University of Greenwich
JOB DESCRIPTION
Job Title:
Senior Collaborations
Officer/Team Leader
Grade:
SG6
Department:
Role reports to:
Direct Reports
Indirect Reports:
Date of Job Evaluation:
CMS School
School’s Director for Collaborations
School’s Director for Collaborations
School Director of Resources, School Director of Learning and Quality, Dean of
School, University Partnerships Manager
Other Key contacts:
School Regional Link Tutors, School Quality Assurance Officer, Student Records
Officers, Admissions Officers, Associate Staff at Approved Centres
This role profile is non-contractual and provided for guidance. It will be updated and amended from time to time
in accordance with the changing needs of the University and the requirements of the job.
PURPOSE OF ROLE:
The post holder will be responsible for the development and maintenance of effective and efficient systems for
the administration of CMS programmes run in collaboration with a worldwide network of approved centres, and
the provision of support to the School’s Director of Collaborations. Leading and supervising a team of 3-4
administrative staff within the Collaborations Office team, you will oversee the delivery of high quality support to
staff at approved centres, managing the School’s relationship with those centres, and liaising with staff at all
levels within the University on their behalf.
With particular responsibility for the approval of new centres and programmes, the post holder will assist with
the production of documentation required for approvals and reviews of collaborative programmes. You will
provide induction presentations and written guidance to staff at newly approved centres, and work closely with
academic link tutors to maintain the standard of programme delivery at those centres.
KEY ACCOUNTABILITIES:
Team Specific:
 Supervise/Lead the Collaborations Office team, providing direction in its day to day activities,
organising workloads and monitoring the level of service provided to approved centres.
 Devise and deliver staff development relating to School and University administrative procedures and
regulations to staff from newly approved centres.
 Train new administrative staff and offer advice and guidance to the collaborations office team based
upon experience of the role and knowledge of the University. Participate in the recruitment and
selection of new members of the team.
 Manage a portfolio of approved centres, acting as a first point of contact, communicating by email, by
telephone, by letter and in person as appropriate. Respond to queries from centre staff, clarify
procedures and areas of responsibility, and solve any problems relating to the operation of CMS
programmes at those centres.
 Liaise closely with the School’s Director of Resources and Director of Collaborations in the
management of collaborative income, producing and analysing budgetary reports as required.
 Develop operational guidance documents for Approved Centres in consultation with the Director of
Collaborations, such as handbooks and web pages.
 Oversee the administration of approvals and reviews. Liaise with external organisations, University
departments and the School’s Quality Assurance Office regarding arrangements for approval and
review events. Coordinate the production and collation of approval and review documentation.
 Manage the administrative side of preparing for SAPs for collaborative courses.
Generic:
University of Greenwich
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Oversee admissions and registration processes, researching entry qualifications and ensuring that
accurate data is obtained and recorded. Liaise with the University’s Admissions and Student Records
teams to this effect.
Request, collate and check documentation relating to collaborative programmes including programme
structures, student handbooks and programme monitoring reports.
Distribute key documents and resources to approved centres including exam stationary, result letters,
certificates and transcripts.
Act as Secretary to Subject Assessment Panels, arranging meetings, providing support to External
Examiners, producing reports and taking minutes.
Process confidential student data, including extenuating circumstance claims, in accordance with
University policy and data protection legislation.
Take minutes of School Collaborations Committee and other School level meetings as required.
Update and maintain the School’s Collaborations website.
Demonstrate an in depth knowledge of international education systems necessary for the research and
assessment of entry qualifications. Understand issues specific to the countries in which approved
centres are based in order to identify conflicting priorities and facilitate the provision of a high level of
service to those centres.
Manage collaborations with National Computer Centre (NCC), liaising with senior staff from NCC
Education to develop effective procedures and maintain relationships necessary for the effective
operation of such collaborations
Managing Self
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Represent the School if required, at relevant University level committee meetings.
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Take an active approach to CPD, engaging with internal and external networks to share best practice.
