Job Number
BU03875
School/Department
North Wales Medical School
Grade
4
Contract Duration
Permanent
Responsible to
Assessment and Data Officer
Overview
North Wales Medical School
The North Wales Medical School champions and promotes excellence in medical and health sciences through quality research, scholarship and teaching and learning, The School shares its values with people who use their services, practitioners and stakeholders. The School promotes language and cultural competence relevant to local, national and international partners, and provides an inclusive culture and environment for staff and students.
Purpose of the Job
Provide administrative support across a wide range of areas, with a primary focus on assessments, supporting the operational and customer service needs.
Main Duties and Responsibilities
1. Undertake a variety of administration tasks as directed by the Assessments and Data Officer across a range of locations based on operational requirements.
2. Support the organisation of written and clinical exams: booking venues, organising staff and examiners, patients and actors and written question bank support.
3. Provide in person support for scheduled assessments.
4. Support the generation of marks, recording of marks and production of feedback to students.
5. Undertake the processing of a variety of tasks as directed; these are likely to be high-volume transactions, or well-defined processes/procedures related to examinations and assessments. Prioritising and working to deadlines.
6. Contribute to the development of, and work to, agreed service standards.
7. Respond to a range of information requests from both students and internal and external customers either in person, by phone or e-mail. Answering where able to do so and escalating on to the appropriate person(s) as and when necessary, in a professional manner.
8. Maintenance of electronic information systems including databases, virtual learning environments and handbooks.
9. Organising meetings, drafting agendas, preparing papers, taking effective minutes, and circulating as appropriate.
10. Collaborate with others to make recommendations for developments of established processes and procedures.
11. Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and external bodies as required.
12. Work as part of a team to support the wide-ranging administration of the Medicine and Pharmacy programmes ensuring that core support services are maintained. As part of the administration team, there is an expectation that you will participate in School events, including but not restricted to, assessments, graduation and recruitment and admissions events. Some of these events will involve working outside of normal working hours / days.
Other Duties and Responsibilities
13. Perform other duties occasionally which are not included above, but which will be consistent with the role.
14. The post holder will be expected to participate in performance review and developmental activities.
15. The post holder will be expected to comply with the University Equal Opportunities Policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
16. The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
17. The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.
Person Specification
Qualifications/Training
Essential
18. Educated to GCSE level or NVQ level II in a relevant subject, or demonstrate equivalent experience.
Experience/Knowledge
Essential
19. Experience of working within an office / administrative environment.
20. Experience of dealing with queries and communicating effectively and professionally with a wide range of people.
21. An understanding of the importance of processes, procedures and standards.
22. Experience of organising meetings and minute taking.
23. Able to maintain confidentiality and have a working knowledge of GDPR requirements of the role.
24. Recognises when the limits of own authority or ability are reached and involves others as appropriate.
25. An understanding of the needs of culturally diverse staff and student body.
Desirable
26. Experience of planning and organising events
27. Experience of data entry and record keeping.
28. A basic understanding of academic regulations and procedures.
Skills/Abilities
Essential
29. Proficient in the use of Microsoft Office applications (Word, Excel, Teams etc.)
30. Accurate data entry and attention to detail.
31. Excellent organisational skills and ability to handle and prioritise a varied and time critical workload.
32. Good communication and inter-personal skills, with the ability to communicate effectively, both orally and in writing
33. Deals with situations according to policy, procedures and service standards.
34. Ability to be proactive and identify and recommend changes for improvement where appropriate.
35. The ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post.
General
We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.
All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.
All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.