THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form
Job Title:
Administrative Assistant (Taught Course and IT)
School/Department:
School of English
Job Family and Level:
Administrative, Professional and Managerial Level 2
Contract Status:
Full-time, permanent post available from 1 August 2013
Hours of Work:
8.30 am to 4.45 pm, Monday to Friday
Salary:
£16,705 - £19,802 per annum, depending on skills &
experience. Salary progression beyond this scale is subject to
performance.
Location:
Trent Building, University Park Campus
Reporting to:
Mari Hughes, School Manager
Purpose of the Role:
Working for the IT Officer and administrators in the School, the Administrative Assistant (Taught
Course and IT) will have a mainly student-facing IT and communications portfolio to support the
teaching and learning activities of the School across the undergraduate, masters on-site and
masters distance-learning programmes.
Main Responsibilities
1.
Communication Activities
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Publicity and internal communications work to promote and support
teaching and learning and extracurricular events and activities associated
with the School
Liaising with administrative and academic staff to ensure that the promotion
of teaching and learning-related events are publicised as per the School’s
‘flowchart for advertising events’
Designing posters, leaflets, noticeboards, displays and other materials in
accordance with Marketing brand guidelines and in liaison with members of
the administrative team and the Faculty’s Marketing Manager
Drafting text for publicity to summarise events and activities
Liaising with the Faculty Marketing Manager on the Marketing brand
guidelines and ensuring that the School’s designs are up to date as brand
guidelines change
Updating information about teaching-related events on the digital display
monitor using Power Point and the Xibo website
Creating news and events items on the School websites
Contributing to a School weekly e-newsletter to ensure that all events
associated with teaching/careers/employability are updated as required by
the admin team
Supporting curricular/extracurricular activities by taking digital
photographs, recording and editing talks (using Audacity software) and
%
time
per year
30%
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2.
providing IT related assistance as required
Using the School’s social media to update Facebook and Twitter as required
Setting up on-line surveys for staff and students, undertaking first drafts of
surveys, running reports and presenting data to members of the School as
required
IT teaching-related work
 Recording podcasts/videos/lectures for on-site and distance learning
courses including Echo 360 lecture recording
 Editing podcasts/videos/lectures and uploading mp3 and mp4 files onto
Moodle (the virtual learning environment for students)
 Reviewing current recorded information on Moodle and creating an
inventory of recorded teaching materials with a programme of review for
the School
 Updating information on Moodle as required by the Taught Course Officers,
to include general module information, seminar groups, student enrolments,
and Turnitin coursework submission details
 Advising Module Convenors of image and graphics available for use in
distance learning modules and updating modules with those selected by
them
30%
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Checking the proof-read Distance Learning modules in conjunction with
the Taught Course Officer (PGT), Director of Distance Learning and IT
Officer, liaising with proof-readers, correcting minor issues such as
broken links, liaising with Academic staff with regard to the updates and
checking that these have been completed. Uploading final versions to
Moodle.
Checking and re-establishing broken links in Moodle
Supporting staff in the use of Moodle and assisting with the upkeep of
course material.
Maintaining the School’s media library and relevant paperwork
Assisting with the set-up of the School’s video conference equipment to
facilitate meetings and teaching related events at the overseas campuses
3.
Website
 Updating the School’s events and news pages on the School website as
appropriate with curricular/extracurricular items
 Web editing - uploading text, images, podcasts, vodcasts etc. on the School
web pages (including the Workspace intranet, research centres and any
associate School web page) as required
 Writing first drafts of web-pages on the School’s websites including the
School Workspace Intranet as required and liaising with administrative and
academic staff on final web-page content
 Contributing to the School’s social networking pages (Word for Words blog,
Facebook and Twitter, etc) and keeping them up-to-date by writing new
material, getting others to contribute, linking to material from other staff
and linking to relevant stories etc.
20%
4.
