Undergraduate Programme Assistant

Salary: £23,700 with progression to £25,138 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 09 April 2024

The Role     

We are seeking a highly motivated and enthusiastic individual to join our multidisciplinary School. Based in the busy School of Geography, Politics and Sociology School Office you will provide administrative support to ensure the smooth and effective running of a cluster of the School’s Programmes.

 You will work as part of a team in a busy student-focused environment to provide vital support for undergraduate degree programme administration of one of the 3 subject areas within the School. You should have excellent organisational and interpersonal skills and be able to demonstrate high levels of accuracy and attention to detail. A positive ‘can do’ attitude and a flexible and helpful approach is essential.

For informal enquiries regarding this role, please contact Nicki Gillies (Deputy School Manager) Nicola.Gillies@ncl.ac.uk or 0191 208 3920

Main Purpose

To provide administrative support to ensure the smooth and effective running of a cluster of the School’s taught programmes.

Main Duties and Responsibilities

• Working under the oversight of an Education Administrator and the Deputy School Manager, to complete activities in the School Education Activity Planner. These include, but are not limited to:

• Inputting amendments to annual documentation such as modules and regulations
• Supporting the student registration and induction cycle, including organising inductions, updating handbooks, and personal tutor allocation
• Uploading up to date information to the various University systems, i.e. SAP, Module Outline Forms (MOFs), NESS, Canvas
• Inputting updates of teaching materials on University systems as they arise, and the timely distribution of materials to staff and students
• Checking and updating student data using University systems, including ensuring students are appropriately registered on programmes and modules as required.  Communicating changes and providing information to other services
• Receiving and collating exam papers from academic colleagues, receiving and checking of coursework, including follow up for non or late submissions, distributing and tracking assessed work out for marking and chasing to ensure it is processed within expected timescales. Transcribing or uploading marks to relevant University systems, i.e. NESS, Canvas and liaison with External Examiners as required   
• Supporting the Education Administrator with the administration of relevant meetings (for example, but not limited to Boards of Examiners, Module Moderation Board, Boards of Study etc.), including agenda preparation and circulation, monitoring progress of actions and minute taking where necessary
• Supporting the Education Administrator with the collation of timetable requirements
• Setting up University systems evaluations for students to complete, if applicable
• Accurately maintain local student records, checking and providing reports to academic and professional service colleagues across the university as requested
• Supporting student placements where required, including coordinating a range of documentation (CVs, risk assessments, research proposals, surveys) and liaising with students as required and if applicable to the School

• Managing receipt of absence request forms if applicable and processing of PEC requests, approving extensions within set criteria, liaising with professional service and academic colleagues where necessary, communicating decisions back to students and ensuring that institutional systems are updated
• Running attendance monitoring reports and updating actions as required if applicable to the School.  Circulating SSPs as necessary
• Providing support as required to post application visit days
• To provide students with a consistent level of service and ensure they are effectively supported throughout their programme lifecycle, including whilst taking part in activities such as placements and mobility opportunities
• Providing guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required to colleagues. To act as front line support for student queries in various locations associated with the School on a rota basis and will be expected to take on a generic health and safety role within the School
• To carry out other duties, as defined by line manager, which support the successful achievement of the School’s vision and strategy
• To carry out other duties, as defined by line manager, which support the successful achievement of the School’s vision and strategy

Person Specification

Knowledge, Skills and Experience

• Grades A-C in English Language and Mathematics at GCSE (or vocational qualifications or equivalent work experience)
• Work experience in a relevant role and/or comparable setting understanding the student setting
• Good written, numeracy and oral communication skills.
• Excellent IT skills, i.e. good working knowledge of Microsoft Office software packages and any other online platform relevant to the role.     
• Willingness to engage with and understand relevant policies and procedures, as they affect the role.
• Able to use initiative and judgement to resolve problems independently.
• Ability to follow instruction and processes provided at local and institutional level.
• Able to work as part of a team.
• Willingness and availability to work flexibly when required and agreed with line manager
• Familiarity with work priorities and those of colleagues

 Newcastle University is a global University where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 26850