Course Administrator

Job summaryThe Tavistock and Portman NHS Foundation Trust are seeking a permanent course administrator to work within our Directorate of Education and Training, to support the smooth running of a portfolio of courses within the Course Administration function. Working closely with the Course Lead(s) and colleagues in Portfolio Support, the role holder will be involved in all aspects of course delivery including scheduling the curriculum, identifying space needs, producing and publishing course materials and arranging assessments. They will also provide support directly to our students, providing information on course requirements and acting as the main point of contact in all matters relating to course operations. In addition, there will be flexibility in the role to offer support across the Directorate as required to manage peaks in activity through the academic year. This role would suit someone with previous Higher Education experience who wishes to work across a wide range of varied and interesting student support and administration activities Main duties of the jobThe post involves administrative support for course tutors, portfolio managers, and students across various courses. Acting as the main contact point for course-related issues, the role includes arranging and communicating timetables, booking spaces for course delivery, and assisting with operational tasks . The postholder will cover the Academic Hub on a rota basis. Key responsibilities include administering the assessment process, arranging Course Committee and Staff/Student meetings, and taking formal minutes. The role also engages in course inductions, including DBS processing for clinical programmes. Maintaining and updating course documentation and accurate student records in the SITS system is crucial. The postholder will provide cover and training for team members, adhere to departmental policies to ensure standardised practices, and supply information for monitoring activities and quality processes. They will also support students with assessment requirements. This role demands strong organisational and communication skills to ensure effective course administration and student support. The role includes collaborating with the student admissions team and other teams with the department for course representation at events, and providing additional support during peak periods such as enrolment week and assessment boards. About usWe are a dedicated and dynamic team working to support students from all backgrounds as well as supporting various stakeholders and external partners. We are responsible for managing all aspects of the student journey within the Directorate of Education of Training, from enrolment through to student's completing their course and receiving their awards. We work together on a portfolio basis, sharing our skills and expertise to create a knowledgeable, supportive, and highly skilled academic hub for the organisation.Job description Job responsibilities Act as the main point of contact on course related matters to course tutors and Heads of Portfolio on a group of courses, providing administrative support. This extends to online course and courses based in other national centres. Offer flexible support to other courses as and when required. Cover the Academic Hub as required, responding to student queries and engaging with other teams to do this in a timely way. Deal with enquiries from students in a courteous and timely way, referring on where necessary and ensuring a prompt and accurate response is provided Arrange, publish and communicate timetables to both students and tutors. Ensure that appropriate spaces are booked for course delivery, making the scheduling team aware of the needs of the respective courses. Assist the Course Leads in matters relating to the operations of the course to include ordering and making available materials needed for effective course delivery. Arrange and attend Course Committee and Staff/Student meetings, taking the formal minutes of these meetings to follow a template provided. Administer all aspects of the assessment process including assessment boards, ensuring that all submissions and marking is completed through Moodle. Raise any concerns regarding late submission or marking, to ensure that assessment boards run smoothly. Support the administration of the Group Relations Conferences where required. Actively engage with Welcome Activities and attend course induction events. Support the monitoring of student induction checks including monitoring and processing Disclosure and Barring Checks (DBS) for programmes with clinical activity. Facilitate the updating of all relevant documentation relating to courses, including generating paperwork from SITS for assessment boards. Ensure that accurate records of student details are kept, using the SITS student record system, updating details when required. Provide cover and training for colleagues within the team on core duties to support the student lifecycle. Follow policies and procedures at all times to ensure standardised practices across the course administration team and division. Alert colleagues when procedures need to be updated. Adhere to divisional policies and processes to ensure consistency in record keeping and management. Supply information for monitoring activities including information for validating universities, the annual review and quality enhancement process and market research, as required Facilitate the updating of all relevant documentation relating to courses, including generating paperwork from SITS (the student records system) for assessment boards. Assist students where necessary in providing information on assessment requirements, trust policies and other requirements. With support from line manager and other colleagues within the Division of Education and Training as appropriate, support students in managing more complex student welfare issues, acting as a liaison between students and course tutors/Heads of Portfolio. This may include issues such as student finance and changes in personal and professional circumstances. Work with the Student Admissions team to ensure course representation at events such as open evenings. Ensure that support is provided for students who have declared a disability, in