University of Greenwich
JOB DESCRIPTION
Job Title:
Administrative Officer
Grade:
Department:
Role reports to:
Direct Reports
Indirect Reports:
CMS/Support
Date of Job Evaluation:
Head of Support
Head of Support/ School Office Team Leader
SG5
Other Key contacts:
Dean of School & School DLQ
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:
To provide adequate support to students and staff within the school. This will include dealing with all student queries
and advising students with all the non academic queries. Making sure students have correct personal tutors attached to
them, maintaining a database of courses and personal tutors, liaising with the student records team as appropriate and
entering student marks in to the University’s Banner system.
To be responsible for accepting and receipting coursework extensions and extenuating circumstances from students and
processing these accordingly.
To work with academics to ensure that adequate support is provided for them, these will include keeping track of the
staff office hours and making appointments, checking their diaries, arranging meetings and minute taking.
To act as an administrative support to the schools skills week which entails working closely with the academics and
organising and scheduling the events, registering students and coordinating the smooth running of these events.
To act as an exam officer in conjunction with other administrative staff, for the school. This will involve in informing the
central team of the school’s exam dates and scheduling them appropriately. Work closely with the heads of
departments and be responsible for uploading the exam papers, making sure the correct formats have been applied,
chasing academics if there are any delays in submitting of papers. Sending a copy to the papers to the external
examiners for final approvals and acting on any amendments as specified by them. Also be responsible alongside other
administrative staff for generating the SAP and PAB reports and taking minutes of the exam boards. Ensure that the
exams stationary are correctly packaged and distributed to academic members of staff and also that the exams are
running smoothly and using his/her own initiative in solving any problems which may occur during the assessment
periods.
To play an active role during the registration and induction period. Ensure that all the necessary materials are available
on the day, organise induction talks for support staff and also liaise closely with academics in order to register school’s
students in a timely manner. The post holder is expected to use his/her own initiative in providing systems ensuring that
the registration process is carried out smoothly.
Responsible for ensuring all the marks are in the system and informing student records department of requirements for
the preparation of the SAP boards.
Co-responsibility for organising the day to day work load of the Job shop students at the reception desk.
Highly motivated and able to work to high standards either as part of a team or individually. Although reporting to the
School’s Support Manager, the role requires the majority of its work to be completed unsupervised and take
responsibility in completing these given tasks. The role requires liaison with senior academics and other admin staffs,
hence excellent and clear written and verbal communicational skills are a must to be successful.
The successful candidate is also expected to take their own initiative, be pro-active and to work with tight deadlines to
ensure the smooth operation of the School Office.
University of Greenwich
KEY ACCOUNTABILITIES:
Team Specific:
 Dealing with general enquiries from students and prospective students;
 Advising students on procedural matters connected with their studies;
 Supporting the work of the year tutors and personal tutors within the school;
 Assist in developing and maintaining the schools intranet i.e. making sure correct tutors is assigned to correct
courses and courses are assigned to correct programs.
 Advising students on Extenuating Circumstance applications and processing the Extenuating Circumstance claims;
 Maintaining the Extenuating Circumstance Database;
 Deal with a variety of student queries; including using the University Banner system as appropriate
 Supporting academic members of staff within the school i.e. keeping appointments, checking diaries and general
clerical support
 Entering student marks into University Banner software using the University’s barcoded system
 Assisting with the Scheduling of the January and Summer Exams
 Liaising with the heads of departments in order to ensure that exam papers are uploaded correctly and all the
papers are submitted within the deadlines as set by the head of school
 Liaising with the Disability and Dyslexia team in order to arrange exams for student with disabilities;
 Secretary for various committees within the school
 Running SAPs and PAB reports for the exam boards
 Be involved in the registration and induction period for the school
 Taking minutes of various committees and exam boards
 Providing Administration assistant for the Schools Skills Week in January
 Main Administrative point of contact for School Partner Colleges
Generic:
 Contribute to cross-functional team working
with other Administrative staff within school
 Seek ways and methods to improve and enhance the
customer experience
Managing Self
 Be able to work under pressure and to deadlines
 Self-motivated and ability to be flexible and show initiative for taking on tasks
Core Requirements
 Adhere to and promote the University’s Equality and Diversity policies
 Ensure compliance with Health & Safety regulations
 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
 Willingness to undertake training where appropriate
 Preparedness to work unsocial hours, typically until 7pm each evening during term
Additional Requirements:
Please note: The post holder should be willing to take annual leave in accordance with the workload of the department.
No Annual leave will be authorised during key peak periods for example during assessment periods, beginning of term
and Induction time.
University of Greenwich
KEY PERFORMANCE INDICATORS:
 Contribution to delivery of business partner model through effective administrative support
 Delivery of work to agreed timescales and quality
 Contribution to team climate, equilibrium and effectiveness
 Levels of customer satisfaction (measured by feedback, complaints)
KEY RELATIONSHIPS (Internal & External):
 Staff at all levels within the school
 Staff at all levels across university
 Prospective/current students within the school
PERSON SPECIFICATION
Essential
Experience
Ability to use Microsoft Word & Excel and similar computer
systems
Good written (including email) and oral communicational
skills, confident, competence, calm disposition and ability
to deal with people at all levels with discretion and in a
helpful and sympathetic manner
AT LEAST 2 YEARS Clerical experience of working in a
customer based environment
Minute taking experience and organising meetings
Organised methodical and able to pay attention to detail
Skills
A good level of numeracy
Customer Focus
Interpersonal Skills
Team Player
Ability to work to deadlines
Reliable
Flexible
Qualifications
Good level of Education and qualification
Signature(s)
Date of issue: 10 February 2012
Desirable
Experience
HE Sector
Understanding of student expectations
Skills
Experience of scheduling events/timetabling
Qualifications
Higher Degree