Benchmark Role Profile for Postgraduate Administration Officer
Version 2.0
Last amended: March 2015
THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Postgraduate Administration Officer
School/Department:
Salary:
Job Family and Level:
Administrative, Professional and Managerial Level 3
Contract Status:
Hours of Work:
Location:
Reporting to:
The Purpose of the Role:
The purpose of the role is to provide leadership and co-ordination for the School Postgraduate
Admin team in the planning and development of both the taught and research postgraduate
provision. Co-ordinating admissions to the School, and taking the lead in supporting a Masters
course. This is a large School with high student numbers.
Main Responsibilities:
1.
2.
3.
Line management and co-ordination
 Line-management of staff within the office and overall direction for the
administration of Postgraduate taught and research student administration
within the School.
 Supervising the work of administrators responsible for administration
relating to courses and Research students.
 Liaison with the School Manager and Director of Postgraduate Teaching over
the strategic direction of the Office.
 Membership of the School’s Postgraduate Teaching Committee and formal
input into School’s decision-making in this area.
 Conducting process review within the office to ensure that the School’s
systems area aligned with University procedures and consider regular
improvements.
Service to staff and students
Providing an effective service for staff and students within the School.
Ensuring that the office is staffed and appropriate information available.
Implementing service standards and meeting the needs of a diverse group of
full-and part-time staff and students.
Admissions and marketing
% time
per year
20%
20%
25%
Benchmark Role Profile for Postgraduate Administration Officer
Version 2.0
Last amended: March 2015
4.
5.
6.
 Processing all Postgraduate taught admissions within the Office. Liaise with
all Course Directors and relevant University offices, to ensure that all
applications are processed according to agreed timescales.
 Ensuring that all correspondence with applicants, and particularly those
holding offers, is handled in a timely manner. Responding to queries,
corresponding with candidates to improve acceptance rates and providing
applicants with pre-course literature.
 Monitoring and reporting on rates of applications, offers and admissions to
inform the recruitment and marketing strategies of individual courses and
the long term strategy of the School.
 Liaising with School Web Officer and University Marketing Office over the
development and maintenance of the School’s web presence and the
presentation of courses via the Postgraduate Prospectus and other
publications.
Course Administration
Taking particular responsibility for a Masters course and an overview of the
administration of other courses and Research students; liaising with University
departments; and teaching staff with regard to course delivery; academic
progress and pastoral care of students.
Specifically:
 Ensuring efficient timetabling and provision of teaching rooms, teaching
resources and course materials;
 Ensuring the availability of teaching staff and the organisation of payment
where appropriate;
 Ensuring that students have resources (e.g. Course Handbooks) to support
their learning, in both paper and/or electronic format;
 Liaising with IT staff in provision of technical support to delivery of teaching
and web-based learning;
 Providing a central source of information, communication and support for
students and staff, including pre-course information and induction of new
students;
 Attending, contributing to and supporting the administration of Exam
Boards, Boards of Studies, Admissions Boards on a course basis, and where
appropriate on a School-wide and Faculty-wide basis;
 Administering the assessment process, including in-course assessments,
timed-examinations, student theses and vivas, and the management of the
results;
 Recording student progression to provide transcripts and management
reports;
 Maintenance of alumni records to facilitate course reviews, provision of
student references and management reports.
Data Management
 Overseeing the development and maintenance of IT systems within the
office. Working closely with the School IT Team to develop and maintain a
database which integrates with Saturn and provides an in-School resource
for the maintenance of student data from application to graduation.
 Using the system to produce generic correspondence with applicants and
analysing trends in admissions. Building the on-course student record
through the recording of module data.
Any other duties appropriate to the grade and role
Knowledge, Skills, Qualifications & Experience
25%
10%
Benchmark Role Profile for Postgraduate Administration Officer
Version 2.0
Last amended: March 2015
Qualifications/
Education
Essential
HNC or HND in a relevant subject, or
equivalent
Desirable
Degree or equivalent
Skills/Training
Significant relevant office experience.
Significant office experience
within Higher Education or other
education environment.
Experience
Previous supervisory/management
skills.
Excellent verbal and written
communication skills, ideally with
experience of the needs of a
diverse group of international
students
Excellent IT skills in the following
packages XXXX
Excellent verbal and written
communication skills.
Ability to prioritise own workload and
work according to tight deadlines
Good eye for detail.
Statutory/Legal
Decision Making
i)



Taken independently by the role holder;
Line management and work allocation of members of the office team
Initial decisions on PGT applications
Development of office procedures and systems
ii) Taken in collaboration with others;
Marketing and admissions strategy
iii) Referred to the appropriate line manager by the role holder;
Serious disciplinary matters
Additional Information
The University of Nottingham strongly endorses Athena SWAN principles,
with commitment from all levels of the organisation in furthering women’s
careers. It is our mission to ensure equal opportunity, best working
practices and fair policies for all.