Job Evaluation Form
Before completing this form, please ensure that you have read the JE process flowchart, to check if you need to complete the full
Job Evaluation Form.
The information in this Form is used to determine the grade of the role and should be completed with reference to the “JOB
EVALUATION SCHEME & LOCAL GUIDANCE” document.
When completed, please send this form to:
 your Faculty Office (Proposed regrade for existing member of staff), or
 the “HERA Grade Evaluations” email address (Jobs to be advertised)
1.
2.
Is this:
A) a vacant job to be advertised
B) a proposal for a regrade for an existing member of staff
YES/NO
YES/NO
Is this :
A) a completely new job with no comparable jobs at the university?
B) a revised job comparable to an existing job at the University?
YES/NO
YES/NO
Please state job title and department of comparable job
Name of employee (if
this is a case to
regrade an existing
employee:
Proposed Grade:
Current Grade:
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(if applicable)
Department:
Post Title:
PG/UG Studies Administrator
Responsible to:
Director of PG/UG studies
(job title)
Responsible for:
(job titles, grade and
number eg 3 x Grade 4
Admin Assistants)
1 x grade 5, 1 x grade 4 administrators
Date of last Performance & Development Review
(PDR): (required for regrade to existing staff member)
Name of
reviewer:
Purpose of the role:
(if not obvious from job title)
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HERA Analysis
Please answer the questions and provide examples of role requirements.
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In their interaction with PG students, the post-holder will need to explain a
wide range of topics that require careful and clear explanation, for example:
- examination regulations and assessment of courses;
- coursework submission and extension requirements;
- disciplinary procedures etc:
- confidential issues relating to students:
- funding (studentships, bursaries etc.).
a) Communication - oral
What is communicated to whom?
Explain a wide range of topics that require careful and clear explanation, for
example:
- degrees available:
- application procedures:
- entry requirements and other aspects of eligibility:
- funding (studentships, bursaries etc.):
- open days procedures etc.
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b) Communication – written & electronic
What is communicated to whom?
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Teamwork and motivation
In which teams is the role-holder
involved?
What is their expected contribution to
the team?
As one of the senior administrators in the department, the post-holder will
be a primary point of contact for a very wide range of queries relating to PG
studies from all staff, and will need to be able to provide clear, authoritative
answers, either directly or through consultation with others.
The post-holder will be the primary contact with External Examiners and will
be required to provide clear details of examination procedures, both
departmental and University, course details and information on individual
students. The post-holder’s role will also be a key interface between
academic managers and the administrative team and the ability to
communicate clearly both ways will be essential.
The post-holder may be required to provide oral reports at staff meetings on
PG issues.
Meet regularly with the Associate Director of Postgraduate Studies to discuss
a range of management issues, including feasibility of new programmes,
results of statistical analysis, items for discussion at the Learning and
Teaching Committee, annual report etc.
The same range of enquiries described under ‘Oral’ will also be dealt with by
e-mail and letter.
The post-holder will be involved in co-ordinating the production of
information for current and potential students, either published or on-line
(e.g. Masters Handbook admission brochure and information sheets).
The post-holder will also be required to communicate with a number of
External Examiners via email and letter and ensuring they have all the
required information and explain complex procedures.
In liason with academic staff the post holder will oversee and facilitate
communicate with Alumni to maintain good connections to contribute to
marketing and development.
Collect and co-ordinate statistical data from a variety of sources and present
details of findings in a variety of reports and summaries.
Responsible to the Associate Director for Postgraduate Studies and the
Departmental Administrator for managing the administration of all areas of
all postgraduate programmes (both taught and research). Manage 2
administrative staff (grades 4 & 5).
Also a member of the Senior Administrative Group, the department
Learning and Teaching Committee, Staff Student Committees, Admissions
team, and Postgraduate Studies Committee (Faculty) and understand and
manage the inter-relationship between the different LEC teams.
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Liaison and networking
What are the role’s liaison contacts
(outside of the above teams) and for
what purpose?
What internal and external network
groups is the role involved in and for
what purpose? Include Committees and
working groups.
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Service delivery
In what way does the role need to be
proactive or explore customer needs?
How does the role contribute to setting
standards or levels of service?
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Key Decisions
What individual decisions are taken?
