JOB DESCRIPTION. 1. JOB TITLE: Policy Implementation Officer: Validation

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1 JOB DESCRIPTION 1. JOB TITLE: Policy Implementation Officer: Validation 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: PIOAQSS 4. DEPARTMENT: Academic Quality and Enhancement Academic Quality Support Services (AQSS) 5. ORGANISATION CHART: See attached structure chart 6. JOB PURPOSE: To co-ordinate the validation processes for new programmes of study through Boards of Studies, including membership of validation panels. To co-ordinate processes for the revalidation (periodic review) of programmes and modules, including membership of revalidation panels. To co-ordinate processes for periodic reviews of collaborative partnerships, including the assembling and servicing of review panels. To advise the Principal Assistant Registrar (Partnerships and Academic Strategic Support) and the Partnerships and Development (Operations) Manager on the current status of proposed programmes of study. To provide advice and guidance to academic and administrative staff colleagues on the interpretation of internal and external regulations and requirements, as they affect programme approval and periodic review, and on relevant procedures. As appropriate, to contribute to the overall work of Academic Quality and Enhancement in such matters as derogation procedures, the servicing of University committees, internal audits and working groups, and Awards Assessment Boards. 7. BACKGROUND INFORMATION: Academic Quality and Enhancement exists to provide advice, guidance and administrative support in the areas of quality assurance and enhancement and in relation to academic audit and review. It is also charged with the maintenance of the University s Quality & Standards Manual and other documentation associated with quality assurance and quality control, and seeks to ensure adherence across the institution and among its collaborative partners to the regulations and requirements contained therein, in the light of the United Kingdom Quality Code. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: Provides effective liaison between AQSS, Faculty Administrators and Programme Planning Teams to ensure that documentation associated with validation and revalidation of programmes is properly processed and progressed.

2 Co-ordinates, monitors and advises on schedules, deadlines and both internal and external panel membership in relation to validation and revalidation of programmes and review of partnerships panels. Participates in the work of validation and revalidation panels, in the UK and overseas, advising panel members on procedures, regulations and good practice, and writing reports to tight deadlines for consideration by Boards of Studies. Prepares user-friendly guides to procedures for validation of new programmes and periodic review and revalidation of programmes and modules for internal and external colleagues. Delivers formal and informal training to academic and administrative support staff on validation, modification and review procedures, and participate in induction events for new members of staff. Offers individual advice and guidance to internal and external colleagues on programme design and delivery. Reviews appropriateness of procedures governing new programme approval, modification, review and withdrawal contained within the relevant sections of the University s Quality and Standards Manual. Maintains the currency of the Module Descriptor Editor and accompanying User Guide and monitors the definitive online record of Programme Specifications as required to ensure the efficient operation of the validation and review system through the accuracy of information. Fulfils other duties as required within the remit of AQSS, commensurate with the responsibilities attached to the post. 8.1 Communicating Effectively The post holder participates in the work of validation and revalidation panels, advising panel members concerning procedures, regulations and good practice, and writing reports to tight deadlines for submission to the chairs of the panels and thereafter to Boards of Studies. This involves the communication (oral or written as appropriate to context) of often complex conceptual ideas or complex information which may be highly detailed, technical or specialist. 8.2 Leadership and Working Collaboratively The post holder is a key member of the Academic Quality and Enhancement team responsible for the delivery of the University s requirements for programme and partner approval and review and as such ensures that events take place successfully and on schedule through securing the co-operation of panel members and of those submitting proposals. The post holder works closely alongside the Policy Implementation Officer: Partnerships and Development, and at times may offer support in that area. 8.3 Liaison and Networking The post holder liaises with the Principal Assistant Registrar (Partnerships and Academic Strategic Support) and reports to the Partnerships and Development (Operations) Manager who is the immediate line manager on behalf of the Dean of Academic Quality & Enhancement. There is regular contact in person, by telephone, in writing and electronically with potentially all University staff from Senior Management to junior academic and support service colleagues, with external

