual student records (including supervision records) up-to-date (chasing students and supervisors where necessary), to facilitate student monitoring and ensure efficient responses to external audits (e.g. by the Home Office) of student attendance. To enter student information onto the Je-S studentship data portal (SDP) in a timely matter following commencement of studies. b) Award bearing courses - general Provide guidance and support to the FA3 Award Bearing Course administrators, delegating tasks as appropriate. Write and review standard operating procedures for departmental administrative processes, including templates for standard queries and activities Support the Departmental Coordinator with the design and construction of the department’s teaching timetable and ensuring adequate provision of rooms for induction events. Responsible for updating the timetable throughout the year, making and communicating changes, as required. Provide advice to current students, prospective students, graduands and alumni, either in person or through the email resource account: managing queries and providing information and guidance as needed, answering enquiries and requests for information and filtering queries to the other staff, as appropriate. Maintain and develop specialised student databases in line with University information security policies and Data Protection legislation. Maintain and develop accurate records of course and student files, including data on module registration, personal tutor and supervisor allocation, mitigating circumstances, appeals and any other relevant data. In collaboration with academic staff, ensure that relevant course documentation, such as feedback templates and module evaluation forms, are kept up-to-date and disseminated appropriately. Assist Course Managers with the review and enhancement of policies and procedures, including: maintenance of accurate records of assessment marks, coursework submission, feedback, late submission and non-submission of coursework, penalties, granting of extensions and attendance monitoring. Provide administrative support to the academic team to meet University quality assurance standards in the course and module approval and amendment processes. Be responsible for the module registration process including maintenance of the underlying course diets and regulations (within databases and in published media). Administer and maintain online essay submissions and manage the smooth running of the Tabula online system. Liaise with staff across the University involved in student affairs, including the Academic Office, the Office for Global Engagement, the Library and other academic departments. Be responsible for the effective dissemination of up-to-date programmes information and documents to all academic staff and students. Act as Committee Secretary for relevant Course Meetings. This involves preparing agendas, taking minutes, contributing knowledge of programme administration to aid decision-making and carrying out and following-up on actions arising from meetings. Ensure University quality assurance (including CMA guidelines) are adhered to in the production of all relevant documentation (e.g. Student Handbooks) for undergraduate and postgraduate research (PGR) programmes. Support the Course Managers with induction planning and preparation for arrival of new students. Act as the first point of contact for internal and external degree transfer requests, liaising with academic colleagues, central admission/student records and other departments involved. Process Temporary/Permanent withdrawal requests through Student Records keeping accurate records of returning dates for use during examination period. 2. Assessment: Evaluate, confirm and authorise student registration on the EMR system. Be responsible for the undergraduate assessment process, including ensuring exam papers are delivered to the Exams Office by the required deadline, arranging rooms and invigilators for tests, informing students of arrangements, and receiving completed assessments. Be responsible for all arrangements in relation to students requiring special arrangements for assessments: liaising with the Senior Personal Tutor, University Student Records Office and University Disabilities Co-ordinator, as necessary. Be responsible for generating exam board documentation and inform Academic Office on degrees awarded and produce pass lists for publication. Investigate missing marks and submissions with academic colleagues and students from departments. Coordinate Exam Boards, including collation of assessment results and samples for external examining, invitation to the exam boards, and ensuring that the reports of the External Examiners are discussed at the relevant meetings in the department. Maintain a schedule of upcoming upgrade and progress review panels for PhD students to advise the Director of Postgraduate Studies and supervisors, and manage all procedural arrangements relating to panels, plus associated record-keeping and reporting to the Graduate School. Manage all procedural arrangements for PhD viva examinations, including submission of examiner nomination forms, allocation of exam advisers, and communications with external examiners. 3. Other: Manage the Staff and Student conference funding accounts, seeking approval, accurately recording expenditure, processing claims on concur or paper forms. Contribute to the planning and coordination of events to enhance the student experience. e.g. running student focus groups and surveys, widening participation. Lead the coordination and promotion of NSS, PTES and Destination of Leavers of Higher Education (DLHE) surveys. Organise room bookings, catering, and registration for events, including the Open Days and Offer Holder Open Days. Be responsible for the planning and coordination of departmental graduation activities. Assist with routine financial tasks such as raising and amending purchase orders and chasing invoices. Carry out general office duties such as photocopying, filing, sorting post, answering telephone, taking messages, sending and checking e-mails, and generally supporting the Centre office. Perform any other duties that might be reasonably requested by the post-holder’s line manager or senior departmental colleagues.