JOB DESCRIPTION. 1. JOB TITLE: Administrative Co-ordinator (International) 4. DEPARTMENT: International and Partnerships Services

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1 JOB DESCRIPTION 1. JOB TITLE: Administrative Co-ordinator (International) 2. HRMS REFERENCE NUMBER: HR ROLE CODE: FINDACO 4. DEPARTMENT: International and Partnerships Services 5. ORGANISATION CHART: Reports to the Faculty Administrator 6. JOB PURPOSE: To co-ordinate the quality assurance of the international provision across the Faculty of Business, Management, Enterprise and Work Based Learning. The role holder will line manage an apprentice and will report directly into the Faculty Administrator. In addition, the role holder will provide administrative support to the Dean. 7. BACKGROUND INFORMATION: The Faculty of Business, Management, Enterprise and Work Based Learning is responsible for the delivery of a range of undergraduate and postgraduate business and management related programmes at the Chester, Warrington and Shrewsbury campuses. The Faculty of Business, Management, Enterprise and Work Based Learning also has an established and growing international portfolio. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Must have excellent interpersonal skills, both verbal and written, and be able to communicate with staff and stakeholders at all levels. The role holder will be expected to explain quality assurance procedures on a daily basis. As a supervisor the role holder will also be expected to explain HR processes to staff e.g. sickness absence processes. The role holder will regularly be required to minute meetings and write them up in a clear and accurate way. The role holder will communicate information to staff or stakeholders in the Faculty via or memos on behalf of the Faculty Administrator and Dean.

2 The role holder is expected to liaise with other internal departments in order to collate data or review programme information e.g. data required for Annual Monitoring Reports. The role holder will instruct domestic and international partners and stakeholders on quality assurance procedures. There will also be occasions where colleagues will require training on University systems such as SIS and Topaz, the role holder will be expected to assist them. 8.2 Leadership and Working Collaboratively The role holder will supervise an apprentice and will be responsible for monitoring and allocating their workload on a daily basis. 8.3 Liaison and Networking The role holder will work collaboratively with a variety of support departments including Registry, Finance and Academic Quality Support Services in order to resolve queries on the behalf of staff and stakeholders and also to pursue outstanding requests. Contact with a variety of external organisations will be necessary, for example, domestic and international partners. The role holder will also be expected to liaise with External Examiners during the nomination process. The role holder will represent the admin function as a member of the Board of Studies and on the International Committee. The role holder will help to ensure that quality assurance standards are being followed correctly at partner organisations. 8.4 Delivering a High Quality Standard of Service The role holder is required to provide a high level of customer service to internal or external contacts e.g. domestic and international partners who require programme or module information or academic colleagues who need clarification on the University Regulations. The role holder will create a positive image of the institution by being responsive and prompt in responding to requests and referring the customer to the most appropriate person. 8.5 Effective Decision Making The role holder will determine how best to deal with routine issues independently. Where issues are more complex the role holder will refer to the Faculty Administrator or Dean as appropriate. The role holder will be required to make collaborative decision with colleagues on a daily basis and may also be required to sit on interview panels for new members of administrative staff. Reporting directly to the Faculty Administrator, the role holder is expected to be proactive in identifying potential problems and propose solutions, to enable management to take decisions within agreed procedures. 8.6 Planning and Organising Self and Others

3 The role holder is responsible for the planning and organisation of their own workload and the workload and objectives of an apprentice in conjunction with the Faculty Administrator. 8.7 Innovation and Improvement (Effective Problem Solving) The role holder will be expected to deal with the deadlines associated with quality assurance and gathering information for the Faculty Administrator and Dean to assist in the resolution of problems. The role holder will be expected to anticipate and resolve any issues that result from staff absence e.g. ensuring adequate administrative cover for sickness or annual leave. 8.8 Analysis and Research The role holder is required to establish the basic facts in situations which require further investigation and inform others if necessary. This may include producing reports for the Faculty Administrator and Dean producing reviews concerning activities undertaken by the Faculty. 8.9 Sensory and Physical Demands The work is office based Work Environment The work is performed mainly on the Chester campus but the role holder will be required to travel to Warrington and Shrewsbury campuses when necessary Pastoral Care and Welfare As a supervisor, the role holder will be the first point of contact for welfare issues e.g. conducting return to work interviews, for an apprentice referring on more complex issues to the Faculty Administrator. The role holder will record sickness absence and conduct Return to Work discussions for an apprentice. This may include liaison with HRMPS regarding staff on long-term sick leave Team Development The role holder will induct an apprentice and conduct their probationary reviews. The role holder will manage the daily performance of an apprentice and contribute to their Personal Development Reviews in conjunction with the Faculty Administrator. To set objectives and determine any training or development needs the individuals may have Teaching and Learning Support This is not a requirement of the role Knowledge and Experience

4 The role holder is required to have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. The role requires a proactive individual, possessing an eye for detail, and thoroughness in their approach to tasks. The role holder will be flexible and familiar with working to extremely tight deadlines General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. 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 and support the Dean in managing the implementation of the Health and Safety policy across the Faculty.

5 PERSON SPECIFICATION Job Title: Administrative Co-ordinator (International) Department: International and Partnership Services Criteria / Desirable Method of identification Qualifications: Degree (or equivalent) qualification ECDL or equivalent qualification (or willingness to undertake) Application Form Proven Experience: Administrative experience within Higher/Further Education Application Form Delivering academic and service excellence: Ability to organise meetings, produce agendas and minutes Excellent IT skills including Microsoft Word, Excel and PowerPoint Application Form/Test Managing self and inspiring others: Experience of supervising staff Experience of prioritising competing workloads to deadlines Accuracy with an eye for detail Desirable Application Form Application Form/Test Working together: Confident communicator Ability to contribute effectively in a team situation Organisational and stakeholder awareness: Ability to solve problems in accordance with procedures Interview/Test 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. Desirable 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)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACULTY OF BUSINESS, MANAGEMENT, ENTERPRISE & WORK BASED LEARNING INTERNATIONAL AND PARTNERSHIP SERVICES ADMINISTRATIVE CO-ORDINATOR (INTERNATIONAL) FIXED TERM CONTRACT UNTIL 28 TH OCTOBER 2016 SALARY SCALE University Scale OS6, points 19-22, 22,240-24,289 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 lunch break 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.

7 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. 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 Friday 4 th September 2015 quoting reference number HR14490.