Core Requirements
 Adhere to and promote the University’s Equality and Diversity policies
 Ensure compliance with Health & Safety regulations
 Support and promote the University’s Sustainability policies, including the Carbon Management
Plan, and carry out duties in a resource efficient way, recognising the shared responsibility
of minimising the university's negative environmental impacts wherever possible.
Additional Requirements:
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May be expected to work additionally outside of normal working hours at certain peak times during the
year, for example, leading up to and during the two assessment periods for collaborative programmes.
KEY PERFORMANCE INDICATORS:
The post has a broad scope, maintaining oversight of all administrative procedures relating to admissions,
registration, assessment and conferment, therefore the post holder must be extremely organised and able
to take independent decisions. The successful candidate will be expected to assume responsibility for a
number of key resources including staff, websites and marketing materials. Key performance indicators
include:
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Ensure that the Collaborations Office team is provided with direction on day-to-day activities and
organisation of workloads in order to maintain quality of service to approved centres
Ensure that new students at all centres are registered within 4 weeks of commencing study
Ensure that course data for all continuing students is collated and recorded by a set deadline each
semester
Ensure that SAP Reports are complete and produced in a timely manner
Ensure that all certificates and transcripts are dispatched on centres in a timely manner
Ensure that fee invoicing is carried out fully and accurately
KEY RELATIONSHIPS (Internal & External):
The key relationships will be with:
 the School’s Director for Collaborations
 Collaborations Officers
University of Greenwich
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the School’s Director of Resources
School academic staff
academic and administrative staff at approved centres in the UK and Overseas.
The Office also deals with occasional direct enquiries from collaborative students, and the post holder is
expected to deal with these in a sensitive and professional manner.
The post holder will supervise the work of the Collaborations Officers to ensure the smooth running of the
Collaborations Office. He/she will provide operational support and advice to the School’s Director of
Collaborations and Regional Link Tutors and will liaise with Course Coordinators and Programme Leaders to
ensure that the needs of Approved Centres are met. The Senior Collaborations Coordinator must develop
effective channels of communication with managers and administrators in central University departments such
as Student Records, Admissions and Conferments.
PERSON SPECIFICATION
Essential
Experience
 Experience of managing a small team
 Administrative experience within Higher Education
or a similar environment
 Experience of developing administrative systems
and procedures
 Experience of monitoring budgets and producing
financial reports
 Experience providing training and staff
development
 Confident in communicating with staff at all levels
and with students from a diverse range of cultures
and backgrounds
 Awareness of Data Protection and Freedom of
Information legislation
 Ability to keep detailed and accurate records
 Experience of minute taking and/or report writing
 Ability to work cooperatively in a small team
 Experience of providing a high quality service to
customers or clients
Skills
 Excellent administrative, organisational and IT
skills
 Excellent interpersonal skills and an ability to build
relationships and communicate effectively with a
wide range of contacts, both internally and
externally
 Ability to produce high quality formal written
documents, for example reports to senior
managers and proposals for new collaborative
programmes
 Excellent written and verbal communication skills
 Sound IT skills including proficiency in the use of
MS Excel, Word, Access and Outlook
 Ability to work to a high standard with minimal
supervision
 Organised and methodical in approach to day-today tasks
 Ability to work under pressure and prioritise tasks
to meet tight deadlines
Desirable
Experience
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Knowledge of exam boards and the management
of assessment processes
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Experience of advising students or staff on the
basis of University regulations
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Knowledge of the Banner MIS or experience of
using a similar student record system
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Knowledge of assessment processes in Higher
Education
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Experience of University admissions procedures
and the assessment of entry qualifications
Skills
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Knowledge of web page editing, i.e. modifying
existing pages, adding links and creating new
web pages
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Confident making recommendations to senior
staff and taking independent decisions
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Commitment to providing a high standard of
support when working individually and when
providing direction to a team
Qualifications
University of Greenwich
Qualifications
 Educated to degree level or with equivalent work
experience
Signature(s)
Date of issue: