Programmes Administrator Job - London - East | Office, Clerical & Administration

Job Description

THIS IS A FULL TIME ROLE AND NOT SUITABLE FOR STUDENTS.

This role forms part of a team of Programme Administrators who share responsibility for a complex range of programmes and courses, that include Language Learning, Year Abroad, Pre-sessional, In-sessional, Foundation, BA, MA and PhD degrees. The team, under the line management of a Programmes Team Leader, is responsible for the production, maintenance and dissemination of information and records relating to the student journey at Queen Mary.

Main duties and responsibilities

• To provide advice and guidance to students and advisers relating to the administration of their studies and School and University policies and procedures

• To proactively manage all administrative processes relating to student data within the School, providing reports as required for internal and statutory purposes, liaising with colleagues within the School and in ARCS

• To manage module registration procedures, communicating regularly and promptly with students, and with partner Schools on joint programmes

• To manage the administration of students on non-standard courses such as non-credit bearing modules and pre-sessional programmes

• To manage all administrative processes relating to students undertaking periods of study abroad, in liaison with the Year Abroad Co-ordinators in the School and the central services as required.

• To manage change of circumstance procedures such as programme change or withdrawal, liaising with ARCS, and admissions colleagues within and outside the School

• To assist the Teaching and Learning Manager with the production of timetables, room bookings and student allocations in Scientia/Enterprise

• To assist the Student Support Officer and Programme Convenors in monitoring student engagement and Tier 4 reporting

• To support the School’s effective use of the virtual learning environment (QMplus)

• To liaise with the Exams and Assessment Administrator in the administration of mark entry on QMplus and transfer to MySIS

• To support colleagues in the Teaching and Learning Team with Subject Examination Boards, producing minutes and reports, ensuring actions have been taken, students’ progression is confirmed, and results are released to students

• To administer the module evaluation process, and other student surveys as required

• To attend meetings in the School, and to represent the School at appropriate Queen Mary groups and committees

Qualifications

Degree (or equivalent qualification) or equivalent experience

Skills

Experience of administering teaching activities within Higher Education including timetabling, registration, assessment and quality assurance

Experience of working within established regulations, and ensuring compliance with policies and procedures

Excellent IT skills with good knowledge of Microsoft Office (Outlook, Word, Excel, Powerpoint)

Knowledge of eLearning systems such as Moodle

Experience of academic timetabling

Experience of servicing examination boards

Excellent oral and written communication skills

Ability to use initiative to review processes and procedures and develop systems/solutions

Excellent attention to detail

Analytical and problem-solving skills with an ability to analyse strategic and procedural information

Ability to work both independently and as part of a team

Strong interpersonal skills with the ability to deal professionally with people at all levels with a customer focussed approach

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To provide a high level of service to both internal and external customers dealing with a wide range of post-award administration duties. To monitor income and expenditure transactions in order to achieve accuracy of data paramount to providing accurate management information to departments and senior officers. To produce invoices and claims in a timely manner to a wide variety of Research sponsors e.g. Charities, Industry, Government and Research Councils to meet pre-determined deadlines to avoid financial sanctions.

To carry out responsibilities with due regard to the College?s Equal Opportunities & Health & Safety Policies.

To undertake any other duties as may be reasonable expected by the line manager of Head of Department.

Main duties and responsibilities

To support the Financial Compliance & Management Officers with the daily running of the section, ensuring that an efficient service to both internal and external customers is maintained. Duties will involve a diverse range of activities dealing with specific sponsor types e.g. Charities, Research Councils, Industry and Government Offices.
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Responsible for ensuring the daily milestone tasks are completed on Worktribe in order of priority to meet the needs of the sponsor. The efficient timing of invoice and claim submissions is essential to facilitate the College?s cash flow.
The continuous process of checking the information held in Agresso in order to ensure the accuracy of the data produced, for both routine and management information reports which are regularly presented to academics, Heads of Department, Senior Officers, and the relevant committees.
To produce routine reports as required, from the general ledger and PCB modules in Agresso, for data analysis and the compilation of information to meet departmental and external sponsor requirements.
Responsible for dealing with customer enquiries to the Helpdesk promptly to ensure a quick response time and efficient levels of service.
To initiate and enter journals onto Agresso relating to internal expenditure transfers and salary re-charges, paying careful attention to accuracy to avoid the misrepresentation of data.
To work closely with the Finance Department to ensure accuracy of research grant expenditure and liaison with the Credit Control Section to assist with the collection of income on research grants and contracts.
Ensuring that regular budget/expenditure reports are sent to departments in a timely manner. Monitoring budget control and alerting the relevant departmental administrators and grant holders to significant variances for appropriate action.
Maintaining document repository on Worktribe to satisfy both internal and external audit requirements, liaising with departments where necessary to complete this process

