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Discipline Support Administrative Assistant

Company: University of Edinburgh    Location: Edinburgh
The School of Engineering is seeking a highly organised, self-motivated and flexible appointee to take responsibility for the administration of one section of its undergraduate teaching programme. The post holder will work as part of a busy and vibrant Teaching Organisation within the School, and will have strong communication and interpersonal skills, the ability to plan their own workload, and will be able to demonstrate a high level of accuracy and attention to detail. Applicants must possess strong IT skills, including experience of Microsoft Word and Excel plus relevant work experience, ideally in an education-related environment.

This position is an ideal opportunity for someone looking to develop a career in University professional services, in a department with a proven commitment to training and staff development.

1. Job Details

Job title: Discipline Support Administrative Assistant

School/Support Department: School of Engineering

Unit (if applicable): Teaching Support Office/Engineering Teaching Organisation (ETO)

Line manager: Teaching Organisation Administrator

2. Job Purpose

Working within one of the five teaching disciplines within the School of Engineering, the postholder will provide administrative support for one section of its undergraduate teaching programme. The highly organised, self-motivated and flexible appointee will support Course Organisers in ensuring the delivery of an efficient and effective service to a large and diverse community of staff and students.

3. Main Responsibilities

Approx. % of time

Provide administrative and secretarial support for the delivery of specific courses within the School of Engineering; including booking suitable teaching rooms for course timetables, and organising student sign-up for laboratory and tutorial groups.

Ensuring the timely and accurate production and distribution of all course support material, including course information and evaluation, timetables, laboratory and lecture handouts, either on paper or online using the University´s virtual learning environment. 25%

Ensuring the timely and efficient handling of all aspects of the on course assessment process for the courses which the postholder is responsible for, including gathering of submission deadlines, logging the receipt of student coursework submissions and returning marked coursework and feedback to students. 25%

Working with academic course organisers the postholder is responsible for facilitating the timely and accurate progression of examination papers through the checking processes, inputting examination and coursework marks into the APT database and running reports in business intelligence software for the Boards of Examiners meetings. Retaining and filing copies of all student coursework assessments, examination scripts and papers for use at future accreditation visits. 25%

One of the primary contacts at the Teaching Support Office reception, dealing with general student enquiries and referring these on when required. Any other appropriate duties as assigned from time to time. 15%

Working with the Discipline Support Administrator to complete appropriate delegated tasks including; collation of documents for student script viewing sessions, updating discipline Academic Course Organiser diaries with scheduled exam slots and where the Academic Course Organiser is not available, delivering and collecting exam papers and scripts to specific venues. 10%

4. Planning and Organising

The postholder´s work is directed by the requirements of the courses that they are responsible for, in terms of teaching materials required and assessment hand-in deadlines.

The postholder may find themselves dealing with large volumes of coursework, examination papers or assessment data, where they are responsible for courses with large student numbers (sometimes over 300 students).

The postholder works with academics within the School, from other Schools and with external Contracted Teaching Staff, to ensure that they adhere to ETO procedures and deadlines, and with other Schools and Support Services to meet their deadlines as required.

Working within a busy environment (especially during examination periods) to ensure that deadlines are met, whilst all necessary procedures are followed.

5. Problem Solving

The postholder deals with logistical problems, for example increases in student numbers which may require new lab groups to be organised or new facilities to be booked, devising a solution and ensuring communication of these changes to all concerned.

Working with academic Course Organisers across the courses that they are responsible for, ensuring that any potential problems which could prevent deadlines from being adhered to are removed and high standards are maintained. Where Course Organisers are new to the role or less involved, the postholder will give advice and guidance.

6. Decision Making

The postholder is responsible for making day to day decisions with respect to their own workload. They are expected to solve problems as they arise or decide when these should be referred on to their supervisor. These problems may include enquiries from students or their parents, other areas of the University or dealing with requests from professionals in industry.

The postholder is responsible for all decisions relating to how and when to chase up/communicate with Course Organisers to ensure the smooth-running of their courses.

7. Key Contacts/Relationships

The postholder works closely with the Discipline Support Administrator and Deputy Teaching Organisation Administrator and with the other members of the Teaching Support team. The postholder also works with teaching staff, including postgraduate tutors and demonstrators, academic staff in Engineering and from other Schools, external Contracted Teaching Staff and Course Organisers. Outside Engineering, the postholder liaises with colleagues in other Schools and across a wide range of University Support Services, with parents and visitors, and with professionals in industry.

8. Knowledge, Skills and Experience Needed for the Job

Essential

Educated to Standard Grade level or equivalent, with relevant work experience.

Good working knowledge of Microsoft Word, Excel and experience of using email and the internet in a work environment.

Experience of record keeping of various types of data (eg. records of attendance, coursework submissions, assessment results).

Strong organisational skills, with the ability to plan own workload, and take in to account the workloads of others.

Strong numeracy and literacy skills.

Strong communication (written and oral) and interpersonal skills.

Demonstrates a high level of accuracy and attention to detail.

A flexible, self-motivated team player.

Ability to work independently and under pressure and to tight deadlines.

Desirable

Relevant work experience in a Higher Education environment.

9. Dimensions

Direct reports: none

Approximate number of staff affected by the postholder: all academic staff in the School 120

Approximate number of students affected by the postholder: 1700

Approximate number of courses in The School of Engineering: 300

Application Procedure

All applicants should apply online by clicking the apply link at the bottom of this page and submitting an up to date CV. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments.

