PEMBROKE COLLEGE JOB DESCRIPTION/PERSON SPECIFICATION
JOB TITLE: Programme Administrator (fixed term)
This job description and person specification outlines the key accountabilities of, and output required from, the post holder as well as skills, qualifications and experience needed in order to carry out the role. It is not a definitive list.
International Programmes Department: Organisation Chart: Bursar Director of International Programmes Programme Director Programme Administrator
Purpose of the Job: The International Programmes Department is responsible for the design, production and implementation of short-term educational programmes in Pembroke College for students from Japanese partner universities, offering instruction in a combination of English language and academic subjects. The purpose of the Programme Administrator is to provide effective daily programme office administration and coordination support to the Nihon Special Lectures and Nihon Postgraduate Programme Director, Lecturers, Language Instructors, Programme Assistants, accompanying staff members from partner institutions and the International Programmes office staff. Responsible to: Programme Director
Responsible for: n/a
Location: Pembroke College
Hours of Work: 45 hours per week on average for the duration of the programme. The actual hours worked in a given week are scheduled with the Programme Director and may vary week by week, including evening and weekend working. It is anticipated the working hours during the first week of the programme will be the heaviest. In certain circumstances, it may be necessary to adjust or exceed your minimum working hours in order to meet the requirements of your job. Qualifications: University undergraduate or graduate
Skills: Effective listening, verbal and written communication skills, excellent organization skills and administration ability including computer literacy (Word, Excel etc.).
Ability to work to determined deadlines Ability to cooperate and work effectively as part of a team Ability to work under own initiative to prioritise and manage varied tasks.
Work Experience: Previous relevant experience in a comparable role is desirable but not essential
Budget Responsibilities: n/a Annual Budget £
1 Main Duties and Responsibilities Time/Frequency 1 Providing daily programme office administration and co-ordination, including ensuring the office is equipped, neat and tidy, and staffed between the hours of 08:00-18:00 every week-day.
2 Acting as the first point of call for communications including general email, post and telephone enquiries.
3 Supporting the programme team with basic financial administration e.g. record keeping of payment for trips and activities. 4 Supporting the Programme Director and PA team with all administrative tasks as necessary, including managing the PA responsibilities rota, communicating the programme of social activities to the students via e-mail etc.
5 Liaising with International Programmes staff, Programme Director, Lecturers, Language Instructors, Programme Assistants and accompanying staff members from partner institutions to ensure the successful delivery of the programme.
6 Compiling, collating, managing and distributing student information and/or student related documents (e.g. welcome packs, handbooks, e-mails, evaluation forms, exam transcripts, course changes).
7 Liaising with other college departments and/or private companies in order to book trips, excursions and other events.
8 Updating the Catering and IP Department on Formal Hall numbers and any other catering changes in numbers.
9 Updating the groundsman on a daily/weekly basis of the intended use of the sports ground having ensured at least 48 hours’ notice has been given.
10 Ensuring the office is cleared and tidy at the end of the programme and that all materials are returned to the appropriate department/storeroom.
11 Being familiar with and following the guidelines set out in the Programme Management Handbook, Health and Safety handbooks and Programme Assistant Handbook.
12 Providing such other operational support as may be required by the Programme Director, particularly in the event of an emergency.
The above job description is a guide to the work you may be required to undertake but does not form part of your contract of employment. Pembroke College reserves the right to change the duties detailed in this job description to reflect changing circumstances. Changes will be introduced following discussion with the post-holder.
Job Description prepared Nicola Pickess by: IP Office Manager
Date: 15 January 2018
2 PERSON SPECIFICATION
Essential Desirable
Qualifications/academic University undergraduate or achievements/education graduate
Skills/knowledge/training Effective listening, verbal and written communication skills Excellent interpersonal and customer service skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships Excellent organization skills and administration ability including computer literacy (Word, Excel etc.) Professional approach Excellent time management skills Ability to work to deadlines Ability to cooperate and work effectively as part of a team Ability to work under own initiative to prioritise and manage varied tasks. Experience – type and depth of Previous experience of effective experience required to do the job team working Experience of pastoral care for Experience of using Microsoft students Office Suite Administration experience Personal attributes Personable, tactful and polite Punctual and reliable Flexible and positive attitude Confident and patient Comfortable in working with a wide and diverse range of people Self-driven and motivated Attention to detail in communication and planning
Special Conditions (e.g. must hold Must be able to work evenings and driving licence/able to work weekends as required weekends) It is expected that any annual leave taken will be at times convenient to the curriculum. Membership of a professional n/a body Confidentiality Awareness of issues of . confidentiality and Data Protection Ability to maintain discretion at all times
3 Person Specification prepared by: Nicola Pickess
Date: 15th January 2018
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