Job Description
Job title:
Department/School:
Grade:
Location:
Doctoral Training Collaborator
Faculty of Humanities and Social Sciences
7
Graduate School
Job purpose
This post contributes to the strategic development, delivery and management of the
Faculty’s involvement in the South West Doctoral Training Centre (SWDTC) and the South,
West and Wales Doctoral Training Partnership (SWWDTP) in which the Faculty is a key
partner. These doctoral training collaborations are funded by the Economic & Social
Research Council (ESRC) and the Arts & Humanities Research Council (AHRC)
respectively. Such centres/partnerships are highly valued and as such the postholder will
play a crucial role in managing and supporting the University of Bath’s engagement with its
collaborating institutions.
The postholder will be expected to provide expert advice and guidance on key Research
Council procedures (and how they relate to University regulations) to students, academics
and administrative staff in relation to student funding, admissions, progression and
completion.
The postholder will play a pivotal role in representing the Faculty on various DTC/DTP
committees, ensuring full integration with the doctoral training collaborations and maximising
the benefits to students, staff, the Faculty and the University as a whole.
The post will also act as the University’s ESRC Nominated Contact. A key aspect of this
role is to ensure that robust processes are in place to ensure full compliance with ESRC
regulations, and that ESRC student completion rate targets are achieved.
Source and nature of management provided
Graduate School Manager with advice and guidance (on academic matters) from the
Associate Dean for Graduate Studies and (on management & administrative matters) from
the Director of Administration
Staff management responsibility
N/A
Special conditions
You will from time to time be required to undertake other duties of a similar nature as
reasonably required by your line manager. This will form part of your substantive role and
you will not receive additional payment for these activities.
There will be a requirement to travel to our partner institutions to attend meetings at certain
times, so flexibility will be essential.
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Main duties and responsibilities
The postholder’s main sphere of operations will be to manage/facilitate the integration of the
various doctoral training collaborations into the Faculty/University, raising their profiles (both
internally and externally), ensuring that students, staff and the University as a whole, gain
the full benefits of being a partner institution. The postholder will work with the Graduate
School Manager and the Associate Dean (Graduate Studies) to initiate development and
manage change as appropriate and will act as the University’s ESRC Institutional Contact.
The postholder will develop and work with a network of colleagues across the university,
including central university services as well as the School of Management and the Faculty of
Engineering & Design (members of the SWDTC and SWWDTP respectively).
1
ESRC Institutional Contact
i To be fully aware of all relevant ESRC policies/procedures relating to ESRC-funded
studentships, and to advise students and staff as required. To liaise with the ESRC
wherever clarification is required.
ii Work closely with administrative and academic colleagues to ensure that ESRC
regulations are closely followed, and that Faculty (and where possible University)
procedures are aligned to Research Council processes.
iii To develop, implement and continually review a set of common core processes
relating to all stages of an ESRC student, for implementation by all key
stakeholders including students, Graduate School admissions, School of
Management and current student administration, as well as the central student
services.
iv Proactively monitor the progression of ESRC-funded students (across the
University), liaising with students, supervisors, Directors of Studies and
Postgraduate Research Administrators as the students approach key deadlines
with a view to maximising completion rates. Liaise with the ESRC regarding any
cases requiring special attention.
v Liaise directly with ESRC and/or the SWDTC Manager (at the University of Bristol)
on behalf of students regarding specific ESRC schemes e.g.
Maternity/Paternity/Adoption Leave, Suspensions/Extensions, Overseas Fieldwork,
Overseas Institutional Visits etc.
vi Liaise closely with the Studentships Office to ensure that students receive the
correct quarterly stipend payments, as well as any additional payments due to
extensions, suspensions etc.
vii Liaise closely with the Disability Adviser (University of Bath Student Services) with
regard to authorising assessment of, and subsequent payment of Disability Student
Awards (DSA).
viii Ensure that the ESRC Student Data Portal (on the Research Council JeS system)
is updated including student information at initial registration, subsequent changes
in funding and end dates due to suspensions, extensions, placements and other
ESRC-recognised activities.
ix Oversee the collation and submission of the ESRC Annual Return, the DSA Annual
Return and any other reports as requested by the ESRC.
x Attend ad-hoc ESRC events for Institutional and DTC Nominated Contacts.
2
ESRC-funded SWDTC Contact (comprising the universities of Bath, Bristol and
Exeter)
i Senior Administrative member of the Academic Advisory Board (AAB), to include:
 attendance of regular meetings, rotated between the three institutions (typically
every four to six weeks)
 reporting on University of Bath completion rate data as well as any other ESRCrelated issues
 development of robust SWDTC studentship allocation processes, ensuring
these are fully integrated into University/Faculty processes
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Main duties and responsibilities
 in conjunction with academic representatives, fully engage with all discussions
relating to the running of the SWDTC, including student engagement, access to
facilities, addressing ESRC directives (e.g. external engagement, impact,
match-funding, advanced training), development of cross-institutional
collaboration, etc.
 to lead (for the University of Bath) on the development of institutional
agreements and ensure their subsequent implementation
 ensuring academic staff and students are kept up to date with SWDTC
developments and that they are able to feed into the SWDTC
 proactively identify further initiatives so as to maximise the benefits to students
and staff of being part of a DTC e.g. increased exposure to training, crossinstitutional supervision and collaborative activities
 ensure full support is provided from the University of Bath to the Board of
Examiners in Bristol including attendance in-person
ii Member of the QA Sub-Group, to include:
 development, implementation and subsequent management of robust SWDTC
policies (with Bristol and Exeter colleagues)
o for day-to-day operations (e.g. marking/moderation of collaborativelydelivered Interdisciplinary units) which align with the QA and Regulatory
frameworks from the three institutions and from the ESRC
o for specific ESRC schemes (e.g. Overseas Institutional Visits, Overseas
Fieldwork and Difficult Language Training)
 to promote and ensure full compliance with these regulations/procedures
 Responsible for managing the content of relevant University of Bath web pages,
publicity material and staff/student publications including assisting in the
development/maintenance of the SWDTC website.
