UNIVERSITY OF LINCOLN JOB DESCRIPTION. Senior Administrator and Degree Apprenticeship Coordinator. JOB NUMBER COS428 GRADE 5 DATE June 2017 CONTEXT

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1 UNIVERSITY OF LINCOLN JOB DESCRIPTION JOB TITLE DEPARTMENT LOCATION Senior Administrator and Degree Apprenticeship Coordinator National Centre for Food Manufacturing Holbeach Campus JOB NUMBER COS428 GRADE 5 DATE June 2017 REPORTS TO NCFM Senior Operations Officer CONTEXT This new post is being introduced to facilitate the growth in Degree Apprenticeships and manage increased engagement with employers on account of the introduction of the Apprenticeship Levy. A satellite campus of the University of Lincoln, The National Centre for Food Manufacturing is a major resource for the UK s food industry with over 250 major companies accessing courses, technical services and research. Our clients include the major national and global food manufacturing businesses and leading supermarkets and we collaborate with many international partners and universities. Along with its research ambitions, NCFM s mission is to be the U.K.'s number one provider of part-time Higher Education, Higher and Degree Apprenticeships, Apprenticeships for food industry employees. The introduction of the Apprenticeship Levy is driving growth particularly in Degree Apprenticeships and the post holder will play a key role in helping to ensure an exemplary employer and student experience through their role. The post holder will work closely with the Deputy Head and Lead for Apprenticeships and Business Partnerships and the Principal Lecturer and HE Programmes Lead, playing a key role in overseeing the effective administration of HE programmes. The post holder will need to exercise of high degrees of professionalism and judgement and will have extensive experience of HE academic administration and data systems. They will undertake extensive liaison with employers and students necessitating the post holder to have an outgoing disposition and be a confident communicator. The introduction of the Apprenticeship levy means that elements of FE academic management will now be common with HE and an understanding of FE administration is desirable. The post holder will largely manage their own time and determine priorities in order to achieve the required output. The post holder must be able to use their initiative, work as part of a team, and have the ability to cope in a dynamic and challenging environment. Page 1 of 8

2 JOB PURPOSE To ensure the effective academic management of provision. To provide advice and support for staff and student users of Blackboard and assist in the quality monitoring of the student experience for students studying be distance learning. To foster the building of relationships with students and potential students along with employers sponsoring apprentices through the levy as a trusted administrative contact. To ensure the accuracy of student records, timely reporting, and some levy transactions with employers. To advance systems, processes and communication to bring efficiencies and enhance the student and employer experience. Page 2 of 8

3 KEY RESPONSIBILITIES Academic Administration To oversee the effective academic management of provision: Oversee the production of timetables for courses and study blocks and their effective implementation and communication to staff and students. Plan and manage induction and study blocks overseeing enrolment, planning of IT support and resources, staffing with Registry, invite letters and student handbooks. Use own extensive knowledge to mitigate and resolve associated problems. Plan and manage the Apprenticeship Review process ensuring that workplace reviews and tutorials are timely. Draw concerns to the attention of the Deputy Head/Principal Lecturer. Arrange reviews with employers and apprentices on behalf of academic staff. Oversee the administration of student marks and assessments, tracking student performance and monitoring the marking and return of student work. Draw concerns to the attention of the Principal Lecturer and contact students as directed. Work with the Principal Lecturer and Registry to support the administration of Boards of Study and Exam Boards, liaising with External Examiners as necessary. Support the process of quality management and monitoring holding key documents, helping to arrange team meetings, issuing agenda, taking or overseeing the taking and issuing of minutes and monitoring of follow-up actions etc. Be familiar with the University s Regulations for Undergraduate and Postgraduate programmes and advise staff and students as necessary. Monitor student attendance in line with University Policy ensuring that attendance of international students complies with Tier 4 regulations. Track off the job training attendance to comply with levy rules. Advise on visa requirements liaising with colleagues centrally to inform responses and signposting as required. Liaise with Student Support and other service departments to ensure that students have access to the full range of services offered and are directed to relevant support services when necessary. Provide advice and guidance to support for students sitting Maths and English entry tests informing how to access the tests and revision materials. Page 3 of 8

4 Blackboard Support for Staff and Students To provide advice and support for Blackboard users and assist the Principal Lecturer in monitoring Blackboard use to inform the quality of the student experience for distance learning students: Help ensure that Blackboard is able to be effectively used by staff and students to support learning. Report issues and work with ICT, LALT and curriculum teams to resolve problems that are impacting on the student experience. Conduct audits of the Blackboard site against agreed criteria. Bring any non-compliance to the attention of the Principle Lecturer. Provide advice to staff and students on navigating Blackboard referring both directly to central support teams as necessary. Relationship Management To support the management of relationships with students employers as sponsors of students (working closely with the Deputy Head for Apprenticeships and Business Partnerships): Build and foster good relationships with employers sponsoring Apprentices and students by being a key contact for operational queries to include providing advice to employers seeking clarity about their employee s study programme; levy and digital account queries. This will involve becoming a key and trusted contact for many major businesses. Provide information to employers and students making enquires, follow up enquires and maintain contact with through telephone calls and s. Manage the student contact list, keeping in touch with students and employers from initial contact to enrolment. Help arrange visits from perspective students and employers. Ensure that published information is accurate to comply with the Consumer Rights Act. Liaise with the Deputy Head to rectify inaccuracies on the website and in print. MIS, Funding and the Levy Working closely with colleagues in Planning and Business Intelligence and the Deputy Head for Apprenticeships and Business Partnerships to ensure: Students records are accurately recorded and that supporting paperwork can be readily evidenced e.g. enrolment, induction, initial diagnostic testing, commitment statements from employers or similar. Contracts are in place with contracting employers and data is accurately matched between the University s record and employers digital account. Page 4 of 8

