JOB DESCRIPTION 1. JOB TITLE: Administrative Officer (Assessment) 2: HRMS REFERENCE NUMBER: HRMS/13090 3. ROLE CODE: AORS 4. DEPARTMENT: Registry Services 5. ORGANISATION CHART: Reporting to the Senior Assistant Registrar 6. JOB PURPOSE: To provide administrative support for all assessment related processes for which Registry are responsible. To administer and provide administrative support for all aspects of the monthly Awards/Progression Assessment Boards. To administer and provide administrative support for the release of results to students. To deal with queries relating to assessment and to provide advice and guidance to staff and students with regards to the University s assessment regulations and procedures. To provide administrative support to the creation of examination timetables. To provide administrative support to the operation of examinations. To administer and provide administrative support to the mitigating circumstances processes. To ensure accurate maintenance of the University s e-vision mark entry system, dealing with any queries and providing support and training to staff members. To ensure assessment records are accurately maintained on the Student Records System, including but not limited to amendments resulting from decisions made by assessment boards, academic malpractice panels and academic appeals boards
7. BACKGROUND INFORMATION: Registry Services are responsible for the administration of student and programme information and the processes that drive a student from initial entry to the achievement of their award. Alongside this core duty, Registry Services has a wider range of functions including assessment, timetabling and room bookings, information management, and student records system development. The Assessment team (currently comprising of 5 members of staff) operates as part of the larger Student Programmes Office team and plays a key role in the overall management of assessment processes which lead to a student obtaining their award. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively The post holder is required to frequently communicate effectively with academic staff, including Heads of Department and Deans of Faculty, support staff, students and external contacts regarding queries and information relating to assessment processes and outcomes. This communication will be conducted via telephone, email, written correspondence and in person. The post holder will frequently deal with queries from students, helping them to understand their assessment results and providing accurate and detailed advice on assessment procedures and options, particularly following Awards and Progression Assessment Boards. The post holder will be required to explain detailed assessment regulations and procedures to staff and students, taking into account what to communicate and how best to convey the information. The post holder will liaise closely with staff from across the institution regarding mark entry and assessment outcomes, in order to ensure the data presented to Assessment Boards and to students is accurate. 8.2 Leadership and Working Collaboratively The post holder is required to support the Student and Programmes Administration Manager and Assistant Registrars in the management of the assessment processes, in order to ensure accuracy of records, effective management of examination periods and the timely release of results to students. As a member of the larger team within Registry Services, the post holder is expected to be supportive and encouraging of others, to help build cooperation and to show a flexible approach. The post holder will be expected to communicate effectively on a daily basis with other team members and with staff from across the University.
The post holder will be required to be an active participant, to motivate and help the wider team members across Registry Services in order to complete important and complex tasks effectively. The post holder will also help with other areas such as answering general queries at the Student Programme Office counter, helping with general Student Programme procedures, e.g. Induction and Enrolment, filing and archiving and any other tasks as required by the Student and Programmes Administration Manager, Registrar or Deputy Registrar. 8.3 Liaison and Networking The post holder is required to carry out standard day to day liaison using existing procedures in order to disseminate information in the correct format promptly and to keep people informed of developments. The post holder will be required to represent Registry Services at formal University Awards/Progression Assessment Boards and Mitigating Circumstances Boards, presenting accurate information and advising senior members of staff in order to ensure decisions are taken in line with regulations. The post holder will liaise with contacts in Academic and Support Departments to gather relevant information and to build relationships with key contacts. The post holder will liaise with Registry colleagues to ensure that student assessment records and outcomes are accurate and up to date. 8.4 Delivering a High Quality Standard of Service The post holder will be expected to assist in the development and delivery of a computer generated examination timetable: Liaising with Faculties to obtain data for examinations in order to create the exam timetables. Assisting the Assistant Registrars with timetabling examinations accurately and publishing the examination timetable on-line. The post holder will assist in the creation of assessment record outcomes using Access databases and team sites. The post holder will assist in the publication and communication of assessment outcomes to students. Assisting in set up of e-vision mark entry for relevant members of staff in Academic Departments. Providing training and advice on mark entry and ensuring Academic Departments are able to input accurate information. Advising and guiding students and staff on assessment processes and regulations. Ensuring assessment outcomes on databases are accurate and up to date.
