Main Duties and Responsibilities - Nottingham



THE UNIVERSITY OF NOTTINGHAMRecruitment Role Profile FormJob Title: MBA Programme OfficerDepartment: Nottingham University Business SchoolSalary:?22,029 - ?26,274 per annum depending on qualifications and experience. Salary progression beyond this range is subject to performance.Job Family & Level: Administrative, Professional and Managerial (APM) Level 3Contract Status: PermanentHours of Work:Full-time, 36.25 hours per weekMonday - Friday - 8.45am 5.00pmLocation:Nottingham University Business School, Jubilee CampusReporting to:MBA Programmes ManagerJob Outline:In addition to the UK campus, the University also has campuses in Malaysia (UNMC) and China (UNNC). MBA programmes are run at both the UK and Malaysia campuses. This role is multi-faceted and will provide senior administrative support in relation to:The full-time MBA programme based in the UK, with responsibility for programme administration and quality assurance.Quality assurance and examinations procedures for the MBA programmes based at the Malaysia campus. This role is key to ensuring that both the UK and Malaysia campus programmes are delivered in accordance to the University’s quality assurance standards and procedures.Main Duties and ResponsibilitiesQuality Assurance (in relation to UK and Malaysia Campus)To foster effective working relationships with academic and administrative colleagues at the UK and Malaysia campus and be responsible for providing effective management and support to ensure that all quality assurance processes and procedures relating to MBA programmes at Nottingham University Business School and the Malaysia campus are adhered to: Duties will include:Provide informed advice and guidance on quality assurance issues (to include assessment regulations) and to support UNMC colleagues in the implementation of policies and procedures. To identify risks of non-compliance and propose remedial action plans in consultation with all relevant parties. To attend internal and external meetings to ensure that quality assurance and enhancement issues are represented and reported. Advise UK and UNMC staff on the development of programme and module specifications and provide administrative support to produce reports and module & programme specifications for the School's Teaching Committee. To ensure all UK and UNMC module boxes are kept up-to-date with the appropriate module outlines, reading lists and samples of coursework and examination scripts.Provide administrative support to the full-time MBA Learning Community Fora, including the follow up and feedback of proposed actions to staff and students. Contribute to regular reviews of the School’s examination processes, procedures and systems to enhance quality assurance standards. to the School’s Teaching CommitteeExaminations (in relation to UK and Malaysia Campuses)To be responsible for the effective management and co-ordination of the examination processes for the UK and Malaysia campus MBA assessments to:Line-manage the MBA Examinations Administrator with responsibility for training, assignment of duties, performance, career development and disciplinary matters.Liaise with overseas administrative/academic members of staff and UK academic members of staff to ensure that coursework/examination and management projects are received to meet strict deadlines for examination boards and ensure that recommendations are implemented by providing sound advice. Together with liaising with the Systems Office, the Malaysia office and the MBA Programmes Manager to agree deadlines for receiving marks for MBA exam boards.To be responsible for the co-ordination and servicing of the MBA examination boards, which will include the production of all mark sheets and relevant documentation; resolve queries arising from UK and Malaysia campus internal boards and communicating recommendations from the examination boards and production of progress reports and transcripts. Resolve queries relating to extenuating circumstances and/or examination marks discrepancies with UNMC administrators/academics.Work closely with the Systems Office in the management of examination/assessment data, which includes overseeing the importing of marks into the local MBA office databases, being responsible for the production of examination board mark sheets, and communicating recommendations and transcripts back to the Malaysia Campus to disseminate to students.Programme Administration (in relation to UK Campus)To provide senior administrative support in relation to the full-time MBA programme based in the UK:Co-ordinate and produce the annual MBA student Handbook, the MBA Induction book, the MBA syllabus booklets and the full-time management project guidelines.Input module choices to student database records and publish student module timetabled slots, together with organising the annual module option talk timetable.Contribute to the organisation of the full-time MBA induction programme and co-ordinate induction meetings for those UNMC students who join the Programme in Semester 2, actively participating in student briefing meetings.Provide administrative support to student focus group meetings and Learning Community Forum (LCF), with responsibility for the collation and circulation of agendas, attending the full-time LCF meetings and assisting with any action that needs to be followed up after each meeting.Provide secretarial support to all UK MBA Academic Offence Committee meetings, which will include convening the meeting with the student and staff member and taking the minutes at the committee meetings. To support Programme Directors in the administration of all student-related issues, such as student appeals.Liaise with academic members of staff with regard to the allocation of personal tutors and to update the database accordingly.To organise "one-off" guest speaker presentations, workshops and continuing professional development courses for