Job Description JOB DETAILS DATE: February 2017 JOB TITLE: Administrative Assistant JOB HOLDER: Vacancy DEPARTMENT: Student Administration LOCATION: Paisley Campus REPORTING TO: Administrative Officer (Paisley Campus) DIMENSIONS The post-holder does not have any budgetary responsibilities. Under guidance from the Administrative Officers within Student Administration, the post holder will be expected to assist in the provision of supervision and training for temporary staff employed at peak periods of activity within Student Administration, for example, during examination diets, enrolment and graduation periods. KEY RESULT AREAS: As a member of Student Administration, the post-holder will be part of a crosscampus team providing a professional, efficient and effective administration service which is integral to all aspects of the student journey from the time of enrolment to the point of graduation. The key responsibilities of the post are : To provide administrative support to the Administrative Officer to ensure that the work of Student Administration is undertaken in a professional and effective manner, and that critical deadlines are met. This will require the post holder to have a full and detailed understanding of the processes and procedures associated with the department and to contribute to planning and Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 1
development activities. To provide an excellent, customer-focussed service to students, both those studying on and outwith UWS campuses. This includes ensuring that students receive accurate and detailed responses to enquiries, in a timely manner, with a focus on ensuring a high level of customer service, via face-to-face, e-mail and telephone communications. To ensure that all staff at the reception service of The Hub are appropriately trained and briefed about Registry processes. To use own initiative in providing responses to staff and students on enquiries relating to Student Administration activities, within the context of established procedures, liaising where necessary with appropriate internal departments to provide solutions, with limited guidance from the Administrative Officer. To ensure that requests from students for documentation are responded to in an effective and appropriate manner. These may include, for example, council tax exemption forms; status letters and academic transcripts. To assist in the on-going development of Banner (computerised Student Information System) to ensure that requirements for activities within Student Administration are accommodated by the system. This will include contributing to the specification and testing of enhancements to Banner. To undertake reviews of office procedures within Student Administration, in conjunction with the Administrative Officer, to ensure that processes and procedures are fit for purpose and continue to enhance the student experience. This will include using LEAN methodology to identify areas for improvement and development. A wide range of activities underpin the work of Student Administration, and the post holder will be expected to contribute to a number of the following key activities during the cycle of the academic year: To contribute to the preparation and organisation of on-line enrolment for students across all campuses, providing support to students via the electronic enquiry facility, dealing with e-mail and face-to-face enquiries, and liaising with Schools and other Professional Services Departments to identify and resolve issues/problems relating to enrolment. To maintain and update records on Banner and associated paper-based systems throughout the academic year, ensuring that personal details, withdrawals, leave of absence requests and programme changes are processed accurately and in a timely manner. To run validation and other reports, identifying and troubleshooting problems, and cleansing student data, to ensure a good quality of data is maintained. To liaise with staff in external agencies (including the Student Awards Agency for Scotland (SAAS), and the Student Loans Company(SLC)); in particular, will be responsible for working as part of a small team to ensure the Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 2
completion of the requisite statutory return on behalf of the University to SLC and SAAS. In addition, the post holder will ensure all data received from SAAS and SLC is matched to the correct students. To administer all student applications for the Protection of Vulnerable Group Scheme, dealing with all enquiries relating to this Scheme. This activity involves close communication with Schools staff and students. Post-holder must maintain systems for monitoring invoices received from Disclosure Scotland and calculating financial recharges to individual Schools. To act in a liaison role with staff at Disclosure Scotland in relation to enquiries about Protection of Vulnerable Group Scheme (PVG Scheme) applications. To report to Disclosure Scotland when a student has completed their studies or has withdrawn for the programme. To assist in the organisation of all University formal examinations. This includes the day-to-day activities which underpin the three diets of assessment per year, for example, ensuring availability of question papers for candidates, liaising with staff in Schools, and setting up arrangements for students with disabilities. To assist with the employment of external examination invigilators, including allocation of duties, recording timesheets and maintaining daily contact with invigilators during the examination periods. To support senior staff in the preparation for and operation of Progression and Awards Boards, ensuring that assessment results for students on all campuses are processed accurately and within strict and challenging deadlines. To make a significant contribution to the organisation of graduation ceremonies and prize-giving events, both through advance preparation and on the day of the ceremony. This involves producing accurate graduation programmes; producing graduation parchments, arranging seating for graduands, and responding to a range of queries raised by graduands and their guests. To produce and issue Diploma Supplements to all UWS graduates within the University which involves checking the accuracy of the transcript before it is issued. PLANNING & ORGANISING The objectives of the post are agreed with the Administrative Officer. Within this context, there is delegated authority to plan, organise and progress work of the office, subject to external deadlines and University procedures. The post-holder is expected to manage his/her own work with minimal supervision, prioritising the workload within set guidelines and using his/her initiative in day-to-day activities. Strict deadlines are required to be adhered to for many aspects of the work, although ad hoc requests and queries may take priority over planned tasks. Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 3
Some planning can be initiated up to six months in advance as part of the academic cycle of enrolment, assessment and graduation, with detailed planning being undertaken over a shorter timescale of several weeks. The post-holder is expected to review and abide by current legislation (e.g. Data Protection Act, Freedom of Information Act and Disability Discrimination Act) and to follow University policies and procedures. The post-holder should be prepared to work outwith normal hours during peak periods of activity. There are restrictions on holidays at certain times of year, and therefore the post-holder is required to show a flexible attitude to work. WORKING RELATIONSHIPS Internal Liaison Staff within the Student Administration across the other campuses Academic Schools and other University Professional Services departments, providing guidance and advice on Student Administration processes and procedures Students from diverse backgrounds and nationalities External Liaison Members of the public, especially at times of graduation and through external invigilation External agencies and organisations, for example, Student Awards Agency for Scotland, the Student Loans Company, Disclosure Scotland. Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 4
Person Specification Department: Registry Job Title: Administrative Assistant Education/Qualifications/Training: Qualifications Essential Educated to HNC level or equivalent, preferably in Business Administration or a related discipline, or have relevant and practical work experience Detailed knowledge of and proven ability in the management of spreadsheets and databases Desirable Educated to HND level IT qualification (e.g. ECDL) Experience: Essential Considerable administrative experience within a busy office environment, with experience of task management and prioritisation of work within a team environment Experience of working in a customer focused environment, providing guidance and advice in accordance with prescribed procedures Experience of identifying and resolving problems, liaising with other departments or staff where necessary Experience of updating and maintaining records Desirable Experience of working within an Higher Education institution Experience of working in a supervisory role within a small team of staff Experience of running reports, validating data, identifying problems and seeking solutions Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 5
Skills/Knowledge/Understanding: Essential Excellent working knowledge of Microsoft packages to an intermediate or advanced level, especially Excel and Word. Good time management skills and excellent attention to detail Good written and oral communication skills, with proven ability to work within a team environment in a supervisory or leader role Self-motivation, with an ability to work under pressure with minimal supervision at peak periods Desirable Knowledge of Banner or other computerised student management information system Personal Attributes: Friendly and approachable manner, with a strong customer focus Ability to respond to enquiries independently and using initiative, within a defined set of procedures Administrative Assistant Grade 3 (Student Administration)/February 2017 Page 6