University of Warwick Hiring for Senior Education Services Support Assistant x2 Job at United Kingdom , UK Full Time

The Educational Support Services team provides administration for School of Life Sciences courses and programmes. The key purpose of this role is to develop and manage the administrative processes and systems related to the School’s undergraduate programmes, thereby ensuring that an effective and supportive environment is provided to all students, staff and external contacts. This will involve providing support for administration of student records, student support, all areas of assessment and course and programme level processes, as well as contributing to other events in the student lifecycle, such as recruitment.

DUTIES & RESPONSIBILITIES

Role holders will assume an appropriate proportion of the responsibilities listed below and may specialise in certain tasks but will expected to flexibly assume responsibilities to meet the needs of the School and provide cover for absences.

1. Student Administration:

• Managing the processes and maintenance of accurate student records, using software and web applications such as SITS, Moodle and Tabula. This includes processing course transfers, withdrawals, module registration, module diets, receiving and processing unusual option forms and allocation of students to personal tutors.

• Provide support for the School’s mechanisms for student induction and enrolment, including the preparation of materials, information packs and other published information for current and prospective students including those on Erasmus and other exchange programmes.

• Maintenance of efficient and accurate office procedures including the setting up, maintaining and archiving of student data in both physical and digital files.

• Responsibility for the set-up of registers and monitoring points and the recording of attendance monitoring data.

• Monitoring student attendance, liaising with academic and administrative staff about appropriate courses of action and advising staff and students accordingly.

• Processing assessment extension and self-certification requests.

2. Student Support:

• Acting as an initial point of contact at our Student Reception, ensuring enquiries are responded to in a helpful, appropriate and timely way and escalating queries were necessary.

• Providing information and advice on standard questions regarding all aspects of our degree programmes, such as module registration, degree course regulations, student records, monitoring points, mitigating circumstances, arrangements for assessment submission and our personal tutor system.

• Managing and maintaining arrangements for students who require reasonable adjustments.

• Responsibility for recording outcomes for mitigating circumstances claims, communicating with students, organising panels and referring cases to the Senior Tutor as needed.

• Contributing to student handbooks and communications.

3. Assessment:

• Responsibility for setting up and providing information for the submission of assessed work (online or physical), enabling the accurate recording of assignment marks, and the distribution of feedback to the students.

• Maintaining and communicating information about deadlines and School procedures for assessed work to markers and moderators.

• Keeping accurate records of specific assessment activities including extensions, waivers, penalties, turnaround times and outcomes of academic conduct investigations.

• Providing support with the checking, collection and recording of assessment marks, the distribution and archiving of assessed work, via physical media, electronic files and web applications.

• Co-ordinating accurate, user-friendly and timely documentation for markers and moderators.

• Supporting examination boards in organising meetings, preparing and distributing documentation, writing minutes and recording outcomes.

4. Course Administration:

• Contributing to the School’s events, including open days (which may include occasional working at weekends), welcome, induction, graduation and social activities.

• Providing administrative support for admissions, including organisation and communications support.

• Providing administrative support for admissions, including answering email enquiries and escalating them where required.

• Co-ordinating, collecting, collating and publishing module feedback, and creating reports on the information.

• Providing support with keeping web-based and learning platform content for teaching related pages up to date.

• Providing support for teaching committees and panels. This may involve collating and distributing agendas and supporting documents, writing minutes,

maintaining web pages and following up on actions arising.

5. Other:

• Assist administrative and academic staff by carrying out general office duties such as printing, typing, photocopying and filing.

• Creating and maintaining documentation to enable new or cover staff to carry out responsibilities.

• Undertaking training as required to maintain knowledge and understanding of systems and procedures.

• Maintaining knowledge and understanding of information security protocols and applying to all tasks.

• Developing relevant relationships with other academic and non-academic departments.

• Any other duties that the senior ESS staff or appropriate academic colleague may reasonably request to support the general administration of the School.