3 advisers to panels, and with staff of collaborative partner institutions. This contact is usually initiated by the post holder, working within the University s overall procedures but adapting them as appropriate to context. The post holder also provides regular, daily or weekly, liaison between Academic Quality and Enhancement and Faculty Administrators, so as to ensure that documentation associated with validation and revalidation is properly processed and progressed. 8.4 Delivering a High Quality Standard of Service The role holder is required to deal promptly and constructively with those who contact AQSS in connection with validation and revalidation or other quality-related matters, responding to routine enquiries about procedures and referring more complex matters to the Principal Assistant Registrar or Partnerships and Development (Operations) Manager as appropriate. The role holder is responsible for effective coordination of validation and revalidation events and liaison with key stakeholders. 8.5 Effective Decision Making In a panel-servicing role, advises Chairs and members of validation and revalidation panels on procedures, regulations and good practice, helping to build co-operation by setting an example and showing a flexible approach to delivery of results, working with them to reach optimal conclusions and collaborative decisions which have a moderate impact on the success of future delivery, given the normal six-year life cycle of a validated/revalidated programme. The post holder is also a contributor to collaborative decisions within Academic Quality and Enhancement, which have an impact sometimes minor, sometimes moderate, depending on impact on the rest of the University. 8.6 Planning and Organising Self and Others The post holder is required to plan, prioritise and organise their own work and that of others involved in the validation/revalidation process. The post holder is not a line manager but assists the Principal Assistant Registrar and Partnerships and Development (Operations) Manager in co-ordinating the work of an Administrator or others, in helping to fulfil the duties outlined above, as well as co-ordinating the contributions of those involved in validation or revalidation processes. 8.7 Innovation and Improvement (Effective Problem Solving) The post holder is expected to demonstrate individual initiative and to exercise professional judgment and considerable discretion in the operation of information flows within the University, in relation to quality assurance procedures, in the management of validation and revalidation processes, and in the guidance offered to staff, students and external advisers. The task- and project-based approach adopted within Academic Quality and Enhancement demands independent working practice and sets a premium on problem-solving and finding workable solutions to operational matters, in conjunction with other members of the Academic Quality and Enhancement staff team as

4 appropriate. This often requires the completion of projects and production of written reports to tight deadlines. 8.8 Analysis and Research The post holder is required to analyse routine data or information using predetermined procedures and to gather information from standard sources, working accurately to complete the task precisely as specified. The post holder is also required to investigate sector-wide best practice in validation/revalidation, in order to advise the Principal Assistant Registrar, Dean and wider University accordingly. 8.9 Sensory and Physical Demands The role holder is required to complete basic tasks which would require either a minimum of instruction or light physical effort, though transportation of supporting documents to the main campus or other event location is sometimes necessary Work Environment The post holder is required to work in an environment which is relatively stable, with shared office and own PC-equipped workstation. Physical effort required is only such as expected from office work, other than transportation of documentation to main campus or other location for the validation/revalidation event. Travel to locations elsewhere in the country or overseas will be required as necessary Pastoral Care and Welfare The role holder may be required to show sensitivity to those who may need help or, in extreme cases, are showing signs of obvious distress; initiate appropriate action by involving relevant people Team Development The role holder is occasionally required to advise or guide new starters working in the AQSS on standard information or procedures. It is also an important requirement of the post frequently to advise those new to the programme approval and review Teaching and Learning Support The role holder delivers formal and informal training to academic and administrative support staff on validation/revalidation procedures, including annual updates thereto Knowledge and Experience The post holder is required to apply working knowledge of theory and practice, sharing this knowledge with others as appropriate, and to demonstrate continuous specialist development by acquiring relevant skills and competencies through staff development 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 Job Title: Policy Implementation Officer: Validations PERSON SPECIFICATION Department: Academic Quality and Enhancement Academic Quality Support Services Criteria / Desirable Method of identification Qualifications: Honours degree or equivalent professional qualifications Application form Proven Experience: Considerable experience of administrative practice in an office environment, within Further Education and/or Higher Education administration Excellent minuting and report-writing skills Computer literacy, and high-level word-processing skills Delivering academic and service excellence: Understanding of the principles of quality assurance in an HE context Good organisational skills in relation to arranging a variety of events Managing self and inspiring others: Good organising abilities and ability to work independently on one s own initiative in project-mode, and as part of a team as required Flexibility, tact, meticulous attention to detail and sensitivity to the contexts in which a range of staff operate Readiness to travel, which may involve overseas travel Working together: Excellent interpersonal skills, and skills of oral and written communication Organisational and stakeholder awareness: Desirable Application form Ability to solve problems in accordance with procedures. 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)

7 Academic Quality & Enhancement January 2014 Director Undergrad Modular Programmes (0.6) Dean AQE Department Administrator Senior AR Partnerships & Devt Operations Manager Principal AR Partnerships & Academic Strat Support Devt Senior AR Quality, Standards, & Review Senior AR Information Senior AR Student Affairs Academic Development Lead Director of Learning & Teaching Senior Academic Development Advisor TEL Senior Academic Development Advisor Academic Development Manager PIO Partnerships PIO Validations PIO Validations PIO Validations Technical Officer Administrator Information & Review PIO Student Affairs Administrator Student Affairs (Unijob 15 hrs) May-Nov Administrator Prog Approval & Partnerships PIO External Examiners AR Monitoring, Review & Evaluation AR Monitoring, Review & Evaluation

8 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT ACADEMIC QUALITY AND ENHANCEMENT POLICY IMPLEMENTATION OFFICER: VALIDATIONS SALARY SCALE University Scale OS7, points 23-26, 25,013-27,318 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 Friday 9.00am pm 9.00am pm (less a 1 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. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly.

9 SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates may download further details and complete an online application on our website at quoting reference number HRMS/ The closing date is Thursday 3 rd April 2014.