the MBA cohort and MBA alumni.To liaise with the Finance Office to track student debtors and to follow up any outstanding debts with students via letter, email and telephone.To provide support to the MBA Company Project Co-ordinator and liaise with the company contacts, which will include creating adverts for company projects, advertising these opportunities, informing students of interviews and the outcomes of these interviews. In addition, to organise the annual internship showcase event for students.To provide the administrative support for the full-time MBA Business practice week, which will include assisting the MBA Programme Manager, MBA Directors and liaising with companies to organise the Business Practice programme; this will include representing the School and accompanying the student groups to company visits in Nottingham and London.Databases & Systems (UK and Malaysia Campus)To be responsible for maintaining accurate database records to capture student records relating to module registrations, marks and management project information, in order to track the progression of students throughout the period of study. These responsibilities include:Analysis of data and generation of customised reports/statistics to inform reviews of programme/modules and the decision-making process.Collation and preparation of documentation as required for audit and accreditation exercises.Admissions, Marketing & Website (in relation to UK and Malaysia Campus)To contribute to the maintenance of the content of the School’s overseas web pagesTo assist with marketing and promotion of the MBA programmes, including attendance at open days, recruitment fairs, induction and graduate events.To provide cover in relation to the production of MBA offer letters, emails and correspondence when the MBA admissions secretary is away from the office.Any Other DutiesSupport the MBA Programmes Manager to organise the annual teaching and examination timetables.To provide guidance and advice to other MBA Office team colleagues who handle general admissions and student enquires/issues.Any other duties commensurate with the grade, as directed by the MBA Programmes Manager.This job description is subject to periodic revision, following discussion with the post holder and forms part of the contract of employment.Knowledge, Skills, Qualifications & Experience:Please give details of any specific knowledge, skills, qualifications and experience or training that are essential in order to carry out the full range of responsibilities of this role in an effective manner and incorporate and highlight any changes to the knowledge, skills, qualifications and experience or training of the role in bold. Please do NOT refer to the number of years’ experience, but please refer to the job family levels to help distinguish between and stipulate levels of experience required.Person Specification:EssentialDesirableQualifications/ EducationHNC or HND in a relevant subject, or equivalent qualifications/certification, plus considerable experience in a relevant role(s)ORBroad substantial relevant experience demonstrating development in a series of progressively more demanding, relevant work.Skills/TrainingWell-developed written and verbal communication skills, the ability to communicate at all levels and demonstrate and an understanding of a multi-cultural environment.Excellent IT skills with experience using Microsoft Office packages including Word, Excel, Access and Outlook or similar.Highly organised with the ability to prioritise and handle a diverse workload to meet pre-determined deadlines.A flexible, independent approach to work.Ability to work on own initiative, whilst also working as part of a team.Ability to work accurately with attention to detail.Ability to multi-task and remain calm under pressure.Experience of supervising other people.ExperienceExperience of working within higher education or a similar environment.Administrative experience requiring a minimum level of supervision.Experience of providing a high level of customer service/facing operational role from within a complex and diverse organisation. Experience of relationship management with external stakeholders.Experience of managing a diverse workload.Personal AttributesFlexibilityDecision Making:Please provide examples of the nature of the role and the sorts of day-to-day decisions that are taken and incorporate and highlight any changes to the decision making of the role in bold.taken independently by the role holderDay-to-day running of the full-time MBA programme.Daily contact with the Malaysia campus administrative and academic team.Dealing with standard and non-standard administrative problems that occur.Decisions on non-standard student questions related to the University’s quality assurance manual and assessment regulations. Providing advice to staff on the completion of module and programme specifications and advising students on elective module choices to comply with MBA programme course structures ii)Taken in collaboration with othersDecisions where the involvement of an academic member of staff (e.g. Module convenor or Programme Director) is required, such as the annual planning of the MBA timetable.Working with the School’s student support office in relation to extenuating circumstance matters.Working with Academic Services on reporting of student recommendations, programme transfer and payments to clear debts with the Finance office. Working with the School’s Academic Misconduct Officer on suspected plagiarism cases.referred to the appropriate line manager by the role holderDecisions about highly complex or sensitive situations which cannot be solved independently and which require the Academic Director of the MBA Programmes and the MBA Programme Manager to be involved with, for example student appeals and student matters which require Director authority for approval. ................
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