18 Mar 2019

Programme Administrator – ACM Guildford & Clapham

Role: Programme Administrator

Purpose:

Working as part of the Education Team, the Programme Administrator provides comprehensive professional administrative support for the day-to-day operations of the Education Team and taught programmes. Under guidance from the Programme Operations Manager the Programme Administrator will help to develop common systems and processes based on good practice, ensuring that associated regulations and policies are adhered to.

This is a busy and varied role, which requires regular and clear communication with the various team members, to ensure cooperation and compliance. The postholder will need to have excellent organisation skills, demonstrate initiative and be able to interpret and apply complex information (e.g. assessment regulations). The post holder must be able to work to deadlines in a busy environment, and will be required to learn new and updated systems, software and procedures.

Reports to: Programme Operations Manager

About ACM

ACM is a specialist music education provider based in Guildford, with approximately

2,200 students on a range of FE and HE programmes in Music Performance, Creative Artist, Production, Technical Services and Business. Our creative and dynamic environment blends academic excellence and professionalism alongside cutting-edge industry thinking and business innovation.

This job purpose reflects the core activities of the post. As the Department and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. ACM expects that the post-holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

MAIN RESPONSIBILITIES

Programme administration

  • To work closely with the Programme Operations Manager to manage workload, ensuring an awareness of key dates and deadlines and communicating these effectively to all stakeholders
  • To keep all records up-to-date and ensure they are processed in accordance with all relevant regulations, policies and timeframes
  • To establish and provide clear lines of communication between the programme team and students, distributing information about assessments and board outcomes
  • To proactively handle the Helpdesk emails to answer programme-related enquiries and actively support students, staff and partner organisations to ensure that customer needs are always met and that high service standards are adopted
  • To produce letters for students to confirm their student status to external bodies.
  • To provide advice and guidance to students on a range of programme-related queries and issues, showing a genuine customer-care approach towards all stakeholders’ requests for help and assistance, directing those queries to the appropriate member of administrative or academic staff if the matter cannot be resolved at the point of first contact.

Assessment administration

  • To liaise with Programme Operations Manager to publish an assessment schedule for each level of study, with appropriate reference to the course/programme specification and other regulatory requirements
  • To ensure that student assessment records are set up in accordance with regulatory frameworks and timeframes
  • To ensure that assignment briefs and other assessment information is published to students in a timely manner
  • To prepare examination and assessment packs, liaising with the Programme Operations Manager to ensure that all assessment requirements are incorporated
  • To ensure that Canvas and other digital platforms that may be used for assessment hand in purposes are set up for assessment submissions, in accordance with the assessment schedule
  • To process received coursework, including tracking, passing to assessors, receiving returned coursework, coordinating the moderation/second marking process and returning to students by the published feedback deadline
  • To coordinate the examination timetable and ensure all arrangements are made for the effective conduct of examinations, including room booking, the appointment of invigilators and consideration of any special candidate requirements
  • To accurately record student marks and feedback

Other duties

  • To embrace continuing professional development of self and colleagues/direct reports
  • To be aware of the implications of GDPR and the Freedom of Information Act (2000) on the processing of student and staff data
  • To undertake other duties, as requested by the relevant Programme Management Team member, and participate in the delivery of key ACM events, such as Open Days, Induction/Registration and Graduation

This job description is intended to provide a broad outline of the main responsibilities of the post. The postholder is expected to be flexible in developing their role in agreement with their line manager and the job description will be subject to regular review in consultation with the postholder, in accordance with the changing needs of ACM and the requirements of the job.

PERSON SPECIFICATION

  • Educated to GCSE level or equivalent qualification or experience including English Language and Mathematics
  • Experience working in a data – sensitive, customer – focused environment
  • Knowledge of data management legislation and good practice including Freedom of Information and Data Protection Acts
  • Ability to work with bespoke databases is desirable
  • Excellent communication, written and interpersonal skills; with an ability to converse and network with a wide range of stakeholders.
  • Outstanding attention for detail.
  • Excellent planning and organisational skills.
  • Comfortable in a fast-paced environment.
  • Collaborative team player with an ability to meet goals and deliver results, working both independently and in a team.
  • Ability to work on own initiative, prioritising and managing time effectively.
  • Enthusiasm and ability to work with and motivate others
  • Professional telephone manner

This job purpose reflects the core activities of the post. As the Department and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. ACM expects that the post-holder will recognise this and will adopt a flexible approach to work.  This could include undertaking relevant training where necessary.  Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

To apply for this role please download the application form below and send to recruit@acm.ac.uk

Download Application Form

 

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