Mibtp Doctoral Training Programme Assistant

6 days ago

University of Warwick, United Kingdom University of Warwick Full time

Full Time (36.5 hours per week) Fixed Term contract with immediate start until 3 March 2024

An exciting opportunity has arisen to join a small team of administrators within the Midlands Integrative Biosciences Training Partnership (MIBTP) at the University of Warwick as a Doctoral Training Programme Assistant. This team deals with student administration and enquiries related to the doctoral training programme.

Acting as the first point of contact for the students on a variety of matters, you will communicate with a diverse representation of people at all levels whilst providing excellent customer service.

An ability to build good working relationships and communicate in a friendly and professional manner is required.

Having excellent organisational and planning skills, with a keen eye for detail and experience in customer service, as well as an ability to work as part of a team.

You will have general understanding or experience of using systems to record, track and monitor information and processing basic financial information such as travel claims, purchase orders, invoices, budgets in a timely manner. Specific training can be provided for our inhouse finance system.

You will support the Senior Officer with coordination and student event arrangements and with publishing / promoting PhD project opportunities within the specific MIBTP website student newsfeed and social media.

Applications via the HR website should include a CV and a covering letter expressing your interests in this post. Within this information you should show how you meet the requirements of this role by reference to the essential (and where applicable, the desirable) criteria detailed in the personal specification.

Interview Date: TBC.

**JOB PURPOSE**

To provide efficient and effective administrative support for Doctoral Training Programme Officer and an excellent level of customer service to students and staff.

**DUTIES AND RESPONSIBILITIES**

**Information Management and Programme support**
- Liaising with MIBTP staffs in relation to interviews, offer letters, admissions status and enrolment.
- Accurately maintaining of student records (including chasing departments/students for information related to absence, sick pay requests).
- Assisting the Senior Programme Officer with co-ordination of training programme elements including mini-projects, masterclasses and taught modules.
- Responsible for recording attendance monitoring points.
- Assisting the Senior Programme Officer to ensure agreements for studentships and Placements are signed and filed correctly.
- Organise, co-ordinate and administer committees and meetings as required including preparation of agenda, reports, taking minutes and ensuring action points are completed.
- To undertake other duties and responsibilities as required, appropriate to the grade of the post, as agreed with the Line Manager.

**Finance**
- Requesting OPeRA accounts and advising students of available budgets.
- To receive student travel and subsistence claims.
- To track and advise students on entitlement to stipend and sick pay entitlement.
- Raising purchase orders, processing and coding of claims and invoices and keeping student funding logs up to date.
- Ensuring staff and students are aware of the financial regulations imposed by both the University and BBSRC.

**Event Co-ordination and Publicity**
- Maintaining and updating the MIBTP website student newsfeed and social media in liaison with the Senior DTP Officer.
- Create webpages to advertise PhD project opportunities.
- Support the Senior DTP Officer with arrangements for induction and other cohort activities, including booking rooms and refreshments.
- Managing the online booking process for training events by creating bookable events on Skills Forge.

**Student Support**
- Provide exceptional customer service for day-to-day student enquiries from students and staff ensuring that enquires are dealt with in an appropriate, timely fashion and any more complex or delicate matters are referred to the Senior DTP Officer or Programme Manager.
- To advise students on procedural matters related to the training programme, funding terms and conditions and registration status.

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

The University of W

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