JOB DESCRIPTION. 4. DEPARTMENT: Academic and Research Support Team, University Centre Shrewsbury. Provost. * Deputy Provost. Head of Academic Support

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1 JOB DESCRIPTION 1. JOB TITLE: Academic Support Officer 2: HR REFERENCE NUMBER: HR ROLE CODE: CQOUCS 4. DEPARTMENT: Academic and Research Support Team, University Centre Shrewsbury 5. ORGANISATION CHART: Provost * Deputy Provost Head of Academic Support * this role * Academic Support Officer S:PEAR Programme Director Academic Support Administrator 6. JOB PURPOSE: The role holder (*) is required to undertake high level administrative duties within the University Centre Shrewsbury (UCS), usually with complex written communication required in terms of writing policies, procedures and

2 contributing to strategic documents. The role holder will be responsible for supporting the Head of Academic Support to deliver the full range of administrative provision across UCS from recruitment through to graduation. This will include supporting a variety of events and initiatives to deliver Higher Education of the highest quality. 7. BACKGROUND INFORMATION: The University of Chester and Shropshire Council are working in collaboration to deliver an exceptional Higher Education experience in Shrewsbury. UCS will provide world class Higher Education in Shropshire to provide unprecedented opportunities for students in the local community. By choosing to study at UCS, students will be opting to study a high quality degree programme with a real focus on employability at its core and a supporting co-curricular programme. It will be different to many other universities in the UK because, working alongside local and national businesses, courses will be taught by high level practicing professionals with a renowned reputation for the quality of their work. This will help students become a different type of graduate; one that is highly employable, highly innovative and enterprising and who has a rounded and valuable student experience. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries on a daily basis related to the work of the unit. To support the head of Quality, Research and Curriculum to organise and support delivery of extra and co-curricular learning e.g. Careers & Employability sessions through the UCS S:PEAR programme. Explaining detailed UCS procedures relating to Academic Quality, Research & Curriculum development on a daily basis as the point of expertise in the department. To take minutes at working groups, UCS Management meetings and other meetings as directed on a regular basis. To ensure University of Chester policies and procedures are adhered to and to contribute to strategic documents 8.2 Leadership and Working Collaboratively The role holder will set objectives to be implemented for the academic year, linked to overall UCS objectives, will be able to manage their own workload and ensure objectives are achieved. The role holder is fully accountable for the administrative aspects of the unit. 8.3 Liaison and Networking To provide information to members of staff in the wider University or stakeholders as a point of expertise in UCS. Supporting the UCS Student Liaison Group Supporting the UCS Research & Taught provision working group

3 Attending a University of Chester committee or other meeting supporting or in place of the Head of Academic Support as required. 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers within UCS research centres, from Provost through to Academic Leads, Senior Lecturers, Lecturers and Programme administrators. To ensure that the service provided by the administrative function meets the Faculty and wider University of Chester requirements, adapting the service provided where necessary. To be the main point of contact for students regarding the S:PEAR programme To provide advice & be the link to support departments at Chester, e.g. AQSS, RKTO & Registry Services. To support Schools Liaison in conjunction with the team at Chester 8.5 Effective Decision Making To take independent decisions on how to deal with day to day issues that may arise within the unit. To make collaborative decisions with other UCS staff within the centre on changes to operational processes affecting administrative operations across the University Centre. To make collaborative decisions with the Head of Academic Support on Quality, Research & Curricula issues. To provide advice to the Head of Academic Support, to enable them to take a decision on resourcing and strategic direction of the unit. To provide advice to Academic Leads of the Research Centres across UCS, to enable the Academic Leads to make decisions on how to implement new and existing processes determined by the University of Chester and individual Faculties. 8.6 Planning and Organising Self and Others The Academic Support Officer is fully accountable for the planning and organising of the administrative tasks to meet the required UCS objectives. These tasks include providing assurance to the Head of Academic Support that all UCS quality procedures are being followed and preparing necessary documents as UCS moves towards becoming a free standing university in its own right. Developing the UCS Customer Relationship Management (CRM) system Working on new projects such as community outreach Planning Public Lectures and organising events with the UCS Communications officer Contacting employers and arranging engagement opportunities e.g. volunteering, job shadowing, work placement & live projects 8.7 Innovation and Improvement (Effective Problem Solving) To deal with students on any problems regarding academic quality, malpractice and student performance issues in line with University procedures.

4 8.8 Analysis and Research Responsible for all data and monitoring required of the unit, the role holder maybe required to undertake data entry and ensure it is completed correctly and review data gathered by others. To collate information as required by the Head of Academic Support & Research. To extract relevant data from University reports and circulate to the Research Centres within UCS. To monitor unit expenditure. 8.9 Sensory and Physical Demands Standard for office work 8.10 Work Environment Office environment. Where concerns are raised regarding the health and safety of others, the role holder is responsible for referring these to the Head of Academic Support & Research Pastoral Care and Welfare To be the first point of contact for attendance issues (tier 4) linking to the compliance officer at Chester Dealing with students on complex academic quality matters and to provide advice and guidance as appropriate, referring more complex problems to the Head of Academic Support Team Development To ensure any new members of the administrative team are appropriately inducted. To provide training to new members of the administrative team 8.13 Teaching and Learning Support This is not a requirement of the role 8.14 Knowledge and Experience The role holder is expected to apply working knowledge of theory and practice gained from a degree or professional qualification and is expected to share this knowledge with others as appropriate. The role holder will be expected to demonstrate continuous specialist development by acquiring relevant skills and competencies, i.e. through obtaining a professional qualification or higher degree. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you.

5 To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

6 PERSON SPECIFICATION Job Title: Academic Support Officer Department: Academic and Research Support (UCS) Criteria / Method of identification Qualifications: Degree or equivalent level qualification Professional qualification or higher degree in management ECDL or willingness to work towards Supervisory/Line Management qualification (or willingness to work towards this if appointed) Certificates Certificates Certificates/ Proven Experience: Relevant experience within a senior administrative role. Proven track record in a project office Experience of working in a Higher Education environment Experience of managing others Experience as a committee secretary Advanced IT skills Skills in data analysis High standard of numeracy and financial competence and confidence Delivering academic and service excellence: Ability to service committees/working groups in production of papers and minutes Experience of delivering a high quality customer service / Test / Test /Test Test Managing self and inspiring others: High level written and oral communication skills. The ability to prioritise own and others work and use resources effectively. Well organised, self-motivated, self-evaluative and able to pay attention to detail

7 Working together: The ability to work effectively with others as a competent team member and co-ordinator. Ability to work independently, logically and analytically with minimum supervision Excellent interpersonal skills Organisational and stakeholder awareness: Ability to solve problems in accordance with procedures. Excellent problem solving, administrative and organisational skills Good working knowledge of HE procedures and systems Knowledge of Quality Assurance procedures within HE / Test Application/ interview Application/ interview Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

8 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT UNIVERSITY CENTRE SHREWSBURY ACADEMIC SUPPORT OFFICER FIXED TERM CONTRACT UNTIL 31 ST AUGUST 2018 SALARY SCALE University Scale OS7, points 23-26, 25,769-28,143 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week to be worked as follows:- Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour for lunch each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy.

9 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates should apply for this vacancy via our online recruitment website ( by Thursday 17 th December 2015 quoting reference number HR15101.