Senior Educational Support Services Assistant

University of Warwick, Coventry
£22,417 - £25,941 per annum, pro rata
Feb 14, 2020
Mar 15, 2020
Contract Type
Full Time
Job Type
Other job types
Vacancy OverviewPart time, permanent role at 21.9 hours per week (0.6FTE)
Working 3 days per week ideally Monday, Tuesday, Wednesday.

You will work as a member of the Educational Support Services team to provide administrative support for taught courses and the work of the wider team, assisting with day-to-day operational processes, information and guidance provision for students, staff, internal and external partners and organisations, contributing to the effective integrated working of the broader team.

You will be educated to 'A' level standard/equivalent or have equivalent relevant experience in a customer-facing environment. In addition, you will have a good working knowledge of IT packages with the proven ability to work flexibly, with considerable autonomy whilst contributing very effectively to a team.Job DescriptionJOB PURPOSE

To take responsibility for the provision of support services to students and staff across all postgraduate taught programmes and support the work associated with the undergraduate programmes and wider team in the School of Life Sciences.


1. To take overall operational responsibility for the provision of support services to postgraduate taught students, academics and external examiners and PGT Management Team, providing specialist advice and ensuring that all departmental, University and appropriate external procedures, deadlines, regulations, quality standards and requirements are monitored and adhered to(Note: post-holders will rotate in their roles and specific responsibilities at this level, and may take a different functional area and/or a portfolio of courses from time to time, to ensure detailed knowledge and experience of all operational functions and programmes/modes of study to provide effective, consistent and integrated services)

2. To work with other senior educational support services assistants, the PGT Programme Co-ordinator and the Deputy Educational Support Services Manager to ensure support is provided for all course/programme management activities consistently and to the highest levels of customer service, ensuring staff are appropriately trained and follow related departmental and University procedures; working closely with and supporting course/programme leaders, tutors and/or supervisors, ensuring effective deployment of resources and appropriate cover and rotation of roles across the team functions, as appropriate; actively contributing to the overall effectiveness and efficiency of the broader team to enhance the student experience

3. To take responsibility for the preparation of the postgraduate taught timetable, liaison with colleagues to prepare the postgraduate taught meeting calendar and maintain oversight of the assessment and feedback timetable ensuring that deadlines are met

4. To maintain an oversight of student admissions and scholarships, English support and Erasmus exchange management and to work with the Communications Officer to maintain oversight of PGT marketing and prepare marketing and recruitment materials.

5. To take responsibility for accurate, complete and timely data capture (manual and electronic) relating to student progression and module/course/programme activity, including the maintenance of the student mark database, providing related data analysis and statistics for input into internal and external reports and exam boards; to take responsibility for the management and reporting of student attendance monitoring points, oversight of student registration and transfers and module/course diets.

6. To review, devise and implement procedures and work with the IT and other support staff on more effective business processes and the maintenance of the virtual learning environment (Moodle), to ensure consistency in the delivery and quality of services to applicants, student, staff, partner and client organisations across all courses and programmes of study, ensuring effective relationships and integrated working with central University student and course support services.

7. To ensure the provision of effective, accurate, efficient and responsive information to current and prospective students, staff and external enquiry handling services (verbal, written, online, Moodle-based), specialist advice and guidance, ensuring appropriate action, referral, follow-up taken and analysis undertaken to support and contribute to enhanced information and service provision to students, staff and external organisations.

8. To facilitate student event management throughout the academic year, including oversight of induction events, open days, other bookings and graduation.

9. To support quality assurance and related processes, including course and module evaluation, new course and module approval, student feedback mechanisms, plagiarism and to participate and ensure the provision of committee secretarial services to the related groups and committees.

10. To apply Health & Safety knowledge and principles as applicable to an office based role

The duties and responsibilities outlined are not intended to be an exhaustive list but provide guidance on the main aspects of the job. You will be required to be flexible in your duties.
Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1 Educated to A level or equivalent standard or equivalent relevant experience in a customer facing role (a,c) Essential Criteria 2 Experience of a similar HE teaching/student support administrative role (a) Essential Criteria 3 Excellent written and oral communication skills (a,c) Essential Criteria 4 A commitment to excellent customer service (a,c) Essential Criteria 5 Proven ability to work flexibly and proactively, with considerable autonomy while working effectively as part of a team (c) Essential Criteria 6 Ability to work effectively with students, administrators and academics (a,c) Essential Criteria 7 Good numeracy and literacy (c) Essential Criteria 8 Ability to prioritise and manage own workload and work to tight deadlines (a,c) Essential Criteria 9 Excellent organisational skills with accuracy and attention to detail (a,c) Essential Criteria 10 A good working knowledge of IT packages including Excel, Word and experience of setting up and maintaining databases (a,c) Essential Criteria 11 A good working knowledge of providing student administration and support through a virtual learning environment (e.g. Moodle) (a,c) Essential Criteria 12 Flexibility and a willingness to learn (c) Essential Criteria 13 Appreciation of issues of diversity and equality within the student body and in the workplace (a,c) Essential Criteria 14 Experience of working in a diverse and multi-cultural environment, with sensitivity and awareness to effectively deal with international organisations and individuals. (a,c) Essential Criteria 15 General knowledge and understanding of Health & safety applicable to an office based role (c) Desirable Criteria 1 Awareness and willingness to develop knowledge of Government education policy to understand its current and potential future impact on student provision in Higher Education. (c) Desirable Criteria 2 Ability to innovate and improve processes working in conjunction with academic colleagues (a,c) Desirable Criteria 3 Experience of data analysis (a,c) Desirable Criteria 4 Detailed knowledge of University student regulations and procedures, internal and external student activity, course and programme reporting requirements. (a,c)Further ParticularsFor further information about the University of Warwick, please read our University Further Particulars .

For further information about the department, please visit the departmental website .

For further information about the School of Life Sciences study programmes related to the Student Support services work .

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Other InformationThe University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual's differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.Closing Date1 Mar 2020