Mid Senior Academic Coordinator

2 months ago

London, United Kingdom METANOIA INSTITUTE Full time

**JOB DESCRIPTION**

Job Title: Mid Senior Academic Coordinator

Hours: 35 hours per week

Location: 13 North Common Road, Ealing London W5 2QB/13 Gunnersbury Avenue, Ealing W5

Responsible to: Faculty Head

Type of Employment: Permanent

**Main purpose of the job**

To administer current and future courses offered by Metanoia Institute within the faculty and to assist in the development of new programmes; To contribute to the operation, management and development of the Faculty and the Institute.

Metanoia Institute is a busy and expanding organisation incorporating a wide range of academic programmes and thus necessitating dedicated administrative support that provides a key interface/contact with relevant validating universities and professional bodies.

This post requires a senior administrator with the ability to work proactively, demonstrating confidence and a high level of administrative capability.

**Key areas of responsibility**
- To provide comprehensive administrative support to the Faculty Head and Subject Specialists including:

- preparing offer letters and annual training contracts;
- creating student database records and ensuring maintenance of accurate database records;
- coding and logging of payments;
- submitting professional body registrations as appropriate;
- ensuring accurate and timely information is given to the finance function for invoicing;
- monitoring student numbers;
- preparing registers and course materials for introductory workshops and programmes;
- ensuring all handbooks are amended/updated as necessary;
- administering the marking of coursework, student feedback, recording marks and ensuring they are collated;
- maintaining all student records;
- ensuring that all relevant written work and correspondence is regularly despatched to External Examiners;
- ensuring all relevant paperwork is prepared for Assessment Boards;
- processing and preparing credit transcripts, certificates of completion and Diploma certificates;
- maintaining an effective office system to include filing and monitoring of records;
- keeping all records and correspondence regarding Primary Supervisors, Therapists, Assessors and External Examiners;
- liaising closely with the Faculty Head in managing administrative arrangements for professional meetings in the department such as tutor team meetings and supervisors days;
- preparing relevant statistics and summary information of importance to annual monitoring by validating universities;
- preparing agenda and papers and participating in team meetings and taking minutes;
2. To liaise closely with, and support, the Faculty Head, Subject Specialists and other staff within the Department.

3. To answer the telephone and deal with general enquiries.

4. To assist in the marketing of programmes by creating appropriate course leaflets to ensure accurate course details are available at all times and liaising with previous applicants;
5. Complying with GDPR regulations at all times.

6. To prepare and maintain an Administration Procedures Manual for the post.

7. To carry out any other tasks that may be reasonably requested by, for example, taking messages from the answer phone and providing assistance to other departments during periods of staff absence, and taking minutes during certain academic boards.

8. To act as an ambassador for Metanoia Institute at all times, upholding its values and professional standards when liaising with external bodies, attending external events, conferences or seminars.

9. To work in accordance with Metanoia Institute’s Equal Opportunities Policy, Codes of Ethics and Professional Practice, Complaints Procedures and Health and Safety Policy and any other relevant corporate policies which may be introduced from time to time.

**Other Duties**
- Any other duties as may be reasonably required.

**PERSON SPECIFICATION**

**Essential**

**Highly Desirable**

**How Assessed**

**Qualifications**
- A first degree or equivalent qualification/experience.

**-**

Application

Certificates

**Experience**

A minimum of three years’ experience of undertaking administration in an HE setting or equivalent.

**-**

Supporting Statement

Application

Interview

Reference

Experience of working with a range of office software.

**-**

Experience of data entry.

**-**

Experience of committee servicing.

**-**

**Skills**

Excellent interpersonal skills including the ability to deal effectively with students and staff at all levels.Supporting Statement

Application

Interview

Reference

Excellent planning and organisational skills.Excellent oral and written communication skills.Thorough knowledge of MS Office.Knowledge of current developments in UK HE.Formal Office Skills training, including excellent keyboard skills.**Knowledge**

The ability to work under pressure and prioritise workloadSupporting Statement

Application

Interview

Reference

The ability to act on own initiative and work independently and maintain a high standard of work

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