Fixed Term Project Administrator (5 months)

Job Summary

In support of the University’s quality assurance procedures and academic regulations, the PGR student journey is supported by a substantial number of documents, which reflect various stages of the study journey and require completion by students, their supervisors and/or Research Degree Coordinators. These range from registration to confirmation of viva arrangements and examination teams. Some need multiple signoffs, including from Deans of academic Schools and the Dean of the Graduate School.

Currently, these documents are issued by the Graduate School and circulated as Word files or PDFs. This is an inefficient and challenging approach that can cause a variety of workflow issues.

This role requires forward planning, interacting with key internal and external contacts and independently coordinating and leading on a range of School-wide activities.

Job Description

RESPONSIBLE TO: Dean of Graduate School

RESPONSIBLE FOR: No line management

PURPOSE OF POST: To support the professional administrative functions of the Research Degrees Quality Office by creating a Sharepoint Site to act as a one-stop shop for all PGR-related Graduate School documentation. This will include liaison with academic Schools to ensure that this site complements individual Schools’ PGR administration. You will be required to produce training materials to support the engagement of Graduate School staff, PGR students, Research Degree Coordinators and PGR Supervisors with the Sharepoint Site.

PRINCIPAL DUTIES:

• Lead on the design, implementation and execution of a new Sharepoint site for the Graduate School.
• Lead and collaborate with relevant contacts in the academic schools to gather information and gain an understanding of what stakeholders and end users require from the site.
  • Support any required related communication activity by liaising with stakeholders to ensure that they are kept fully informed and engaged with the process.
  • Provide proactive, timely administrative support and coordination for all aspects of this project activity.
  • Working closely with the Dean of School, proactively create relevant user guides and training materials, ensuring they are fit for purpose and maximise efficiency of the new Sharepoint.
  • Foster positive and productive working relationships with key contacts across the University.
• Duties of the post outlined are not exhaustive, and the postholder will be expected to be co-operative and flexible, undertaking such other duties as may be reasonably expected by management. The duties of the post will be subject to review in line with changing requirements, both internal and external.

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

Educated to higher level or equivalent with previous administrative experience.

Knowledge

An excellent working knowledge of Microsoft Sharepoint.

Experience

Experience of and proven ability to create Sharepoint sites and integrate required features and modules.

A strong administration background with proven experience.

Experience of building positive and productive working relationships.

Experienced in the gathering and manipulating database and spreadsheet information to provide reports and data sets.

Comprehensive experience of information management, data protection issues and confidentiality requirements.

Proven commitment to customer service.

Experience of interpreting and following institutional regulations and guidelines.

Ability to identify and implement best practice in administrative policies and procedures.

Ability to work proactively and independently in a changing and dynamic environment

DESIRABLE REQUIRMENTS

Experience

Excellent interpersonal, communication and customer service skills, both written & oral

Adaptable with ability to use own initiative

Commitment to continuous improvement and best practice

 

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey information requiring careful explanation and information of a complex or conceptual nature, in a clear and accurate manner

Behaviour 2: Analysis and Research - Experience of developing hypotheses and concepts to explain data, events and phenomena, and reporting findings to a wider community

Behaviour 3: Initiative and Problem Solving - Experience of resolving new problems where there is a mass of information or diverse, partial and conflicting data with a range of potential suitable options

Behaviour 4: Service Delivery - Experience of exploring and adapting a service to meet customers’ expectations and also identifying ways of improving standards