Learning and Teaching Support Administrative

**Job Purpose**
Act as first point of contact on the School of Engineering’s Teaching Office reception desk providing comprehensive administrative support to the school’s academic and administrative staff as well as to undergraduate and postgraduate Engineering students. Be responsible for maintaining key systems within the School of Engineering Teaching Office related to teaching and quality assurance.

**Main Duties and Responsibilities**
1. To act as a first point of contact at reception in a busy teaching office for staff, students and internal/external customers, communicating efficiently, effectively and courteously.
3. Provide administrative support to student conduct cases including logging of cases, liaison with the Senate office and clerking of School conduct meetings.
4. Provision of administrative support to disciplines in the School of Engineering. Provide administrative support (clerk) to key discipline committees e.g. discipline meeting and staff student liaison committee meetings, making use of University systems (such as Sharepoint) for the management of committee paperwork. Production of accurate minutes from these meetings. Administrative support for Q.A. activities within discipline including processing of changes to course and programme approval documentation, preparation of documentation for accreditation.
5. Administration of examinations including preparation of exam papers ensuring the moderation process is followed. Clerk to the Board of Examiners. Liaise with the external examiner and prepare all information required by him/her for pre-exam board scrutiny. Design and processing of Teleform exam scripts. Publication of results.
6. Archiving of examination materials in accordance with the University retention plan.
7. Provide general office duties e.g. maintaining office equipment, responsibility for the upkeep of notices and maintenance of stationery stores. Identify and contribute to the implementation of new office procedures to continually improve office systems.
8. Monitor and approve all local room bookings with the School of Engineering.
9. Undertake any other duties as directed by the Head of the Teaching Office.

**Knowledge, Qualifications Skills and Experience.**

**Knowledge/Qualifications**

**Essential**:

A1 VQ 2/3, Standard Grades or equivalent including English or relevant work experience
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**Desirable**:

B1 Knowledge of University systems and Higher Education procedures.

**Skills**

**Essential**:

C1 Proven excellent administrative skills.
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C3 Ability to work under pressure, and prioritise a busy workload responding to changing priorities as appropriate whilst maintaining a high standard of customer service
C4 Ability to use own initiative and be pro-active in planning ahead.
C5 Ability to work under mínimal supervision as well as working as part of an extended team.
C6 Deal with confidential and sensitive matters with tact and discretion.
C7 Excellent attention to detail (e.g. accuracy and precision in data entry)
C8 Flexibility and willingness to adapt to change.
C9 Proven analytical, problem solving skills.

**Desirable**:

D1 Commitment to continuous personal improvement.

**Experience**

**Essential**:

E1 Relevant work experience preferably within Higher Education

**Desirable**:

F1 Experience of using My Campus or other student records system
F2 Teaching administration experience

**Dimensions**
First Point of contact for up to (Staff: 156; Students: 2000 UG + 750 PGT)
Admin support for approx. 430 students in one of the Schools disciplines inc. clerking 3 exam Boards per year, 2 SSLC’s per year, 2 discipline meetings per year.
Preparation of 60 exam papers per year over 3 diets of exams
Approval of local room bookings, approx. 50 per week.
Processing of all coursework submitted to the Teaching Office (10,000+ during teaching weeks)

**Job Features**

**Planning & Organising**:

- Work independently to plan and prioritise busy workload effectively and efficiently to meet the requirements of the School.
- Plan coursework administration in accordance with pre-set deadlines.
- Prepare for degree examinations working to Registry deadlines.
- Provide administrative support to allocated committees including preparation for Board of Examiners

**Decision Making**:

- Make decisions relating to day to day work e.g. dealing with an unplanned event or situation that arises.
- Use own initiative to respond to general day-to-day enquiries both from students and visitors.
- Use own judgement to identify the appropriate person to whom issues arising should be referred.

**Internal/External Relationships**:

- Liaising closely with academic and administrative colleagues in the School and in University Services.
- Liaising closely with External Examiners for monitoring the quality of the degree.

**Problem Solving**:

- Pre-empt problems and ensure systems are in place to prevent or minimise occurrence.
- First point of contact for incoming enquiries from stu