University of Bath s2

Job Description

Job title: Administrator

Department/School: Centre for Learning and Teaching (CLT)

Grade: 5

Location: University of Bath premises

Job purpose

The purpose of this role is to form part of a team providing a comprehensive level of administrative support for the Academic Staff Development team in the Centre for Learning and Teaching (CLT) to ensure its effective operation.

Source and nature of management provided

Academic Staff Development Manager

Staff management responsibility

Special conditions

Main duties and responsibilities

1 Admissions and Enquiry Management for the Bath Course/Scheme  Act as a point of contact for prospective / current participants (new and experienced academic staff at the University), external staff and visiting lecturers, dealing with enquiries and providing support  Responsibility for creating and maintaining records of participants on The Bath Course in Enhancing Academic Practice (Bath Course) programme and on the Bath Scheme for the Professional Recognition of Teaching and Supporting Learning –– including liaising with HR to identify new starters

2 Programme Administration and Learner Support  Plan and co-ordinate arrangements for an annual/semester timetable of regular workshops for the Bath Course and Bath Scheme  Advertising events by creating web pages, posters and emails;  Recording participant bookings and creating online evaluation surveys;  Providing appropriate programme administrative and learner support for all participants on the Bath Course and Bath Scheme  Creating and maintaining processes and confidential reports for tracking participants’ progress through these two programmes and producing reports as appropriate.  Allocating advisors to Bath Course participants

3 Examinations/Boards of Examiners  Monitoring extensions  Allocating assessors to Bath Course/Scheme submissions  Liaising with External Examiners and other externals, issuing contracts and tracking payments  Undertaking the role of Secretary to the Bath Course Board of Examiners and to the Bath Scheme Panel. This includes responsibility for all meeting arrangements, information, preparation of reports and pass lists, taking accurate minutes and following up actions.

4 Other Activities  Organising and managing arrangements for CLT workshops and other activities designed to share good practice and support the academic community  Organising the University’s annual learning and teaching conference  Allocating Senior Observers, from the established pool, to undertake academic probationers’ summative teaching observations.  Providing effective committee servicing for CLT committees/meetings as required including organising meetings, distributing agendas and papers, taking accurate notes and following up actions.

5 General Administration  Maintaining CLT web pages  Working as part of the CLT administrative team to ensure effective administrative support for the entire CLT is provided at all times, including providing cover during holiday or other absence periods.  Monitoring relevant budgets and administration procedures for the CLT.

You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager. You are required to follow all University policies and procedures at all times and take account of University guidance Person Specification

Criteria: Qualifications and Training Essential Desirable

Educated to at least A level standard, or equivalent X qualifications with substantial experience

Criteria: Knowledge and Experience Essential Desirable

Experience as an Administrator in a busy X environment Experience of creating and maintaining filing X systems, both electronically and in hard copy Experience of diary management, organising X appointments and meetings Experience of providing administrative support for X meetings and committees and taking accurate notes Experience of organising training X events/workshops, conferences Experience of working in higher education or similar X environment Experience of using an electronic finance system X Knowledge of web page maintenance X

Criteria: Skills and Aptitudes Essential Desirable

High standard of IT skills, with knowledge of MS X Office, and ability to quickly learn new IT packages Good customer service skills – ability to deal calmly X and effectively with queries Excellent written and verbal communication skills X Ability to interact effectively with people at all levels X Information management skills, including a high X level of accuracy, numeracy and attention to detail Proven organisational skills, with ability to plan, X prioritise and work to a timetable Flexibility of approach and willingness to learn new X tasks Ability to work effectively in a team and willingness X to support colleagues Able to work quickly and calmly under pressure and X still maintain accuracy

Effective Behaviours Framework

The University has identified a set of effective behaviours which we value and have found to be consistent with high performance across the organisation. Part of the selection process for this post will be to assess whether candidates have demonstrably exhibited these behaviours previously.

Managing self and personal skills: Willing and able to assess and apply own skills, abilities and experience. Being aware of own behaviour and how it impacts on others.

Delivering excellent service: Providing the best quality service to all students and staff and to external customers e.g. clients, suppliers. Building genuine and open long-term relationships in order to drive up service standards.

Finding innovative solutions: Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.

Embracing change: Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.

Using resources: Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.

Engaging with the big picture: Seeing the work that you do in the context of the bigger picture e.g. in the context of what the University/other departments are striving to achieve and taking a long-term view. Communicating vision clearly and enthusiastically to inspire and motivate others.

Developing self and others: Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University.

Working with people: Working co-operatively with others in order to achieve objectives. Demonstrating a commitment to diversity and applying a wider range of interpersonal skills.

Achieving results: Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.