5 Payments to employers for additional costs are made within the prescribed timescale and co-investment funds invoiced in an accurate and timely manner. End-point assessments for Apprentices and the submission of claims for Apprenticeship certificates are accurately and efficiently administered. Implement local systems and processes as required to underpin effective administration. Liaison and Networking Liaise closely with the Principal Lecturer and HE Academic Team to support the effective academic management of the provision and with the Deputy Head and Lead for Apprenticeships and Employer Partnerships in support of recruitment, contractual compliance and levy related activities. Liaise with and develop internal networks, with Registry, Student Services, Planning and Business Intelligence etc. to enhance the provision and level of customer service. Liaise closely with students and their employers / sponsors in support of the provision building productive relationships with them. Liaise with other external partners including External Examiners and research partners. Team and Working Work as a member of the School's Admin team supporting smooth running of the School through the provision of support for colleagues to ensure an exemplary customer experience for students and their employers and undertaking shared duties as required. Work effectively as a team member, making a positive contribution to the team, valuing and respecting others expertise and contribution. Supervise apprentices working within the Administrative Team. General Undertake such administrative duties required by to satisfy the management needs of the NCFM, the College, University and the funding councils. Actively follow and promote University policies including confirming the responsibilities of employers and apprentices with respect to Health and Safety, Safeguarding, Equality and Diversity and other legislative requirements. Participate in appropriate staff review methods and in-service training based on an assessment of individual and business needs. Carry out such other duties as may be appropriate to the post and the work of the University. Page 5 of 8

6 In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post. ADDITIONAL INFORMATION Scope and dimensions of the role The post holder will need to exercise of high degrees of professionalism and judgement and will have extensive experience of HE academic administration and data systems. They will undertake extensive liaison with employers and students necessitating that and the post holder to have an outgoing disposition and be a confident communicator. The introduction of the Apprenticeship levy means that elements of FE academic management will now be common with HE and an understanding of FE administration is therefore desirable. The post holder will largely manage their own time and determine priorities in order to achieve the required output. The post holder must be able to use their initiative, work as part of a team, and have the ability to cope in a dynamic and challenging environment The scope of the role extends to all undergraduate and postgraduate provision. Elements of the role also transcend FE as processes are brought together.. As a member of the Administration Team, the post holder will be required to undertake shared duties which include providing reception cover and hospitality services. Key working relationships/networks Internal External Dean Principal Lecturer for HE Programmes Deputy Head Lead for Apprenticeships and Business Partnerships Deputy Head Lead for HE and Research NCFM Senior Operations Officer Programme Leaders Academic and support team members at NCFM (FE and HE) Colleagues is support departments and the wider University Colleagues in the College of Science Colleagues in the wider University Students Sponsoring employers External examiners End-point Partner universities and colleges Page 6 of 8

7 UNIVERSITY OF LINCOLN PERSON SPECIFICATION JOB TITLE Senior Administrator and Degree Apprenticeship Coordinator JOB NUMBER COS428 Selection Criteria Qualifications: Essential (E) or Desirable (D) Where Evidenced Application (A) Interview (I) Presentation (P) References (R) A level/hnd or HNC/degree level or equivalent experience E A Experience Extensive experience of Academic Administration in workbased Higher Education E A/I Academic Administration in work-based Further Education D A/I Recruitment processes in HE E A/I Using Blackboard or other VLEs E A/I Employer liaison D A/I Higher and Degree Apprenticeship administration D A/I Skills and Knowledge: Excellent working knowledge of Microsoft Office in particular Word, Excel, PowerPoint and electronic diary E A/I Skilled in the use of Blackboard E A/I Knowledge of HE procedures and systems at UG and PGR E A/I Knowledge of HE student data management (QLS) E A/I Knowledge of FE students data management (Maytas) D A/I Building productive relationships with students E A/I Building productive relationships employers D A/I Plan own workload and manage own time E A/I Strong written and verbal communication skills E A/I Competencies and Personal Attributes: Team working and support with good interpersonal skill E I Flexibility and adaptability E I Ability to work independently and make sound decisions E I Commitment to the subject area and drive to improve E I Commitment to continually updating personal skills and knowledge to increase effectiveness E I Business Requirements Professional presentation E I Ability to work flexibly on occasions E I Enhanced DBS clearance E I Page 7 of 8

8 Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Author VAB HRBA HDR Page 8 of 8