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Administrative Assistant

3 months ago

Stirling, Stirling, United Kingdom University of Stirling Full time

Post Details
Full time
Open ended

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 Post

The successful applicant will work within the Faculty of Arts and Humanities with an expected start date of 01 March or by mutual agreement.

Administrative Assistants are responsible for delivering a range of activities relating to the administration of academic programmes, supporting the student experience, and providing assistance to academic staff, students and professional service colleagues across the Faculty.

As the first point of contact for staff and students you will demonstrate excellent communication, organisational and administrative skills and support the day today running 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 prioritise work in a busy environment.


Description of Duties

  • Work with the Faculty Administrator to support the effective operational delivery of a range of activities related to the student experience
  • Provide support to Heads of Division, Associate Deans, programme directors, module coordinators, other academic staff, professional services colleagues, applicants and students
  • Develop close working relationships with colleagues in central professional services teams
  • Programme and module administration
  • Liaise with Programme Directors/Module Coordinators regarding programme and module content; updating Single Source of Course/Akari information and reviewing degree programme tables
  • Processing programme handbooks, teaching materials and communications with students
  • Set up and maintain module material on the Virtual Learning Environment (Canvas)
  • Administration of ethical declaration procedures
  • Administering student attendance policies; liaising with Programme Directors/Module Coordinators on students at risk
  • Responsible for appointment of external examiners, examination papers, organisation of PhD vivas, and all arrangements including minuting of examination boards
  • Responsible for marks upload and processing Examiners' Report forms for student awards
  • Responsible for administration of late submission of essays/extensions and ensuring that module coordinators are advised
  • Supporting Student Staff Feedback Committees and other Divisional and Faculty Committees as required
  • Provide administrative support for Faculty contribution to Open and Applicant Days; contribute to other Faculty and University events as required
  • Organise visiting speaker programmes
  • Monitor risk assessment processes within the Faculty and support staff with the arrangement
  • Liaise with academic staff to refresh web content (e.g. online course pages, student profiles, testimonials, student videos, news items);
  • Assist with recruitment, marketing and conversion activity as required; distribution of material to current students, applicants and alumni
  • Raise purchase orders and process staff and student expenses
  • Organise travel arrangements
  • Responsible for maintaining fixed assets register
  • Liaise with property management regarding the refurbishment and redecoration of offices and the replacement of equipment
  • Order and maintain office supplies
  • Undertake personal development in skill areas related to the post
  • Contribute to the development of revised processes and policies which will enhance the student experience and ensure such processes and policies are implemented; work collaboratively with colleagues in the Faculty and wider University to share best practice
  • Undertake any other duties and responsibilities, commensurate with the grade of the post, as directed by line manager.

Essential Criteria

Qualifications:

  • Good educational background (to at least HND level) or equivalent professional experience
Knowledge & Experience

  • Proven experience in administration, preferably in the HE sector
  • Demonstrate experience of using a range of relevant IT packages
Skills & Attributes

  • Excellent organisational skills and ability to prioritise a demanding workload and supervise tasks within a team in a pressurised environment
  • Resilience with the ability to work under pressure to tight deadlines, whilst maintaining high standards of quality and accuracy
  • Ability to communicate effectively with individuals from a wide range of backgrounds and cultures
  • Experience of dealing with confidential issues with tact and
  • Ability to foster good relationships and be diplomatic
  • Ability to work independently and as part of a team
  • Creative and positive attitude with a commitment to service quality
  • Sound administrative, organisational and process management skills
  • Flexible and a willingness to learn and develop
  • Excellent communication (oral and written) and interpersonal skills
  • Demonstrable ability to identify problems and propose solutions
  • Previous experi