The Post
You will be based within Student Administration as part of the wider Student and Faculty Operations grouping which brings together central and faculty professional services teams.
Student Administration comprises of two teams. One focussed on timetable, exams and graduation activities and the other providing support to UG, PGT and PGR students and programmes. Your time will be divided as required between both teams.
You will be responsible for delivering a range of activities relating to the administration of academic programmes and other activities, supporting the student experience, and providing support to academic staff, students and professional service colleagues.
You will demonstrate excellent communication, organisational and administrative skills and be proactive in supporting the day-to-day operations of a busy office. An interest in supporting the student community is essential as is the ability to work flexibly as part of a team and manage competing priorities to maintain a high standard of service at all times.
You will be responsible for coordinating and supervising tasks within a team of Administrators. Adopting a continuous improvement approach, you will ensure that systems, processes and procedures are customer focused and compliant with both University regulations and the requirements of external bodies.
Working closely with colleagues within central professional services teams is essential and key relationships will include Academic Registry, Admissions, Faculties, Financial Services and Student Support Services.
Informal enquiries should be made to Student Administration Managers Claire Heard - Claire.Heard@stir.ac.uk or Dani Tovey - Dani.Tovey@stir.ac.uk
Description of Duties
Leadership and Coordination
* Reporting to the Student Administration Officer, coordinate and supervise a range of duties to deliver an efficient and effective service to staff and students; use initiative and exercise sound judgement to resolve any issues that arise, seek appropriate advice, and elevate when necessary
* Support the Student Administration Officer, to provide induction and training to members of the wider professional services team
Main responsibilities
* Work with the Student Administration Officer to coordinate and provide administrative support across a range of academic programmes and activities to deliver an excellent student experience and high levels of customer service; provide support to all academic and professional services colleagues, applicants, and students
* Process student initiated requests for leave of absence, programme change and withdrawal of studies, ensuring adherence to appropriate regulations and procedures
* Support the team in ensuring that the production of draft and final exam timetables are published in line with the University examination policy and to agreed timescales using the university’s exam timetabling system
* Manage exam accommodation to ensure that appropriate venues are available in line with requirements and that all venues are set up prior to each of the exams in accordance with University regulations and agreed expectations
* Manage the University exam paper production process liaising with faculty and Accessibility & Inclusion colleagues ensuring candidates exam requirements are accommodated for those with exam adjustments. Ensuring that appropriate security measures and arrangements are in place for the secure storing and issuing of exam paper packs to invigilators
* Provide an effective enquiry response, managing all relevant telephone, Teams and email enquiries from students, staff and stakeholders
* Contribute to the ongoing development of business processes, procedures and working practices within the team to support continuous improvement and optimum efficiency
* Contribute as required to testing and implementing system developments
* Support graduation activities of the team including allocation of seating; production of the graduation presenter scripts for the ceremonies; production of award documents and extracting data for third parties and senior colleagues
* Co-ordinate exam deferral applications process, assessing student applications
* Responsible for reviewing annual student progression, applying university regulations and advising students
* Responsible for updating student records and applying sanctions as a result of academic integrity
* Co-ordinate and support the student journey, providing support to students with any changes to their programme of studies. Where required agree and implement bespoke variant programmes of study
Please see the full job description for further detail.
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