Closing date is 5pm GMT on 26 January 2018.

Eligibility to Work

In accordance with the Immigration, Asylum and Nationality Act 2006 the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, the University of Edinburgh requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.

For further information on eligibility to work please visit our eligibility to work website

In the circumstances where the vacancy does not meet the Home Office and Visa Services advertising, salary and/or qualification level criteria for sponsorship the successful applicant must have the existing right to work in the UK.

Conditions of Employment

Pension Scheme

This role is grade UE04 and therefore the post holder is automatically included in membership of the Universities Superannuation Scheme (USS), subject to the USS membership criteria, unless they indicate that they choose not to join the Scheme.

For further information please visit our Pensions website .

Salary

The role is grade UE04 and attracts an annual salary of £19,305 to £21,585 for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.

The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.

The School of Engineering

The integrated School of Engineering addresses diverse complex challenges across the entire field of engineering, at the micro- and macro/global scales. At the microscopic scale, its research supports the design and deployment of novel nanotechnology and devices for biological monitoring and medical diagnosis; at the macro/global scale, it optimises the security and sustainability of the built environment and develops engineering solutions to climate change issues. In the 2014 Research Excellence Framework, the Schools joint submission with Heriot-Watt University was first in the UK in research power (662) with 94% of our research activity achieving world-leading (4*) or internationally excellent (3*) ratings. The School has a strong track record in producing more than 50 technology spin-outs and developing industry links that enable our graduates to build career-long relationships. In the last three years, the School has achieved an average of £18.5M pa in research funding awards.

Engineering has been taught at Edinburgh in one form or another since 1673. In 2002, the present School of Engineering was formed from the previously existing departments of Chemical Engineering, Civil Engineering, Electronics and Electrical Engineering, and Mechanical Engineering. Since then, the School has grown from strength to strength, growing rapidly in the last 5 years, now having the largest number of students among the seven Schools in the College of Science and Engineering, offering undergraduate degree programmes across all disciplines and taught Masters courses in niche areas. All of the undergraduate degree programmes are accredited by the relevant professional institutions.

Aims

Specifically, the School aims:
  • To provide an environment that fosters outstanding learning and scholarship across Engineering;
  • To produce graduates equipped for and inspired towards high personal and professional achievement;
  • To enhance the scientific, cultural and economic well-being of society through the discipline of Engineering, contributing to wealth creation and the quality of life locally, nationally and internationally;
  • To promote and perform research of the highest quality, motivated by both scientific curiosity and societal needs;
  • To promote multi- and inter-disciplinary, flexible research, while continuing to reflect the needs of the major Engineering professions;
  • To create efficient technology transfer to and from the School´s research base.
Dimensions and Structure
The School is one of the largest in the University, comprising 125 academic staff, 1,700 undergraduate, 180 taught postgraduate and 480 postgraduate research students drawn from all over the world. The School is located on the University´s King´s Buildings site in South Edinburgh. Each member of academic staff teaches in an engineering discipline and is a member of a Research Institute:

Research Institutes
  • Bioengineering
  • Digital Communications
  • Energy Systems
  • Infrastructure and Environment
  • Integrated Micro and Nano Systems
  • Materials and Processes
  • Multiscale Thermofluids
Teaching disciplines
  • Chemical Engineering
  • Civil & Environmental Engineering
  • Electrical Engineering & Electronics
  • Mechanical Engineering
  • Engineering Mathematics (not a graduating discipline)
We aim to ensure that our culture and systems support flexible and family-friendly working and recognise and value diversity across all our staff and students. The School has an active programme offering support and professional development for all staff; providing mentoring, training, and networking opportunities.

The School of Engineering holds a bronze Athena SWAN award, in recognition of our commitment to advance gender equality in higher education & research.

Further information, including details of undergraduate & postgraduate taught programmes:
www.eng.ed.ac.uk

College of Science and Engineering ( http://www.ed.ac.uk/science-engineering )

The College of Science and Engineering (CSE) is one of the largest and highest-ranked science and engineering groupings in the UK. Headed by Professor Dave Robertson, CSE comprises seven Schools (Biological Sciences, Chemistry, Engineering, GeoSciences, Informatics, Mathematics, and Physics and Astronomy). Informatics is located in the Universitys Central Area near George Square, with the other six 2 miles further south at the Kings Buildings. The College has over 3,000 academic and support staff, and educates some 6,000 undergraduates, over 1000 taught postgraduates and more than 2,000 research students. It is in the front rank of UK university science and engineering groupings for research quality and income, and is a key player in many European and international research collaborations.

Research Excellence Framework (REF) 2014

In the 2014 REF over 95% of our staff were submitted. Of our seven submissions, four of which were as a joint research school in combination with a strategic research university partner through pooling, 3 were ranked top in the UK and all 7 were in the top 5 in their discipline in the Times Higher Power rankings.

The University of Edinburgh

For more than four centuries, our people and their achievements have rewritten history time and again. Theyve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible, we still do.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.

As a member of staff, you will be part of one of the world´s leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 35,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 13,000 people spread across a wide range of academic and supporting roles.

As a world-changing, world-leading university, we offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate academic, professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided.

The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. The University has a range of initiatives to support a family friendly working environment, including flexible working and childcare vouchers. See our University Initiatives website for further information.

University Family Friendly Initiatives

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336.