Qualifications

GCE or equivalent in Maths and English

Skills

AAT or relevant experience

Experience/Knowledge

Knowledge of good accountancy practice

Excellent written and oral communication skills

Solid account office experience

Numerate skills to appropriate level

Knowledge of computerised finance systems

Experience of excel and word

Experience of working with all levels of staff including senior officers

Skills/Abilities

Ability to work under pressure and to meet predetermined deadlines

Ability to work on own initiative in a challenging environment

Ability to liaise credibly and articulately with colleagues at all levels including Sponsors, Funders and Sr. Management.

Ability to build and maintain close working relationships with other administration offices and departmental Research Manager, including Human Resources, Procurement, finance and service departments within QMUL and Barts Health NHS Trust

Other

Flexible and professional approach to work

*The ability to meet UK ?right to work? requirements.

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Reporting to Dr Eddy Tam, Lecturer in Economics King's Business School. The role is primarily focussed on digitizing research data (census tables) from scanned images (using computer software and data entry work)

Qualifications

NONE

Skills

Current undergraduate student who has received some statistics training. A copy of an up to date CV should accompany your application.

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To carry out responsibilities with due regard to the College?s Equal Opportunities & Health & Safety Policies.

To undertake any other duties as may be reasonable expected by the line manager of Head of Department.

Main duties and responsibilities

To support the Financial Compliance & Management Officers with the daily running of the section, ensuring that an efficient service to both internal and external customers is maintained. Duties will involve a diverse range of activities dealing with specific sponsor types e.g. Charities, Research Councils, Industry and Government Offices.
The preparation of claims and invoices in a frequency determined by the sponsor, ensuring accuracy of information and reconciling the total value of the claim to the general ledger and making any necessary adjustments in agreement with other central service sections and academic departments.
Responsible for ensuring the daily milestone tasks are completed on Worktribe in order of priority to meet the needs of the sponsor. The efficient timing of invoice and claim submissions is essential to facilitate the College?s cash flow.
The continuous process of checking the information held in Agresso in order to ensure the accuracy of the data produced, for both routine and management information reports which are regularly presented to academics, Heads of Department, Senior Officers, and the relevant committees.
To produce routine reports as required, from the general ledger and PCB modules in Agresso, for data analysis and the compilation of information to meet departmental and external sponsor requirements.
Responsible for dealing with customer enquiries to the Helpdesk promptly to ensure a quick response time and efficient levels of service.
To initiate and enter journals onto Agresso relating to internal expenditure transfers and salary re-charges, paying careful attention to accuracy to avoid the misrepresentation of data.
To work closely with the Finance Department to ensure accuracy of research grant expenditure and liaison with the Credit Control Section to assist with the collection of income on research grants and contracts.
Ensuring that regular budget/expenditure reports are sent to departments in a timely manner. Monitoring budget control and alerting the relevant departmental administrators and grant holders to significant variances for appropriate action.
Maintaining document repository on Worktribe to satisfy both internal and external audit requirements, liaising with departments where necessary to complete this process

Qualifications

GCE or equivalent in Maths and English

Skills

AAT or relevant experience

Experience/Knowledge

Knowledge of good accountancy practice

Excellent written and oral communication skills

Solid account office experience

Numerate skills to appropriate level

Knowledge of computerised finance systems

Experience of excel and word

Experience of working with all levels of staff including senior officers