The post holder will also have specific responsibility for managing specific need requirements for examinations and dealing with the mitigating circumstances processes and communication of outcomes: Liaising with Student Support and Guidance with regards to specific needs requirements and ensuring these can be put in place. Provision of information and reports to Faculties and Assessment Contacts Ensuring effective University wide liaison and communication regarding mitigating circumstances processes. 8.5 Effective Decision Making The post holder will be required to take independent decisions relating to student assessment which will have a significant impact on student records and outcomes. The post holder will be required to contribute to collaborative decisions within the Assessment Team and across Registry Services, working with others to reach optimal conclusions, such as providing advice and guidance regarding assessment outcomes, mitigating circumstances procedures and requirements for examinations. The post holder will be required to provide advice or input in order to contribute to the decision making of other colleagues in Registry Services and Academic members of staff. 8.6 Planning and Organising Self and Others The post holder is required to plan, prioritise and organise their own work or resources to achieve agreed objectives. The post holder is expected to work within the University Academic calendar and to plan accordingly, working closely with the Assistant Registrars. The post holder will be expected to work to a number of fixed deadlines, across the year, such as Awards/Progression Assessment Board dates and those pertaining to the publication of assessment results. The post holder will be required to work flexibly in order to ensure key deadlines are met. 8.7 Innovation and Improvement (Effective Problem Solving) The post holder will be required to solve standard day to day problems as they arise, choosing between a number of options which have clear consequences, by following guidelines, University regulations and procedures, and referring to others when required.
It is an important requirement of the role to use initiative and creativity to resolve problems, by identifying and assessing options to reach the most practical solution. The post holder will be required to exercise judgment to determine where problems in this critical area need to be referred to or drawn to the attention of senior colleagues. 8.8 Analysis and Research The post holder will be required to analyse routine data or information using pre-determined procedures and gathering information from standard sources, working accurately to complete the task. The post holder will be required to produce accurate assessment outcomes to be presented at Awards/Progression Assessment Boards, using the results entered on the student records system. 8.9 Sensory and Physical Demands Normal office expectations i.e. occasional lifting of boxes. Time away from desk to attend to counter customers. During examination periods time is spent away from desk to set up the examination rooms. Work will frequently be detailed and complex so concentration for long periods of time is required. 8.10 Work Environment The post holder will use a PC for almost all of their work, in order to access SITS, word processing, spreadsheets, Access databases and timetabling software. Individual work station with PC. Time will be divided between two open plan offices working with approximately 14 members of staff. 8.11 Pastoral Care and Welfare The post holder will be expected to show sensitivity to colleagues and students who require support, and in some cases, initiate appropriate action in involving relevant people such as the Student and Programmes Administration Manager or Departmental contacts. The post holder will be expected to deal with upset or distressed students following results publication and to provide guidance regarding the University Assessment regulations in a sensitive manner. 8.12 Team Development The post holder will be required to occasionally advise and guide new starters within Registry Services on standard information and procedures.
The post holder is occasionally required to help train or guide staff on specific tasks, such as providing advice to students at the office counter, or by phone regarding assessment regulations and exams 8.13 Teaching and Learning Support The post holder would be expected to deliver training sessions to colleagues in the department and across the university on assessment related procedures and processes. 8.14 Knowledge and Experience See person specification 8.15 General 8.15.1 To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. 8.15.2 To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. 8.15.3 To comply with all University Health and Safety policies.
PERSON SPECIFICATION Job Title: Administrative Officer (Assessment) Department: Registry Services PERSON SPECIFICATION Criteria / Desirable Method of identification Qualifications: Degree, or equivalent level qualification. Advanced level ECDL or equivalent, or willingness to undertake. Proven Experience: Previous experience within an administrative role. Experience of working in a Higher Education environment. A high level of computer literacy, including the use of Microsoft packages such as Word, Excel and Powerpoint. Experience of working with complex databases and/or records systems. Experience of working with a student records system. Delivering academic and service excellence: The ability to work with accuracy and attention to detail whilst under pressure. The ability to provide a high level of customer service. A high standard of numeracy. The ability to deal with emotive situations calmly and with diplomacy and tact. Managing self and inspiring others: The ability to prioritise the workload of both themselves and other colleagues and to use resources effectively. A highly flexible approach to work. The ability to work under pressure and to meet conflicting and immovable deadlines. Desirable Desirable form/certs form/ Certs form form form/int/test form/int/test form/interview Interview/Test form/interview App form/int/test Interview form/interview Interview Form/Interview
Working together: High level of written and verbal communication skills. The ability to work effectively with others as a competent team member and co-ordinator. Organisational and stakeholder awareness: Ability to solve problems in accordance with procedures. An understanding of factors impacting upon the administration of student assessment and awards. Desirable form/interview Interview Interview/ Test Interview/Test Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)
UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT REGISTRY SERVICES ADMINISTRATIVE OFFICER (ASSESSMENT) SALARY SCALE University Scale OS6, points 19-22, 22,240-24,289 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday 9.00am - 5.30pm Friday 9.00am - 4.30pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD
A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be submitted via our online webrecruitment page, no later than Friday 14 th February 2014, quoting reference number HRMS/13090.