Education Administrator at Newcastle University

The Role

We have an interesting opportunity for an Education Administrator to join our team. 

You will be based at our Newcastle-upon-Tyne campus that has fantastic transport links and state of the art facilities.

We are looking for someone with skills in:

• Communication – written, oral and able to demonstrate empathy,
• IT – Microsoft packages
• Organisation and prioritisation

To provide administrative support to the School of Medicine administrative team with a focus on Interclation.   

This is a part time position for 29.6 hours per week.

Key Accountabilities 

• To work with the academic lead for those students taking a year out of their degree programme (Intercalation), to oversee the management and organisation of the Intercalation process
• To support the complex process of nomination and allocation of internal and external intercalation bursary applications and awards, including oversight of the budget
• To provide support for the arrangement of student Intercalation placements and maintaining accurate records
• To provide support for the allocation of research projects to students
• Where appropriate to act as secretary to designated meetings (such as the Intercalation bursary meeting in February and Specialist Topics meetings throughout the year,) including agenda preparation and circulation, minute taking and monitoring progress of actions
• Responsible for determining and inputting amendments to annual documentation such as modules and regulations, seeking advice from academic colleagues where necessary
• Responsible for providing guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required
• Acting as expert user of the various University systems, and for training other staff where appropriate
• Responsible for dealing with student notification of absence requests, and for responding to information requests linked to external audits, e.g. Home Office and professional bodies.  In addition, liaison with relevant personnel regarding information required for completion of international sponsored student reports
• To organize practical assessments and assist in setting up examination venues
• Responsible for collation of timetable requirements in agreed timescales and, in liaison with the Education Team Leader, managing the practicalities of proposed timetables, taking into account appropriate locations (including multi-site on and off University premises), external partners who are involved in timetable delivery (including CPD jointly taught with Masters modules), and liaising with academic staff regarding requirements, advising on constraints and practicalities of requests
• To provide support for the arrangement of student placements for and maintaining accurate records
• To support the annual quality assurance processes and assist with the preparation of documentation necessary for Teaching Quality Assessments.
• To manage the allocation of duties and workload of staff where relevant. The Education Administrator will act on behalf of the Team Leader as requested along an agreed set of guiding principles
• Any other duties within the scope and general nature of the grade which may be required.  This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year)

The Person 

Knowledge, Skills and Experience

• Initiative and judgement to resolve problems independently
• Good written and/or oral communication skills
• Good numeracy skills 
• Excellent IT skills. Ability to use Microsoft Excel, Word, Outlook, and PowerPoint, and ability to type documents with both reasonable speed and accuracy and the ability to manipulate and analyse information for management purposes
• Ability to build familiarity with work priorities and those of colleagues
• Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
• Ability to apply relevant health and safety and other University policies and procedures

Attributes and Behaviour

• Planning and Organising 
  • Effective at working independently, organising and managing a heavy and complex workload 
• Delivering Services 
  • Co-operates with others in achieving targets
  • Takes responsibility for achieving own targets
  • Has a positive attitude for doing things better
• Team working 
  • Contributes to the work of the wider time

Qualifications

• Good passes in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in the unit or a comparable setting