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Senior Postgraduate Administrator
4 months ago
To undertake and manage the postgraduate systems and processes to ensure the smooth and efficient running of the Programme administration (approx. 120 students at any given time) under the advice and guidance of the Director of Studies. Specifically:
- To be responsible for all the general, personnel and financial aspects of the Programme.
- To ensure the continued effectiveness and efficiency of the administrative processes, reviewing processes and documentation related to student records and information where necessary.
- To organise and direct the annual events of the Programme.
- To resolve specific issues and problems that arise from the Programme.
- To report to the Director of Studies and Director about the Programme.
- To represent the Programme to the University of Cambridge, including the Degree Committees, School of Life Sciences, Clinical School, and the wider academic community.
- To respond to and implement new initiatives suggested by the Director of Studies
- To liaise with the UKSBS shared service centre, MRC Head Office and UKRI as appropriate.
**Main duties/ Key responsibilities**:
- Provide the Director of Studies, supervisors and students with direct, high-level administrative advice and support across all aspects of student administration.
- Organise the PhD recruitment process including:
- organising publicity for the Programme, such as representing the LMB at the University Postgraduate Open Day
- preparing and circulating interview invitations
- logístical organisation of interview days, including managing the LMB Scholarship process
- monitoring the number of offers, issuing offer letters, recording offer responses and producing admission statistics
- Ensure all relevant personnel and University paperwork relating to the Programme is completed and processed including:
- creating, maintaining and updating all electronic and paper student records and databases, ensuring high quality information and compliance with data protection legislation
- preparing and issuing contracts for students
- preparing paperwork and other information for payroll, being the main point of contact for any queries from the payroll team at the UKSBS shared service centre or from students
- reconciling LMB records with the University when requested
- coordinating and monitoring submission of first year student reports and annual student reviews
- managing studentship extensions
- overseeing thesis submissions and examiner forms
- ensuring compliance with all external reporting requirements (JeS student data portal, University of Cambridge CamSiS system, ResearchFish)
- Advise students on all administrative issues regarding their progress and ensure that they and their supervisors are aware of their responsibilities and relevant University deadlines.
- Oversee the annual events of the Programme, alerting the Director of Studies, students and their supervisors to upcoming events and deadlines.
- Organise LMB student induction, first year talks, training courses, lecture series, careers seminars, and feedback sessions.
- Ensure final year students complete their PhDs.
- Act as the focal point for the dissemination of advice and information on policy, practices and procedures for the Programme.
- Act as the first point of contact for student and supervisor queries, providing advice and guidance where appropriate, ensuring discretion over sensitive personal and policy issues and passing more complex enquiries to the Director of Studies as soon as possible.
- Draft annual office and Programme budgets and reforecast spreadsheets in consultation with the Director of Studies and LMB Finance.
- Manage the office and Programme expenditure against budget including travel, training, studentship funds and top-ups, ensuring compliance with policy and proper use of public funds.
- Manage any private fund expenditure, ensuring compliance with the reporting requirements and appropriate use of the funds.
- Liaise with the Graduate Admissions Office, the Colleges, the Cambridge Trusts and other funding bodies on individual cases.
- Keep up-to-date with all University and College funding possibilities including eligibility criteria, regulations and deadlines and liaising with prospective students regarding funding opportunities.
- Provide secretarial support for postgraduate meeting, including organising meetings, drafting agenda, attending meetings, taking minutes and implementing decisions as appropriate.
- Attend and contribute to LMB Administrator meetings.
- Keep up to date with all changes/developments to student policies and University guidelines and, in consultation with the Director of Studies, arrange implementation and update the information on the LMB intranet and website (with support from VisLab) to ensure that prospective and current students have the most up-to-date information and guidance available.
- Gather and manipulate data on various aspects of the Programme as required.
- Keep under review methods of
