Programmes Administrator

Faculty of Science, Engineering and Social Sciences

The Post

Job Title: Programmes Administrator

Reference: REQ01987
Location: Canterbury
Reports to: Team Leader (Academic Administration)
Responsible for: This post holds no supervisory responsibility
Contract Type and Hours Permanent
Part time (15 hours per week)
Grade Grade C
For further information on the benefits of working at Canterbury Christ Church University please click
here.

Main Purpose of the Role

The role provides high quality administrative support for the academic programmes of study, at all levels
and modes of study. As part of the Faculty Academic Administration team, the role holder will work
closely with other support functions including Faculty Quality, Faculty Operations and other central
services to support academic colleagues in delivering an outstanding student experience from admission
to graduation.

Aligned to the University’s Learning and Teaching Strategy, the Faculty Academic Administration
team will play an integral role in supporting schools in creating an environment for student success,
through the timely delivery of administrative processes, including: programme-based transition,
orientation and induction; updating information records and data files; programme set-up and
maintenance; monitoring and reporting of attendance; assessment administration including mark entry
and extenuating circumstances; and management of Boards of Examiner processes, in a professional
manner. As such, the team is required to focus on improving the efficiency and effectiveness of service
delivery and continuously identifying areas that impact academic administration and make appropriate
recommendations for improvements.

The role holder will deliver a timely and accurate administration service in line with University regulations
and external stakeholder requirements, as necessary. They will work proactively, within their team, led
by the Team Leader (Academic Administration) and under the direction of the Faculty Manager
(Academic Administration)/ Faculty Manager (Academic Administration and Operations) to ensure the
delivery of administrative support for the academic programmes of study, at all levels and modes of
study.

The role holder will be the primary contact for academic administration within their programme
portfolio. The role will support the Faculty in meeting its operational objectives aligned to the Faculty
and University strategic plans and will support delivery to ensure high quality service to all
stakeholders. They will be expected to collaborate with equivalent staff across the organisation and
provide student focussed support, advice and guidance, signposting to other services across the
University as appropriate.
Main Duties
1 To administer all academic administration activity of the student journey within the Faculty
including but not limited to:
o Timetabling and Rooming
o Assessment / Exam Board processes
 o Engagement with all relevant University systems
o Attendance
o Other activities commensurate to the role
2 To work collaboratively with Academic staff to provide administrative support for programme
meetings e.g preparing agendas, writing minutes and maintaining a record of actions and
following-up as required.
3 To attend meetings relevant to the role as defined by the Faculty Manager (Academic
Administration) / Faculty Manager (Academic Administration and Operations)
4 To be an active member of the team, maintaining appropriate office systems and monitoring
current processes, taking a proactive approach to ensure continuous process improvement.
5 To engage with university policies and procedures including programme validation
documentation, the Regulation and Credit Framework for the Conferment of Awards and
Undergraduate Assessment and Award Processes from an administrative perspective, and provide
a point of contact for academic staff and students.
6 To work with the Programme Support Officer, to administer the Extenuating Circumstances (EC)
process within their functional area, by ensuring Self-Certification and Evidence based EC requests
are processed and decisions communicated to students in a timely manner. Referring cases to the
Programme Support Officer as appropriate.
7 To resolve day-to-day issues within agreed guidelines and in liaison with relevant parties
Person Specification

Qualifications and Training Essential Desirable Method of assessment

GCSE A-C, or equivalent, in English and Mathematics X Application form, Certificates

Experience and Knowledge Essential Desirable

Knowledge of the HE sector X Application form, interview

Demonstrable experience of the workings of an academic Faculty/School/Department X Application form, interview
Well developed skills in Microsoft office programmes (Word, Excel, Outlook) X Application form, interview, test
Skilled and effective minute and note-taker X Application form, interview
Working experience of using database systems, such as Student record system X Application form, interview
Skills and Attributes Essential Desirable

Excellent numeracy, written and oral communication skills X Application form, interview
Good organisational and time management skills; scheduling and prioritising multiple projects and tasks with X Application form, interview
varying deadlines
Excellent customer service ethos to enable effective delivery of services to internal and external stakeholders X Application form, interview
at all levels
Able to establish and maintain productive professional relationships with colleagues and stakeholder groups X Application form, interview
Able to work under own initiative and as part of a team, using strong interpersonal skills X Application form, interview
Qualities Essential Desirable

Pro-active, responsive, self-motivated and approachable X Interview

Professional approach, manner and appearance X Interview
Ability to work under pressure, with flexibility in responding to changing priorities X Interview
A commitment to customer service and the continuous enhancement of the student experience X Interview
A methodical and organised approach to work X Interview
Demonstrate a high level of integrity and honesty, and an ability to manage information confidentially and X Interview
sensitively
For further information on the academic role profiles, please visit
https://www.canterbury.ac.uk/human-resources-and-organisational-development/docs/academic-role-profiles.pdf