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University of Warwick Hiring for Teaching and Learning Officer Job at United Kingdom , UK Full Time
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JOB PURPOSE
Permanent Position, 36.5 hours per week
WMG is one of the largest academic departments at the University of Warwick. At WMG, we have over 2000 part-time and overseas students, on programme both here in the UK or at one of our overseas centres. We are an established but evolving team and WMG is a leader in providing innovative education. We are currently looking for someone to join our team of Teaching and Learning Officers, who have responsibility for different areas of education administration. This position will be one of three Teaching & Learning Officers reporting into the Teaching & Learning Manager for Part-time, Degree Apprenticeships & Overseas Education. The post holder will have direct line management for at least one team member and a small team of administrators thereafter. There are currently 2 vacancies available.
This vacancy focuses on the medium-long term operational management of a particular suite of programmes which are custom programmes delivering top quality education for students coming from a variety of roles within industry. We offer many professional education courses from short courses through to Degree Apprenticeships and Masters’ programmes.
Working with the Teaching & Learning Manager and with members of your team, you will be responsible for the planning of teaching delivery, including the maintenance of teaching schedules, management of student records including course and module registrations, marks and feedback and exam board preparation. You will be able to resolve complex queries and issues and ensure compliance with rules and regulations laid out by University and Government departments such as ESFA.
You will have outstanding interpersonal skills and a track record of solving complex issues independently. You’ll enjoy the responsibility of managing an administrative team and be able to build relationships readily with your direct team but with wider colleagues and external contacts alike.
You’ll understand the need to be constantly looking to improve administrative processes in line with regulation and you’ll work alongside other Teaching & Learning Officers to ensure consistency across our suite of Part-time Education.
You will support our client facing activity once students are “on programme”, ensuring reporting of progress through committee and steering group meetings.
You will need to become a ‘power user’ of our electronic systems for the management of student administration, such as SITS, Tabula and One File, able to trouble shoot and liaise with developers to identify issues and improvements, as well as train others, so a high level of computer literacy is a must.
You will have excellent written and interpersonal communication skills, well developed organisation and negotiation skills, and an ability to prioritise and work under pressure.
Please note that due to the accessibility of student information within this role, recent WMG graduates, and current Warwick students are not eligible to apply.
Interview Date: TBC
Job Description
JOB PURPOSE
To provide a high standard of administrative and managerial support to WMG education programmes, with responsibility for one or more specific areas of administration across Part-time, Degree Apprenticeships and Overseas Education.
DUTIES AND RESPONSIBILITIES
The management of three or more specific areas of administration within a WMG education programme, examples of which could include:
Programme Operations
a. Scheduling of modules as directed by Teaching & Learning Manager, to include room allocations and management of student bookings.
b. Maintenance of current year timetable of modules in liaison with Teaching and Learning Manager and relevant Programme Director or Course Leader, to identify and make decisions regarding module running’s to cancel, merge or increase, and communicate accordingly with module tutors, students, and Course Admin team. To continue this throughout the year, taking decisions/action as above dealing with module ‘issues’ during the year, and maintain records of tutor room preferences updating to reflect standard maximum number of students.
c. Co-ordination and production of module timetables involving the production of timetables for specific programmes, utilising members of teaching team, taking into account availability and requirements. To ensure no clashes and all tutors are appropriately utilised.
d. Management of plagiarism investigations involving the administrative process of investigation of cases of plagiarism within the programme, oversight of the scheduling of Academic Conduct Panel interviews. Gathering evidence from reporting marker, preparing pre and post documentation for meeting, logging and communicating decisions (and actions) to student, marker and administrative office.
e. Dissertation projects support including:
- Liaise with project supervisors to ensure currency of projects, sufficient number of projects per course, trouble-shoot problems, find appropriate second assessors, etc.
- Liaise with students regarding problems with progress or the supervisor and escalate significant issues to Projects Manager.
- Contribute to the organisation and planning for training of new project supervisors.
- Collate and analyse data from project selection system for communication with relevant committees and course leaders.
f. Exams/Exam Board Coordination involving the production of assessment schedule across multiple year groups and cohorts, to include exams, assignments and lab reports. The co-ordination of Exam Board preparation for a specific programme.
g. Administrative management of Personal Tutors and/or Apprenticeship Tutors, in liaison with Senior Tutor or Head of Work Based Learning, to manage the allocation of Personal Tutors and/or Apprentice Tutors to new students, providing communications to staff acting as Tutors in the run up to the start of term, and providing signposts to guidance and training. To facilitate personal tutor meetings by organising a series of evening sessions that Tutors can book onto. To liaise with Programme Management and/or Academic staff to investigate complaints.
h. Induction and Orientation including planning, creating and co-ordinating the induction programme for incoming students. To schedule students onto compulsory lectures and liaise with Course Leaders to timetable individual course induction events. To produce handbook, induction week timetables, order promotional items, create and maintain pre-arrival webpages and organise welcome parties and social events. Working with WMG and central Admissions teams to ensure timely cohort enrolment and having oversight of programme-specific onboarding processes.
2. To assist and/or deputise for Programme Management as requested in a variety of ways, examples may include:
a. Student engagement monitoring by addressing multiple missed monitoring points, by advising students on required actions
b. Process and take decisions on non-routine coursework extension requests or other exceptional circumstances as escalated by admin team.
c. Student Registration changes including the process of temporary and permanent withdrawal requests, advising students and staff on options for returning, change of qualification aim, long term extensions to registration.
d. Take a lead role in the Student Office taking responsibility for health and safety, recruitment and selection, assisting with key events within the programmes such as registration and induction, dissertation project hand in, exam boards.
e. Student support through providing guidance, advice, signposting and follow up to students when required and as appropriate.
f. Oversight of compliance activity, for both UKVI visa requirements for overseas students and ESFA/Ofsted requirements for degree apprenticeship students. This includes ensuring adherence to rules and regulations, provision of data, updating of records in Tabula, SITS and OneFile.
g. Liaison with partner institutions and company sponsor reps where relevant, managing relationships to plan for new cohorts and manage student issues such as temporary withdrawals/breaks in learning and welfare issues.
h. Ad hoc project work, minute taking, and committee work as appropriate.
3. SSLC Support.
Acting as liaison with between SSLC and WMG academic staff, course admin teams, Programme Committees or central administrative departments and advising on processes, administrative procedures and regulations as appropriate. To chase up SSLC members for completions on action agreed, working with them to take forward ideas aimed at enhancing the student experience and actions designed to address concerns raised.
4. Systems Management.
To become a ‘power user’ of any relevant in-house web-based systems (such as the elective module selection system, CRM system, Project Selection System, Power BI, One File, Tabula etc.) providing training and assistance for relevant administrative staff where necessary. To identify areas for development of such systems liaising with WMG’s IT team and external providers as appropriate to plan development work. To identify issues and problems as they arise and take responsibility for following through.
5. People Management.
Specific Line Management responsibility for (Senior) Programme Coordinator(s) or similar, to include monitoring of work performance, identification of training needs, development, allocating work, annual review. Training of new staff and existing staff in new processes ensuring Standard Operating Procedures (SOPS) are followed. Monitor team and individuals against performance targets and customer service standards, providing regular reports to Programme Management as directed.
6. Any other duties commensurate to the grade as required to support the relevant education Programme.
