Job Description: Academic & Student Services Coordinator

Job Description: Academic & Student Services Coordinator

Hours:

Full time 37.5 hours per week, mostly Monday ? Friday. There may occasionally be a requirement to work some weekends and evenings (with advanced notice). You will be expected to work such hours as are necessary to carry out the duties associated with the post.

Approved: March 2019 --------------------------------------------------------------------------------------------------------------------------------------

New Beacon Group is situated in Stafford and is striving to create a global university of the future on a beautiful garden-like campus with well-established classrooms, lecture theatre, seminar-rooms, conference facilities, gym and sports facilities, student-accommodation as well as catering services. Our Vision is to create a globally-connected university in business, management and innovation, tackling challenges and opportunities between west and east and developing future leaders and managers.

Summary of Overall Role Purpose

You are responsible for the day-to-day operational and high-level administration support for academic and student services programmes (UK and international). You will provide a high quality support service to students and academics, working closely with relevant staff as well as ensuring that student records and systems are maintained and accurate. A key aspect of this role is the development of internal processes and operating procedures for the establishment and expansion of academic and student support services throughout the organisation. This role will therefore develop as our academic provision expands. Working as part of a team delivering academic, programme and student services, your role will encompass the following:

Student Admissions and Registry;

Course and programme support;

Coordination of examinations and assessments;

Quality Assurance administration;

Accreditation support;

Events coordination;

Student welfare;

Coordination of student feedback and representation;

Course Handbooks and uploading learning materials;

Timetabling;

Student accommodation;

Committee clerking.

Academic & Student Services Coordinator Job Description ? March 2019

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Main Duties and Responsibilities

Respond professionally to queries from staff, students & prospective students in relation to courses and all related regulations and procedures in a timely and efficient manner; dealing with any problems or issues raised by students, offering advice or referring them to the appropriate personnel.

Maintain clear communications with students, using appropriate methods.

Maintain the student records system and student files, ensuring student records are up to date and accurate at all times, including processing student withdrawals, transfers and suspensions.

Assist with the updating and distributing course handbooks and other course related material as required.

Coordination of the admissions and registration process.

Assist in recruitment and marketing activities and events; this may include attending occasional weekend and evening marketing events.

Assist with the preparation of documentation for accreditation and coordinate action planning.

Collate and monitor quality audit paperwork and formal feedback from students in order to provide reports for internal or external parties.

Arrange and support student induction activities.

Collate timetable information for courses, and to ensure that ad hoc timetable changes are dealt with appropriately and that any such changes are communicated to students in a timely manner.

Where required, create and maintain student attendance records and issue class lists to staff, reporting and following up with absent students.

Undertake administrative processes relating to student visas in accordance with UKVI requirements, providing general compliance advice to students regarding student visitor visas.

Coordinate and manage the distribution of teaching materials to students

Coordinate the transfer of students to and from our overseas education delivery partners.

Coordinate the administration of tracking, assessment and reporting. This includes providing timetabling information for examinations, liaising with External Examiners and/or arranging the distribution and submission of coursework.

Administer the marking process, distributing marking to assessors, monitoring the return of marking and feedback turnaround times and entering marks onto the electronic system.

Coordinate the distribution of official transcripts and certificates

Coordinate the arrangements for students transferring between our programmes and our delivery partners.

May be required to supervise administrative staff as the organisation grows.

Provide support for internal and external programme accreditation, approval and review processes.

Support and administration of the arrangement of, and preparation for, Assessment Boards including preparing board reports, pass lists and statistics, ensuring data is accurate and processing student progression and awards in accordance with appropriate regulations. This

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also includes collating assessment results and producing grids for internal assessment boards

Support the administration of the Extenuating Circumstances, Academic Misconduct and Appeals processes

Coordinate student welfare and disability support services.

Assist in the organisation of any extra-curricular events for students.

Arrange course team meetings and take minutes

Manage and track all the relevant information of enrolled students.

Additional information about the scope of the role

Planning and Organising

Within parameters established by your manager, you will plan and prioritise your own workload and liaise with team members to ensure others' actions are complete and required information is provided.

Problem Solving

Problem solving ability of a high level is required. It is essential to be able to work effectively across section or departmental boundaries, as optimum solutions are likely to be achievable only with a clear perspective of the aspirations and objectives of colleagues across New Beacon Group.

Note

This Job Description provides an overview of the principal accountabilities of the post and will include, but will not be limited to, those detailed. It is anticipated that the content of roles will evolve and change over time and such the balance of duties within the Role Profile will change within the broad remit of the post. This Role Profile does not form part of your contract of employment and will be updated from time to time in consultation with you.

It is expected that all staff work collaboratively to share good practice, resources and ideas to realise New Beacon Group's Vision and aims. All staff should act with professional integrity at all times, following the Code of Conduct. .

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Person Specification: Academic & Student Services Coordinator

Qualifications, Knowledge and Skills A good general education, preferably to A Level standard or equivalent. Administration and committee servicing experience Experience and knowledge of the UK HE environment is desirable. Experience of supporting international students is desirable. Customer focused and able to demonstrate a record of accomplishment within a customer

service role. Experience of working effectively within a small team and a strong proactive team player. Experience in a student/customer facing role with a diverse customer base. Knowledge of the workings and requirements of a Higher Education Institution and its staff and

students. Numerate and able to interpret spreadsheets containing quantitative information and produce

reports from a variety of data sources. Demonstrable ability to deliver to targets and deadlines. Excellent written and verbal skills; highly proficient in spoken and written English. Effective problem-solving skills. Highly analytical. Strong organisation skills with the ability to prioritise workload and work independently. Personal Qualities Able to plan own workload and prioritise tasks by using own initiative as required with a

minimum of supervision. Ability to build effective relationships with internal and external colleagues and students. Flexible, adaptable to change, efficient and highly organised. A clear communicator with a diverse client group ? adults and young people. Excellent interpersonal skills with ability to communicate with a wide variety of stakeholders,

including internal and external colleagues, students and stakeholders and to build strong working relationships. Ability to remain calm under pressure and manage interruptions to work flow. Ability to deal calmly and sensitively with difficult situations and able to show initiative in diverse situations. Able to meet multiple concurrent deadlines. Accuracy and attention to detail, ability to maintain this under pressure. Good proofreading skills. Ability to present and report information effectively. Ability to work as part of a team, working towards team goals and establish effective working relationships within a team.

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 Flexible approach and leads by example. Sensitivity and awareness of confidentiality requirements. Confident and self-motivated with the drive and determination to succeed. A proactive, can-do attitude. Willingness to participate in development and training opportunities. Customer-focussed and committed to the delivery of excellent customer service. Ability to self-evaluate learning needs and actively seek learning opportunities. Ability to engage positively in relation to feedback; self-reflective and committed to continuous

development. Self-reflective with the ability to self-evaluate learning needs and actively seek learning

opportunities. Demonstrable ability to deliver to targets, KPIs, meet deadlines, prioritise, and work under

pressure, when necessary, with minimal resources. A positive demeanour and approach to responsibilities. Persistent in achieving goals and overcoming challenges. Practical with high integrity, honesty and ethical standards. Enthusiastic and committed with stamina and a positive, self-reliant, proactive, open-minded

and can-do attitude.

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