Administrative Officer Scheduling

Transcription

1 Administrative Officer Scheduling (16 hours per week in term time working Wednesday to Friday and 11 hours per week outside of term time working Wednesday and Thursday) Recruitment Pack April 2015 Ref: R1711

2 Dear Applicant Thank you for your interest in this post and in the University. The School of Music, Humanities and Media is seeking an experienced and enthusiastic person to job-share this role to provide comprehensive administrative support to the rooming and student timetable processes within the School. Using existing experience of timetabling and scheduling software coupled with appropriate and effective administrative, customer service and communication skills, this post is key to the efficient operation of the School s rooming and timetabling processes. The post also provides essential assistance to the School s Attendance Monitoring process. You will be expected to adopt a flexible approach to ensure the delivery of a responsive, reliable and high-quality service to all the Schools key stakeholders. I hope the information in this booklet proves useful and gives you sufficient guidance to pursue your application. Further information is also available on our website If you would like to have an informal discussion about the post please do not hesitate to contact me on or c.chamley@hud.ac.uk. I look forward to receiving your application. Yours sincerely Claire Chamley School Administration Manager

3 1. The Role Job Title: Administrative Officer Scheduling Salary Grade: 5 Responsible to: Scheduling and Attendance Monitoring Manager Hours: Part-time (16 hours per week in term time working Wednesday to Friday and 11 hours per week outside of term time working Wednesday and Thursday) JOB PURPOSE To provide effective and efficient administrative support and a responsive service for rooming and student timetable processes plus other scheduling, attendance monitoring and related administration in the School. Although each member of the Administrative Team has specific duties, these can be wide ranging and the post holder will be expected to adopt a flexible approach to the diverse demands made and have a can do attitude, with excellent appropriate and effective customer service and communication skills and the ability to work with a high degree of responsibility and initiative with limited supervision. As such, the post holder may also be required to assist with the School s attendance monitoring activities. The post holder will be expected to maintain confidentiality at all times and treat confidential information with tact and sensitivity. Responsibilities 1. To maintain the Web Room Booking system for the School and process School bookings accordingly, plus assisting staff and students with room booking queries. 2. To advise and assist the Scheduling and Attendance Monitoring Manager on rooming developments and issues with resolution of problems relating to data quality and data maintenance. 3. To administer and maintain the School timetable mailbox dealing with queries in a timely and responsive manner. 4. To assist the Scheduling and Attendance Monitoring Manager in the creation and maintenance of academic timetables. 5. To attend relevant School and University scheduling meetings and necessary training. 6. To assist in the production of relevant scheduling protocols and working practices within the school and across schools. 7. To process student seminar change forms, liaising with admin, academic staff and students and update student group information on Scientia accordingly. 8. To run scheduling data quality checks and resolve problems or pass on to relevant colleagues for action.

4 9. To generate and administer the School Module Choices on the Web (MCOW) process for the School including maintenance and updating of School modules on ASIS. 10. To assist the School Admin Manager with the Huddersfield Student Survey process in particular setting up online surveys. 11. To provide cover as required for the Administrative Officer Attendance Management. 12. To carry out any other duties consistent with the grade of the post assigned to you by the Scheduling and Attendance Monitoring Manager and/or School Administration Manager.

5 2. The Person The successful candidate will be able to demonstrate the following attributes: Essential Desirable How Identified/Verified Qualifications GCSE English Language and Maths at Grade C Degree or equivalent qualification A, Q, or above (or equivalent qualifications) Experience ECDL or equivalent computer literacy skills Significant and relevant experience of working in a scheduling role Previous experience in higher education and/or other public sector organisation A, I, R Significant recent and relevant experience of working in a busy office environment Experience of dealing with external and/or international contacts Maintenance and organisation of manual and electronic filing systems Experience of dealing with confidential and sensitive information with tact and diplomacy and in line with relevant policies and procedures. Experience of organisation and servicing meetings/events including minute taking.