Recruitment and Admissions
 Providing administrative support to the level 3 administrators for the
School’s UCAS Visit Days and Open Days
 Acting as the first point of contact for all UCAS Visit Day bookings with the
central Marketing Department, dealing with routine enquiries about the Visit
Days
 Undertaking all communications with UCAS applicants and liaising with the
10%
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5.
level 3 administrators over final numbers
Booking catering, rooms, noticeboards, porterage as required by both
events
Setting up areas for catering/refreshments
Preparing posters, information sheets, publicity as required
Preparing UCAS Visit Day packs
Teaching Support
 Providing administrative support to the Administrator for Placements and
Employability
 Performing Disclosure Barring Service (DBS) checks for students
undertaking placements involving children and vulnerable adults
 Updating student records with routine information including feedback coversheets for coursework, lists of seminar groups, lists of personal
tutors/tutees, module registrations using Excel and Word documents
 Providing cover for general enquiries to the main School Office (in person)
and also via email to the School’s generic email accounts
 Providing general administrative support to the level 3 Taught Course
administrators during vacations (e.g. Week One preparations)
 Other administrative tasks associated with teaching-related administration
and in accordance with a level 2 administrative role
10%
Knowledge, Skills, Qualifications & Experience
Qualifications/
Education
Knowledge/
Skills/Training
Essential
 Vocational qualifications (NVQ 2-3,
City & Guild) or equivalent, plus
some experience in a relevant role.
 Good general standard of education
including Maths and English GCSE or
equivalent at grade C or above.
Desirable
 HNC or HND in a relevant
subject, or equivalent
qualifications/certification
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Excellent IT skills including proficient
use of Microsoft Office (e.g. Word,
Excel, Access, Outlook) and ability to
integrate different packages
Proven web-editing skills including
text-editing skills to ensure that
material is presented appropriately to
the relevant audience
Evidence of design and presentation
skills
Excellent oral and written
communication
Strong organisational skills
a proactive approach to, and
experience of, problem solving,
including the use of IT as a solution
Good eye for detail and accuracy in
all aspects of work
Excellent time management
Ability to manage a large amount of
data accurately.
Initiative, responsibility and selfmotivation, and a professional
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Familiarity with the
University’s Virtual Learning
Environment (Moodle),
intranet (Workspace) and
web-editing software
(Contensis)
Familiarity with the
University’s marketing brand
guidelines
Experience
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Other
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attitude
Video and podcast editing skills
Experience of working on team-based
projects
Experience of organising events
Experience of using social media
effectively in a work environment
Committed to working as part of a
team in a shared office environment
Ability to work with the minimum of
supervision
Ability to work calmly and accurately
under pressure and to meet tight
deadlines
Flexible approach
Ability to learn new skills particularly
in the area of IT
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Experience of communicating
with students and parents.
Decision Making
i) taken independently by the role holder;
Working with guidance from the School about how to promote events, the role holder will be
expected to work independently to provide first drafts of communications for teaching-related
activities, ensuring that events are adequately advertised across the School.
The role holder will have to work independently to adapt text to suit different audiences (e.g.
School website, Facebook) to ensure that the message is appropriate for each target audience
group.
The role holder will be required to meet students to explain DBS regulations and undertake
checks to ensure compliance on behalf of the University.
ii) taken in collaboration with others;
Working in collaboration with other members of the School to organise the UCAS Visit Days and
School Open Days. The School has a team of colleagues that work on these projects and the role
holder will be required to provide administrative assistance to ensure that bookings,
advertisement, registration, information packs and other logistical arrangements run smoothly on
the day.
The role holder will be required to record videos/podcasts and, with direction from academic or
senior administrative staff, edit the recordings as required by the School. Guidance would be
provided in terms of what the content should include, the length of recording required and where
the final recording should be placed on Moodle, School website etc. and the role holder will be
required to work collaboratively with colleagues to make sure that the material is available to the
relevant student groups.
The role holder will be required to work within marketing guidelines for the presentation of
teaching-related publicity and with the relevant member of staff from the Marketing Department
to ensure that the events are publicised as fully as possible.
iii)
referred to the appropriate line manager (please name) by the role holder.
The role holder will be working for a number of administrators at level 3+ and will be required to
refer queries to them about the activities the role holder will be supporting.
For example:
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Decisions about which lectures/events should be recorded and where will be confirmed by
relevant academic Module Convenor and/or the Taught Course Officers
Decisions about when the School will hold UCAS visit days will be confirmed by the UCAS Visit
Day team
Information about course and Moodle content will be confirmed by the relevant UG or PGT
Administrator
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