Individual PG students requiring information concerning their studies on
issues such as timetables, module options, etc., especially queries that can
not be dealt with by more junior members of the PG administration team.
Individual applicants, teachers, and parents requiring information on the
postgraduate programmes and research degrees on issues such as
application procedures, grades required, open days etc., especially queries
that cannot be dealt with by more junior members of the PG administration
team.
Note that while the above are “one-off” in terms of individuals, the generic
interaction with students and applicants is regular, and central to the post.
Daily contact with department academic staff on matters relating to PG
teaching
Regular, but probably not frequent, interactions with other senior support
staff in the department to ensure co-ordinated support across all activities
including faculty Finance office regarding student payments, bursaries and
fee waivers; Research Office regarding links between PhD students and
supervisors; EBP regarding student placements and Research Councils’
studentships.
Regular contact with the Faculty Office and Central administration (exchange
of information).
PG Administrators in other faculties to discuss the administration of joint
degrees.
Student Registry to discuss issues concerning courses, examinations, student
records, disciplinary procedures etc.
External examiners on examination procedures, arrangements for exam
boards etc.
Research funders (e.g. NERC, BBSRC etc) on matters relating to Masters and
PhD studentships.
The post-holder needs to proactively initiate procedures to ensure that all
information is up-to-date and accurate and meets the needs of current and
prospective students and meets all University and QA procedures.
The post-holder will oversee the collation and monitoring of information
about course reviews and student feedback.
Reviews and monitors procedures and initiates changes to systems and
procedures when necessary to provide a more efficient service and meet
future needs.
Management of the PG administration team, its systems and procedures to
ensure tasks are completed on a weekly, termly and annual basis, leave
entitlement and working arrangements for staff. Decide on the optimum
method of gathering information from staff and decide on how to present
this to students in an appropriate format. Decide on the optimum routes for
managing the interface with current and prospective students. Manage the
arrangement of open days. Make decision on the organisation and
management of examination boards.
What decisions are taken jointly with
others?
With the Associate Director of Postgraduate Studies and other academic
staff make decision on course availability, PQR arrangements, external
examiners, etc. Administration staff appointments as part of a recruitment
panel. Assist the Associate Director in making decision on the feasibility and
development of new postgraduate programmes and determining a
marketing strategy.
What advice is given & to whom?
Advice to staff at all levels relating to the administration of PG teaching and
research. Contribute to the Staff Student Committees, the LEC Learning and
Teaching Committee and the Faculty PG Studies Committee. Provide advice
to administration staff on professional and personal development course
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needs and availability.
Make recommendations to external examiners on individual student cases.
Advice current and prospective students on any issues relating to degree
scheme and module choices, welfare issues, etc.
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Planning and organising resources
Does the role-holder plan/prioritise
their own work? If so how?
The post-holder will plan their own workload on a day-to-day, weekly, termly
and annual basis taking into account the University calendar and the annual
cycle of postgraduate activities.
What planning or co-ordination of
others’ work is undertaken?
The post-holder will have overall responsibility for planning the work of their
team in fulfilling the range of responsibilities defined above. This is likely
normally to be planning on a timescale of days-weeks, with individual team
members managing their immediate workload. Longer term (weeks-months)
planning of the team’s activities in relation to holidays or other periods of
absence.
What event or project planning is there?
The post-holder is responsible for organising the Introduction Week,
including welcoming students, providing support to the students in signing
up to modules.
Staff-student consultative committees; DoS meetings; PhD student meetings
all of which are normally once term.
The post-holder is responsible for collation of material on postgraduate
matters for LEC TLC and meetings above.
Initiative and problem solving
What typical problems are faced by the
role-holder?
What is the most complex type of
problem?
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Analysis and research
What checking, investigating, analysis of
data or information and research is
required of the role?
Sensory and physical demands
What equipment is used that requires
use of the senses?
What physical effort is required?
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Work environment
Where does the role-holder normally
The post-holder is responsible for the organisation of the Poster Days for
Masters and PhD students which is part of the assessment of the students
including advertising and information about the event and liaison with the
academic panel assessing the posters.
To assist the Associate Director of Postgraduate Studies throughout the
academic year with development of new Masters courses.