6 Skills and Knowledge Knowledge of issues relating to scheduling in HE setting Experience of using SITS and/or Blackboard applications A, I, P, R Working knowledge and experience of using Scientia Scheduling Software Ability to exploit the use of Excel, Access, Word and other Windows-based software applications and any other software systems in use for data management. Possess excellent customer service and oral and written communication skills. Ability to use judgement and initiative effectively. Ability to effectively and efficiently work with the minimum of supervision. Ability to prioritise work and be highly organised. Ability to appropriately manage sensitive information and situations.

7 Personal Qualities Demonstrable commitment to equal opportunities and to continuing personal/professional development. Adaptable and able to work flexibly as required, being able and willing to use own initiative and to work effectively as part of a team. Well organised and able to work to tight timescales and often conflicting deadlines. Ability to motivate self and others to achieve team targets and objectives. Reliable and conscientious. I, R Key: A = Application, Q = Sight of Qualifications, I = Interview, P = Presentation/Task, R = References

8 3. Our Offer We offer a generous remuneration and benefits package: Starting salary Grade 5 (Starting point: 8,212 per annum) A Career Average Revalued Earnings (CARE) Pension Scheme (Local Government Pension Scheme) 30 days annual leave plus statutory holidays (pro rata) Significant opportunities for professional development A friendly and supportive work environment A range of voluntary benefits 4. How to Apply Applicants are asked to complete an application form. Attention is drawn to the person requirements listed above and applicants are asked to provide evidence of their match to these criteria in some detail in their supporting statements. This information will be used to shortlist candidates. The timetable is as follows: Advert closes: 18 May 2015 Interviews: 16 June 2015

9 5. School of Music, Humanities and Media The School comprises seven academic subject areas Music, Music Technology, Drama, English and Creative Writing, History, Linguistics and Modern Languages, Journalism and Media each with its own distinctive character but sharing a common interest in creativity and culture. Inspiring All recent Teaching Quality Assessments have been excellent and we consistently outperform the national average for graduate employment in many of our subject areas. We play a major role in the wider community, through a wide range of activities including the world-famous Huddersfield Contemporary Music Festival, the Huddersfield Literature Festival, museum exhibitions, concerts, operas, theatrical performances, poetry readings, creative writing workshops, language services and short courses. Innovative We have an excellent reputation for research and scholarship, regularly attracting external funding from bodies such as the Arts and Humanities Research Council, the Leverhulme Trust and the Wellcome Trust. Much of our research is conducted in partnership with colleagues in the cultural and creative industries. The School has high-quality specialist facilities for the teaching of music technology, media, drama and modern languages and makes extensive use of computing and information technology in supporting its teaching across all subjects. International In the most recent Research Assessment Exercise (RAE 2008), much of our research was recognised as being of a high international standard, or world leading. We have a number of collaborative research projects and a growing Erasmus programme. Administration Department The administration department is led by an Administration Manager, who reports directly to the Dean of the School, and is responsible for leading the strategic development of the administration of the School, including increasing integration between academic, technical and administrative functions. The department is divided into three main areas as shown in the organisational chart below. The Administration Manager is supported by a dedicated and highly effective team of administrative staff, each responsible for a different area of business. A key role is the Deputy Administration Manager who has responsibility for Course Administration and Quality, with Planning and the Executive Assistance areas reporting directly to the Administration Manager. The administration s officers are located in two buildings; the Creative Arts Building, where course assistants support the Music, Music Technology and Drama subject areas and the West Building where course assistants support the History, English, Languages and Media/Journalism (H.E.L.M) subject areas.

