University of Greenwich
JOB DESCRIPTION
Job Title:
Collaborations Officer
Grade:
SG5
Department:
Role reports to:
Direct Reports to:
Indirect Reports:
CMS Support
Date of Job Evaluation:
Senior Collaborations Coordinator
Director of 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 Collaborations Office is currently staffed by a team of two three-time administrators, providing operational
support for the School’s collaborative programmes delivered at its network of approved centres around the
world. Each Collaborations Officer is responsible for a portfolio of centres and liaises with Link Tutors and
administrators at those centres to provide information and answer enquiries on a day-to-day basis. The post
holder will assume responsibility for a particular area of assessment (e.g. examinations) and will provide
support to those School academic staff who are involved with collaborative programmes.
The successful candidate will take responsibility for approved centres in a defined geographical region and will
be expected to develop specialist knowledge of the education systems local to that region. The Collaborations
Officer will work closely with the Regional Link Tutor(s) for his or her area to provide information and expertise
to approved centres delivering the University’s computing degrees. He/she will be expected to work effectively
with staff at all levels within the University to represent the needs of collaborative centres and ensure that high
standards of service are delivered at all stages of the student lifecycle.
KEY ACCOUNTABILITIES:
Team Specific:
1. Provide administrative support to the School’s Director of Collaborations, Regional Link Tutors and the
Senior Collaborations Officer who is responsible for the day-to-day running of the office.
2. Assist the Senior Collaborations Officer with the development and improvement of administrative systems
to facilitate the effective management of collaborative programmes.
3. Proofread reports, handbooks, marketing materials and other documents as required by academic
colleagues.
4. Assist the Senior Collaborations Officer with preparations for routine Quality Assurance visits to centres,
briefing academic staff and assisting with travel arrangements as required.
5. Shadow other Collaborations Officers and provide cover for specified tasks in their absence.
Generic:
1. 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.
2. Request, collate and check documentation relating to collaborative programmes including programme
structures, student handbooks and programme monitoring reports.
3. Distribute key documents and resources to approved centres including exam stationary, result letters,
certificates and transcripts.
4. Act as Secretary to Subject Assessment Panels, arranging meetings, providing support to External
Examiners, producing reports and taking minutes.
5. Process confidential student data, including extenuating circumstance claims, in accordance with University
policy and data protection legislation.
6. Take minutes of School level meetings such as collaborations team meetings or admissions panel
meetings.
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University of Greenwich
7. Assist in updating and maintaining the School’s Collaborations website and databases.
Managing Self
1. Act as the first point of contact for staff at collaborative institutions, responding to emails, dealing with
telephone enquiries and liaising with staff within the University on their behalf.
2. Administer assessment processes associated with students’ projects, coursework assignments and
examinations.
Core Requirements
1. Adhere to and promote the University’s Equality and Diversity policies
2. Ensure compliance with Health & Safety regulations
3. 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:
1. 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.
2. Flexibility with respect to annual holiday patterns, mainly dependent on peak work loads within the
Collaborations office.
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
work on his/her own initiative. Although the post will be supervised by the Senior Collaborations Coordinator,
the successful candidate will be expected to assume full responsibility for a range of tasks and to work
independently within a specified remit. Key performance indicators include:
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Ensuring that all new students are registered within 4 weeks of commencing study
Ensuring that course data for continuing students is collated and recorded by a set deadline each
semester
Working with the other the Senior Collaborations Officer, Collaborations Officers and academic staff to
ensure that all grades and reports are available for presentation to scheduled Subject Assessment
panels
Working with the Conferments Office to ensure that all certificates and transcripts are dispatched on
centres in a timely manner
KEY RELATIONSHIPS (Internal & External):
The key relationships will be with academic and administrative staff at approved centres in the UK and
Overseas. The Office also deals with occasional direct enquiries from collaborative students, with which the
post holder is expected to deal sensitively and professionally.
The post holder will work closely with other Collaborations Officers and the Senior Collaborations Coordinator
to ensure the smooth running of the Collaborations Office. He/she will provide administrative support 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. Collaborations Officers must also
maintain good working relationships with administrative staff in central University departments such as Student
Records, Admissions and Conferments.
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University of Greenwich
PERSON SPECIFICATION
Essential
Desirable
Experience
Experience



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Relevant administrative experience, preferably
gained in a HE environment
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
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
Some support experience in a similar
environment
Skills

Excellent written and verbal communication
skills using a variety of media

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 dayto-day tasks

Ability to work under pressure and prioritise
tasks to meet tight deadlines
Qualifications

Educated to degree level or higher
Signature(s)
Date of issue …28/11/2013…
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E
Experience of advising students or staff on the
basis of University regulations
Knowledge of the Banner MIS or experience of
using a similar student record system
Knowledge of assessment processes in Higher
Education
Experience of University admissions procedures
and the assessment of entry qualifications
Skills

Knowledge of web page editing, i.e. modifying
existing pages, adding links and creating new
web pages

Knowledge of database editing, i.e. modifying
existing database records, adding records and
creating new tables and queries.