The interface between the department and PG students and applicants can
be sensitive, and the post-holder will be faced with problems from both
students and academics (as described above). The post-holder will need clear
understanding of the underlying procedures and policies, and the ability to
communicate clearly and in a supportive manner.
The post-holder is responsible for producing the timetable ensuring the
provision of a range of courses which meet the needs for Masters students
throughout the academic year. , avoiding clashes of courses required to be
combined by students and taking into account academic staff sabbaticals.
The post-holder will also be responsible for the administration of
examination boards ensuring all the information is brought together
including marks, boarder line cases and particular student issues to be aware
of.
The post-holder will assist the Associate Director of PG study in investigating
patterns of PG admissions, recruitment to individual modules across the
department etc., with a view to planning future teaching strategy. The postholder will be responsible for analysing marks and student feedback. The
post-holder will also be responsible for research in relation to obtaining
data/information required for PQR and other audit processes is central to
the role.
PC and associated equipment (including screens), fax machines,
photocopiers, digital projectors, digital cameras.
The role is office-based largely sedentary, but the post-holder will walk for
short periods of the day, and may be required to lift/carry light loads,
consistent with a typical office role.
The post-holder will work in a standard office environment.
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work eg office, laboratory?
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What hazards is the role-holder exposed
to?
None beyond the base-line that occurs in all office work-environments.
The post deals with teaching and admissions and the post-holder may be
confronted with angry or distressed students, applicants or parents, and
frustrated academic staff but this is assessed as a low risk in terms of the
post-holder’s safety.
What responsibility is there for the
safety of others?
The post-holder will have a line-management responsibility for their team,
and this will include responsibility for advising on safe working practices. This
will be undertaken with the Department’s Safety Office, and all the team are
office based with minimum risk/hazard.
Formally, members of the post-holders team, but the role is such that
students may also see the post-holder as a “friendly ear” to discuss a wide
range of issues.
Pastoral care and welfare
Who approaches role-holder for welfare
support?
What types of welfare problem is the
role-holder expected to resolve or
support?
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Team development
What does the role-holder provide to
members of their own team by way of
induction, training, feedback and
Performance & Development Review
(PDR)?
13 Teaching and learning support
What learning and development of
others outside the team (students or
staff) does the role-holder provide, how
and to whom? Eg explaining
procedures, training, giving lectures
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Knowledge and experience
What does the role-holder need to
know and need experience of to carry
out the role?
These problems are diverse and unpredictable, but the post-holder is likely
to need to act as a “sounding board” for colleagues or students experiencing
problems at home or in the office, perhaps especially students experiencing
problems with deadlines, applicants worried about not meeting the required
entry grades, etc.
Induction will follow department procedures.
The post-holder will be responsible for giving training and guidance to their
team members to ensure that they are able to deliver the specific tasks that
are required of them.
The post-holder is responsible for providing feedback to their team members
in an appropriate and timely manner.
The post-holder is together with other senior administrators, the
Departmental Administrator, the Senior Management Group and senior
academic staff responsible for PDR for the postgraduate administration team
and possibly other administrators.
The post-holder will provide general advice to all new academic staff within
the department as required to fulfil the activities described above.
The post-holder will assess what information needs to be obtained and
ensure that it is disseminated in a clear and precise manner, using the most
appropriate form of delivery.
The post requires a comprehensive knowledge of how departmental
admission and teaching (both taught and research) is organised in the and
how it connects with the Faculty and central University offices.
Also a good working knowledge of systems, processes and information flows
is essential.
Any other significant activities not included above?
Please supply any other relevant information which could have impacted on the role, such as the role-holder being disabled or
any other relevant situation.
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Form completed by………………………………………………………(Print name)…………………………………………………(signature)
This person will be contacted by HR if there are any queries
Signed:
Job holder (if case to regrade existing job holder): …………………………………………………………………….Date:…………………………………………..
Head of Department:……………………………………………………………..Date:…………………………………………
Attachments required for submissions:
 New Job Description
 Old Job Description (for regrading only)
 Current Organisational Structure Chart
HEAD OF DEPARTMENT ADDITIONAL COMMENTS
Please provide additional comments in support of the application making particular reference to recent significant changes in
role content and any relevant changes to the structure of the department.
Please also provide other relevant information to indicate the scale of operation performed by the role and the extent of change
to the role.
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