3
AHRC-funded SWWDTP Contact
i Act as University of Bath designated institutional administrator, liaising with the
Central Consortium Hub at Bristol.
ii Attend, when necessary, the SWW DTP Operations Board.
iii With regards to the studentship application process:
 assist University of Bath Postgraduate Research Admissions Officer in all
aspects/stages of studentship application including extracting studentship
applications (through accessing University of Bristol’s application system),
adding to University of Bath Fund Management,
 liaising with departments with regards to checking the applicant’s eligibility to
study at the University of Bath
 support to the studentship Open Days (at the University of Bristol), forwarding
applications to Subject Panel Chairs in the relevant partner institution(s) and
facilitating shortlisting / consideration by Subject Panels
 liaise with candidates regarding interviews and decisions.
iv Co-ordination of University of Bath DTP student administration, including:
 the management of studentship and training funds and the provision of support
for the boards of examiners as required
 support University of Bath inputs into various training initiatives including
biannual residential events, access to specialist masters units, the Professional
Arts & Humanities Researcher programme (a tailored programme of training
which develops and extends the transferrable skills of students), training
provided by specific principal partners, etc.
 support (as required) to other initiatives such as cross institutional supervision,
engagement activities with non-academic partner institutions, etc.
4
Strategic
i To generate, manipulate and analyse management information on programmes,
students and applicants to support strategic planning and management
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Main duties and responsibilities
ii To provide advice and assistance as required to the Graduate School Manager,
Associate Dean (Graduate Studies) and the Faculty’s senior management team in
the development of operational, management and strategic plans regarding
doctoral training collaborations, including engagement with university initiatives
such as GW4 (collaboration with the Universities of Bristol, Cardiff and Exeter to
create increased research opportunities) and Internationalization (building on formal
links with overseas institutions).
iii To understand the Faculty's vision for research priorities such that the
administrative team is able, and aware of the need, to encourage pathways for
students within the Graduate School from postgraduate taught to postgraduate
research studies
This is not intended as an exhaustive list of duties or a restrictive definition of the post but
rather should be read as a guide to the main priorities and typical areas of activity of the
post-holder. These activities are subject to change over time as priorities and requirements
evolve and as such it may be amended at any time by the line manager following discussion
with the post holder.
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Person Specification
Criteria: Experience/Knowledge
Significant knowledge of either postgraduate or Research
Council administration, including an up-to-date knowledge
of new technology and its application to improve
administrative efficiency and efficacy
Significant experience of administering programmes and
working collaboratively with academics in programme
development
Experience of strategic planning and implementation, with
a clear understanding of the collaboration agenda and its
associated requirements
Evidence of effective team working, engaging, mentoring
and motivating others
Experience of developing and implementing systems and
processes
Experience of working in a multicultural environment
Knowledge of the political context of HE and future
changes
Excellent knowledge and application of standard IT
packages and databases including web-based
management information systems and web authoring
Proficient user of university systems (SITS/SAMIS,
Business Objects, Moodle)
High level of literacy and ability to draft correspondence,
reports, papers, briefing notes and service senior
committees and / or Board meetings
Proven experience of realising goals which cut across
organisational boundaries
Evidence of working within specific frameworks e.g.
Quality Assurance compliance
Criteria: Skills
To be able to utilise expert knowledge of postgraduate
research council administration and act as the Faculty’s
specialist / expert in relation to this function. Able to
advise and facilitate senior staff to achieve best practice in
postgraduate administration
Highly developed communication, interpersonal and
influencing skills – able to communicate, advise, facilitate
and influence staff effectively and professionally at all
levels including the most senior staff
Excellent written and oral communication skills including
report writing
Excellent organisational skills
Ability to work as part of a team of senior administrative
colleagues
Ability to think strategically and develop and implement
policy
Ability to analyse and present complex data combined with
effective decision-making skills
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Essential
Desirable
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Criteria: Skills
Able to design, analyse and revise processes to deliver
services in the most efficient way and meet changing
requirements, balancing the needs of individual
departments with efficiency benefits of aggregation and
standardisation.
Cultural sensitivity & awareness to deal appropriately at all
times with international organisations & individuals
Essential
Desirable
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Criteria: Professional Qualifications
N/A
Essential
Desirable
Criteria: Academic Qualifications
Education to degree level or equivalent
Postgraduate degree or professional qualification in a
relevant management- related discipline
Essential
Desirable
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Effective Behaviours Framework
The University has identified a set of effective behaviours which we value and have found to
be consistent with high performance across the organisation. Part of the selection process
for this post will be to assess whether candidates have demonstrably exhibited these
behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of
own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g.
clients, suppliers. Building genuine and open long-term relationships in order to drive up
service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems
and develop innovative and workable solutions. Identifying opportunities for innovation.
Embracing change:
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an
opportunity and being receptive to new ideas.
Using resources:
Making effective use of available resources including people, information, networks and
budgets. Being aware of the financial and commercial aspects of the University.
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what
the University/other departments are striving to achieve and taking a long-term view.
Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to
develop their knowledge, skills and behaviours to enable them to reach their full potential for
the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a
commitment to diversity and applying a wider range of interpersonal skills.
Achieving results:
Planning and organising workloads to ensure that deadlines are met within resource
constraints. Consistently meeting objectives and success criteria.
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