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11 6. The University The University of Huddersfield s roots go back some 160 years. We are a successful, popular and innovative university that offers a wide range of higher education and worldleading research, and we are proud of our achievements. Over the past five years we ve become the UK s leading university for National Teaching Fellowships which mark Britain s best academics, and the effects of this are evident in our student satisfaction. Huddersfield is in the top ten universities in England for satisfaction, and is the top mainstream university in the UK for assessment and feedback (National Student Surveys 2011 and 2012). The University s vision is To be an inspiring, innovative University of international renown and its mission is to To deliver an accessible and inspirational learning experience, to undertake pioneering research and professional practice, and to engage fully with employers and the community. We offer high quality teaching and an impressive record for graduate employment and enterprise. In fact we became the Times Higher Education Entrepreneurial University of the Year in 2012, and in 2013 we received two coveted Queen s Awards for Enterprise (an institution award for International Trade and an individual award for Enterprise Promotion). The University of Huddersfield has a student population of over 24,000. Students from almost 120 countries are represented on campus and it is estimated that the University is responsible for 300 million in direct and indirect contributions to the local economy. Our research programmes are predominantly user inspired and consequently demonstrate high impact. We have strong ambitions to become a research led university and have a robust research strategy to underpin our plans. Our existing research strengths provide a solid foundation and we have centres of excellence across a wide range of disciplines e.g. engineering, chemistry, social work, music and history amongst others. Our Centre for Precision Technology (CPT) has recently secured a prestigious EPSRC National Manufacturing Centre and our School of Music has state-of-the-art sonic research facilities unique within England. Our postgraduate research community is vibrant, with student satisfaction scores well above the sector norm. In addition, we have implemented major initiatives to create a strong research environment and culture across the University and opened the 3M Buckley Innovation Centre in 2012 a 12 million innovation project which signals a new approach to University-business engagement. The University has a history of close involvement with industry, business and its cultural community. The extent of that involvement is probably best illustrated by the fact that the University is in the top 10 in England for student sandwich placements in industry. The University connects with the world outside the campus, with links to a broad range of companies and organisations. Our connections help us to keep our courses relevant to the world of work and ensure our students have good employability skills. Huddersfield consistently appears in the top ten universities in official surveys of graduate employability. The University s staff are involved in scholarship, research and reach-out activities. It wants to attract and retain the best staff, provide opportunities for them to remain professionally engaged and up-to-date, create opportunities for graduate study, disseminate knowledge for the benefit of society and produce meaningful case study material for the undergraduate curriculum. We were one of the first universities in the country to achieve institutional recognition under the Investors in People Award in 1999 and we have maintained this standard ever since. We are committed to the development and support of our staff. In the Quality of Working Life Survey, looking at the satisfaction and well-being of our staff, the University of Huddersfield had higher scores across all six factors than the Higher Education

12 benchmark, showing lower levels of stress and greater satisfaction with working conditions than the benchmark data. 7. Huddersfield The University is located close to the centre of the thriving West Yorkshire town of Huddersfield. Huddersfield has an extensive range of new retail and social developments with many new shops, cafes, bars and restaurants. Near to areas of outstanding natural beauty publicised in TV programmes such as Last of the Summer Wine and Where the Heart Is we are also in easy reach of Leeds and Manchester. Both are just 45 minutes by road and with quicker access via the regular cross Pennine rail service. Huddersfield is surrounded by a number of attractive villages in the Holme and Colne valleys and within easy reach of the Yorkshire Dales, the Peak District and the major urban centres of Leeds and Manchester. The cost of housing compares very favourably with other regions in Britain and the choice of where to live is outstanding. The town is well known for its musical traditions, including the world famous Huddersfield Choral Society and the internationally renowned Huddersfield Contemporary Music Festival. The Lawrence Batley Theatre and a large sports stadium host various cultural and sporting events respectively. Our striking town centre campus straddles the refurbished Huddersfield Narrow Canal and offers extensive views of the wooded Pennine foothills. The campus combines both new and historic buildings, and since million has been invested in new facilities and buildings for our students. The University has won Civic Trust Awards for the imaginative refurbishment of historic mill buildings for the teaching of Computing, Engineering and Architecture. However, we are also very proud of our contemporary architecture. Our 17 million Business School building opened in 2010, and work is currently underway on the University s most complex building project to date a 22.5 million Learning and Leisure Centre which will provide new sports, leisure, learning and catering facilities when it opens in 2014.