HEAD OF THE GRADUATE SCHOOL OFFICE
CENTRE FOR ACADEMIC AFFAIRS
XI’AN JIAOTONG-LIVERPOOL UNIVERSITY
Role overview
The Head of the Graduate School Office (GSO) at Xi’an Jiaotong-Liverpool University leads and
manages the University’s administration of, and services to, postgraduate research (PGR)
students. Reporting to the Director of the Centre for Academic Affairs, the role-holder manages
a small team of staff within the Centre for Academic Affairs, as well as co-ordinates and oversees
all aspects of PGR student administration across the University. In addition to working closely
with the Dean for Research and Graduate Studies, the Head of the GSO will act as the key point
of contact for PGR supervisors and departmental Graduate Studies Officers for all administrative
matters relating to PGR students. The role-holder ensures that the GSO provides a responsive,
proactive and professional service to all those involved in the supervision, assessment and
examination of PGR students. The role-holder will also act as the key point of contact with the
University in Liverpool in relation to the Agreement between XJTLU and Liverpool for supervising
PGR students at XJTLU on a programme leading to a University of Liverpool research degree.
The role-holder will be expected to work with academic and professional services staff across the
University and to act as the expert in all matters relating to PGR student administration. The
role-holder will be expected to forge strong working relationships with other central teams in
CAA, particularly the International Student Recruitment and Support team, the Research Support
Office, the Registry and the Academic Enhancement Centre.
The Graduate School Office forms part of the Centre for Academic Affairs which provides
professional services support to departments and schools and includes the Professional Services
Team of departmental secretaries and cluster administrators and the central teams of the
Registry, Research Administration, the Programme Management and Quality Team and the
Academic Enhancement Centre.
Responsibilities
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Institutional oversight of all PGR student-related matters;
Leading and managing a team of staff
Recruiting and training new staff;
Co-ordination across academic departments/schools and central professional services in
support of the PGR student experience;
Provision of advice and guidance to supervisors and Graduate Studies Officers in
academic departments/schools;
Organises events for PGR students and supervisors such as student and supervisor
induction;
Co-ordinates, in partnership with the Academic Enhancement Centre, the PGR Skills
Training Programme and the Supervisor Training;
Oversees all administrative aspects of the PGR student journey including the processing
of research proposals involving studentships, assignment of supervisors, advertising of
studentships, enquiries from prospective students, the admissions and registration
processes, progression, including the Annual Progress Review process through to
submission, examination and graduation;
Acts as key administrative contact with University of Liverpool on all PGR administration
matters;
Administers the University’s PGR scholarship scheme, ensuring that students are paid
appropriately and on time and oversees all disbursements, liaising with Finance as
required;
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Administers the University’s Research Study Visit scheme, ensuring that students are
paid appropriately and on time and oversees all disbursements, liaising with Finance and
the visa section that the University of Liverpool as required
Liaises with the Programme Management and Quality Team to ensure that postgraduate
programmes align with the guidelines set out by the UK Quality Assurance Agency
Implements all aspects of the UoL/XJTLU PGR Agreement, ensuring compliance with all
the terms of the agreement;
Drafts new policies and procedures as they relate to the UoL/XJTLU PGR Agreement and
to XJTLU’s regulatory framework and oversees a programme of review and revision to all
relevant policies and procedures;
Acts as a committee secretary when required;
Manages the Graduate School budget and undertakes workforce and resource planning as
required;
Seeks continuous improvements in business processes and in the quality of the PGR
student experience overall;
Undertakes continuous professional development and training as required;
Undertakes related project work as required;
Develops the role in the light of the University’s changing strategic priorities and
operational imperatives.
Person specification
Experience
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Essential
Working in the higher education
sector
Advanced proficiency in English,
both written and verbal
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Desirable
Management of key aspects
of the administration of
students, preferably PGR
students, including
involvement in student
funding arrangements
Drafting academic policies
and procedures
Project management
Working within a regulatory
framework
Management or supervision of
staff
Devising and implementing
operating procedures
Providing advice and guidance to
staff at all levels of the
organisation
Demonstrable experience of
delivering services to internal
and external customers
Producing management
information and reports
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Production of statistical
analyses
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Experience of working with
senior academic staff
Experience of working within
an international context
Education
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Master’s degree (or equivalent)
with at least ten years’
experience
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Doctoral degree
Knowledge
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Knowledge of the issues which
face PGR students studying in an
international context
Understanding of academic
quality assurance frameworks
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Knowledge and
understanding of funding
issues facing PGR students
Knowledge and experience of
working within the UK’s
Quality Assurance
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Skills
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Business IT systems and their
use within large complex
organisations
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Excellent communication skills
with ability to communicate to
staff at all levels; ability to
network and use influencing
skills
Strong ability at writing complex
documents within a governance
structure
Ability to assimilate and
interpret complex information
and disseminate information to
different parties
Ability to exercise tact,
diplomacy and work
confidentially
Strong IT skills, including the
ability to analyse data and
produce management
information
Politically aware
Ability to work independently as
well as operating collegially and
as part of a team
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Framework
Knowledge and experience of
using student records
systems
To apply: please visit our website at http://hr.xjtlu.edu.cn to submit an online application. You
will be asked to upload your CV and cover letter (in English) outlining your interest in the
position, and complete an Applicant Information Form and Equal Opportunities Form.
Applications should be received by 4th January 2015 (reference GSO1401). Informal enquiries
may be addressed to the Director, Centre for Academic Affairs, Mrs. Heather Knight
heather.knight@xjtlu.edu.cn).
About XJTLU
Xi’an Jiaotong-Liverpool University (XJTLU) is a unique collaborative institution, the first and
currently the only university in China to offer both UK (University of Liverpool) and Chinese
(Ministry of Education) accredited undergraduate degrees. Formed in 2006, the first cohort of
students graduated in August 2010. The University now has 8,000 students studying on campus.
The language of instruction is English. XJTLU aims to become truly research-led, and has
recently committed significant investment into research development and the expansion of Ph.D.
student numbers on campus.