School Administrator

4 days ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
In conjunction with the other School course administrators, to provide comprehensive administrative support to academic staff and students for the efficient operation of Learning and Teaching within the School of Modern Languages & Cultures (SMLC) To work towards continuous improvement and harmonisation of administrative process across the SMLC.

**Main Duties and Responsibilities**3. Manage all pre-course administration to ensure timely and efficient running of the course and to enhance the student experience. This will include organising student induction days, preparing course and tutor handboooks, set up of course spreadsheets and Moodle sites, managing all room bookings and timetabling for the Pre-sessional English Programme on the University’s Central Room Bookings system and input to MyCampus via class scheduling component, ensuring correct size of rooms and any other facilities required for the programme taking into account tutorial group sizes, numbers and disability issues.
4. Support the Head of School Administration and EAS Management in course planning, staff recruitment and planning of tutor induction days.
6. Support the financial aid process to add aid and fee waivers to student records using MyCampus and resolve any queries relating to Financial Aid.
7. Monitor and review SMLC web pages to ensure accuracy of information and update as required.
8. Liaise with service departments across the University and external organisations as appropriate to expedite the workings of SMLC. This may include arranging travel and accommodation for staff and visiting speakers.
10. Liaise with other secretarial/administrative members of the support team within SMLC in order to create and manage standardised procedures and implement best practice across SMLC. Participate in appropriate continuing professional development in order to increase the skills base of the team.
11. Employ University procedures in relation to the confidentiality of personal data relating to staff and students.
12. Contribute to the delivery of an excellent level of administrative support for staff and students across the School, supporting colleagues in the SMLC admin team and undertaking other administrative duties in support of the School’s learning, teaching and research aims as requested by the Head of School, Head of School Administration and Programme Directors.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 SCQF Level 5 (National 5 or 6, SVQ Level 2/3) in secretarial or administration and English or equivalent.
A2 Demonstrable knowledge of matters relating to visas for study purposes.
A3 Demonstrable knowledge of cultural differences for learners from a wide range of backgrounds.

**Skills**

**Essential**
C1 Excellent organisational, communication and IT skills.
C2 Good interpersonal skills and telephone manner marked by tact, diplomacy and discretion.
C3 Ability to work proactively, multi-task and to use initiative and judgement to resolve problems independently when possible and appropriate.
C4 Ability to prioritise work load and work independently with minimum supervision while also being able to work as a member of the team.
C5 Ability to work under pressure and to tight deadlines.
C6 Attention to detail.
C7 Commitment to continuous improvement.

**Desirable**
D1 Practical experience of MyCampus, CMIS and other University of Glasgow IT based systems.

**Experience**

**Essential**
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.
E2 Previous experience of working in a Higher or Further Education environment.
E3 Experience of working with students, including international students.

**Job Features**

**Planning and Organising**
Plan and organise workload effectively and efficiently both on a daily basis and more long term, covering all aspects of EAS teaching, meeting tight deadlines and resolving competing priorities.

**Decision Making**
Exhibit a high level of confidence in making decisions within agreed boundaries and referring appropriately outwith these. Handling issues independently as they arise and making decisions regarding planning workload effectively and proactively responding to changing issues and priorities. Initiating cyclical tasks (e.g. assessment/examination task, course handbook generation).
Recommending improvements to office practices and School developments steering towards harmonising the ways in which the SMLC support services are provided.

**Internal/External Relationships**
Develop and maintain good relationships with internal and external colleagues. Daily contact with academic staff and students across the School, and peers within the University to provide/exchange information. Regular contact with external individuals and organisations (e.g. cultural institutes, embassies, British Council) and

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