Review of Faculty and School Administrative Structures and Arrangements: Final Report September 2008

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1 Review of Faculty and School Administrative Structures and Arrangements: Final Report September 2008 APPENDIX 7 Responsibility Exemplars Level 3 Provide front office reception service for the School, answering straightforward enquiries and redirecting and following up others with relevant staff Monitor and maintain the School s consumables/stores/equipment, liaise with suppliers, and maintain the asset, minor equipment and computer registers Monitor and submit building and maintenance requests to Facilities Management Order internal and distance education subject materials for academic staff and students Maintain general office records and filing systems Organise room bookings and catering for meetings and functions Provide general clerical support to the School, e.g. managing stationery, photocopying, distributing mail Draft routine correspondence or particularise standard correspondence Format, produce and circulate documents, using appropriate software such as the Microsoft Office suite of programs and established or conventional layouts with straightforward formatting or through applying templates Develop/maintain spreadsheet or database applications - enter data into established applications, print established reports and undertake limited formatting Use a range of office equipment (e.g. facsimile machines, photocopiers and computer printers), follow maintenance schedules, and undertake basic maintenance of equipment (e.g. changing printer cartridges, clearing photocopier jams and changing toner) Access and/or generate information from University central computer systems such as the Banner student information system and Web Kiosk Provide on-the-job advice or training in using standard software products and administrative procedures Provide systems support and administration, e.g. shared drive and TRIM Maintain petty cash records, float, reconciliation and reports Prepare/process purchase orders, requisitions or vouchers Raise, process and/or monitor accounts Collate student marks and prepare reports (e.g. listings or spreadsheets) for examiners Register, process and control mail and document movement Assist staff with the completion of travel forms, make travel and accommodation bookings and arrangements, and/or process claims for reimbursement of travel expenses (NOTE: This duty, where undertaken, would normally be provided as back-up support for Level 4 staff)

2 Level 4 Maintain and update the Faculty/School s office administrative procedures manual Assist Academic staff in the quality assurance of examination papers Maintain the staff induction booklet Faculty/Centre/School Web Curator Arrange travel for nominated staff Process and reconcile casual contracts and pay claims. Provide administrative support in relation to performance management, and probationary reviews Liaise with the Examinations Office regarding examination timetables and supplementary exams. Administer special exams organised by the school Provide secretariat support to designated School committees including the preparation of agendas and recording and distributing minutes of meetings Assist the School Administrative Officer with the preparation of the on-campus timetable and residential timetables Ensure relevant documentation is processed for accidents/incidents. Assist in the collation and analysing of data as required Process accounts payable and receivable including preparation of purchase requisitions, invoice requests, and travel Maintain Learning Materials Centre (LMC) on-line list of School's teaching allocations on the CSU Subject Coordinators database. Act as primary Server Administrator for the School with responsibility for shared file security management, distribution list management, and outlook permissions Assist in the end of session assessment process including, but not restricted to, grade entry, processing change of grade forms, follow up action from School Assessment Committee, liaison with Student Office. Clinical Professional Experience Placement Specifics Establish and maintain database containing detailed information on placement sites, student placement details. Undertake clerical tasks associated with placements e.g distribution of correspondence, preparation and distribution of forms Assist with the production of placement handbook/information book.

3 Level 5 Provide a point of expertise in the school for Academic staff in relation to CASIMS in the preparation of course and subject documentation. Quality assurance of course and subject documents within the school Provide advice to staff and students on the application of University policy and regulations Coordinate end of session assessment process within the school Preparation of the school budget as directed by the Head of School. Monitor the School's budget and provide regular budget reports and advice to the Head of School Maintain data of performance indicators and quality assurance procedures Provide secretariat services to school committees including the preparation of agendas, papers, and minutes. Effecting follow up actions. Responsible for the organisation and implementation of student recruitment Interviews or Auditions as required. Coordinate the preparation of subject availability lists for the school Develop, maintain and implement efficient procedures for the School Coordinate the administration of prizes, scholarships, and other awards within the school Assist course coordinators with the assessment of applications for admission and credit. Provision of enrolment advice to students within guidelines provided by course coordinators Clinical/Professional Experience Specifics Liaison with appropriate organisations to seek student placement opportunities Coordinate placement allocations for students taking into consideration such factors as previous placement experience, academic recommendations and financial and accommodation issues Provide advice to academic staff and students on current and new government regulations concerning clinical/professional experience requirements and policies Coordinate student pre-clinical requirements. e.g. student criminal record checks, first aid training, immunisation and uniforms Preparation of the clinical/professional experience budget as directed by the Head of School. Monitor the clinical/professional experience budget and provide regular budget reports and advice to the Head of School Web Management Design, construct, analyse, maintain and support the Faculty websites and initiatives Liaise with the Web Design and Development Group (WDD) to establish compliance and maintain appropriate standards Ensure that Faculty website information is correct and up to date Advise the Faculty Marketing and Promotions Committee on strategic advice in relation to Faculty websites Implement requirements to adhere to CSU Web Policy to ensure accessibility and usability of websites in an educational environment

4 Level 6 Advise Course Coordinators across the Faculty on the course review process, preparation and contribution to the preparation of course review documentation. Provide a point of expertise for staff across the Faculty in relation to CASIMS for preparing course and subject documentation and follow up with document authors and make changes to course and subject documentation resulting from decisions made at Faculty Courses Committee and Faculty Board meetings. Collect, monitor and analyse data relevant to key performance indicators and provide reports as requested by the Dean or Faculty Executive Officer. Supervise and performance manage all School/Centre office Administrative staff Coordinate and manage all school administrative operations and assessment processes in the School and ensure that they are effectively managed Coordinate administrative aspects of third party industry programs and liaise with relevant areas within CSU Undertake the role of school/centre at forums both internal and external to the University Level 7 Should the recommendations of the review be adopted there will be few Level 7 positions existing in the Faculty/School Structure. These positions are quite specialist in nature and therefore the committee determined duty exemplars are not relevant to this classification at this point of time.

5 Level 8 Provide high level strategic advice to the Dean, Associate Deans, Heads of School and other staff as required in regard to quality assurance, strategic planning, and resource management Be responsible to the Dean for the management of Faculty financial operations including preparation and monitoring of the annual faculty budget Facilitate and coordinate the development of the Faculty Operational and Workforce Plans through working with the Heads of School and other senior members of the Faculty. Manage the day to day administrative operations within the office including staff supervision and secretarial support in order to meet the required objectives of the Faculty Provide coordination, guidance, mentoring and advice to all general administrative staff within the Faculty to ensure effective Faculty administrative operation that conforms to the University Academic and Administrative Manuals Liaise with and maintain a network of internal university contacts to proactively manage Faculty policy directions in regard to, but not exclusively, marketing, human resources, international, higher degrees and research. Develop and manage the public profile of the Faculty in conjunction with the Dean and Associate Deans including interaction and liaison with industry, government, research and community organisations. Liaise with national and international partner institutions as directed by the Dean and manage new opportunities requiring project management of tenders and the development of business plans and risk strategies. Manage the Faculty s Course and Subject Profile ensuring effective liaison with Academic Governance, Planning and Audit and Human Resources Conceptualise, develop and review the administrative policies and procedures of the Faculty, requiring the need to identify change and the management of change