line with the arrangements outlined in the students Statement of Reasonable Adjustments. Due to the seasonal nature of the work of the division it will be necessary that all staff in the division offer support to other areas of the division during peak periods such as enrolment week and assessment/exam boards. Ensure that students complete all mandatory training, including information governance as required. Collate and report this information to the Head of Course Administration and Head of DET Operations. Where appropriate, ensure that all student information is recorded on SITS (the student records system) as the Division's primary source of student records. All staff in the directorate may be expected to attend conferences and events both in the building and externally. At these events they will be expected to represent the Trusts values as well as promoting the benefits of studying at the Tavistock and Portman. Evening and weekend working may be required as the post holder may be required to be on site for events, courses or conferences in support of the delivery of education and training. There may be other administrative tasks identified that are pertinent to this role. All members of the team are expected to work collaboratively with colleagues to support the delivery of an effective and consistent service across a range of courses and portfolios. Job description Job responsibilities Act as the main point of contact on course related matters to course tutors and Heads of Portfolio on a group of courses, providing administrative support. This extends to online course and courses based in other national centres. Offer flexible support to other courses as and when required. Cover the Academic Hub as required, responding to student queries and engaging with other teams to do this in a timely way. Deal with enquiries from students in a courteous and timely way, referring on where necessary and ensuring a prompt and accurate response is provided Arrange, publish and communicate timetables to both students and tutors. Ensure that appropriate spaces are booked for course delivery, making the scheduling team aware of the needs of the respective courses. Assist the Course Leads in matters relating to the operations of the course to include ordering and making available materials needed for effective course delivery. Arrange and attend Course Committee and Staff/Student meetings, taking the formal minutes of these meetings to follow a template provided. Administer all aspects of the assessment process including assessment boards, ensuring that all submissions and marking is completed through Moodle. Raise any concerns regarding late submission or marking, to ensure that assessment boards run smoothly. Support the administration of the Group Relations Conferences where required. Actively engage with Welcome Activities and attend course induction events. Support the monitoring of student induction checks including monitoring and processing Disclosure and Barring Checks (DBS) for programmes with clinical activity. Facilitate the updating of all relevant documentation relating to courses, including generating paperwork from SITS for assessment boards. Ensure that accurate records of student details are kept, using the SITS student record system, updating details when required. Provide cover and training for colleagues within the team on core duties to support the student lifecycle. Follow policies and procedures at all times to ensure standardised practices across the course administration team and division. Alert colleagues when procedures need to be updated. Adhere to divisional policies and processes to ensure consistency in record keeping and management. Supply information for monitoring activities including information for validating universities, the annual review and quality enhancement process and market research, as required Facilitate the updating of all relevant documentation relating to courses, including generating paperwork from SITS (the student records system) for assessment boards. Assist students where necessary in providing information on assessment requirements, trust policies and other requirements. With support from line manager and other colleagues within the Division of Education and Training as appropriate, support students in managing more complex student welfare issues, acting as a liaison between students and course tutors/Heads of Portfolio. This may include issues such as student finance and changes in personal and professional circumstances. Work with the Student Admissions team to ensure course representation at events such as open evenings. Ensure that support is provided for students who have declared a disability, in line with the arrangements outlined in the students Statement of Reasonable Adjustments. Due to the seasonal nature of the work of the division it will be necessary that all staff in the division offer support to other areas of the division during peak periods such as enrolment week and assessment/exam boards. Ensure that students complete all mandatory training, including information governance as required. Collate and report this information to the Head of Course Administration and Head of DET Operations. Where appropriate, ensure that all student information is recorded on SITS (the student records system) as the Division's primary source of student records. All staff in the directorate may be expected to attend conferences and events both in the building and externally. At these events they will be expected to represent the Trusts values as well as promoting the benefits of studying at the Tavistock and Portman. Evening and weekend working may be required as the post holder may be required to be on site for events, courses or conferences in support of the delivery of education and training. There may be other administrative tasks identified that are pertinent to this role. All members of the team are expected to work collaboratively with colleagues to support the delivery of an effective and consistent service across a range of courses and portfolios. Person Specification Qualifications Essential Educated to A Level or equivalent Degree level qualification or equivalent Desirable Qualification in the use of MS Office applications Experience Essential Previous experience in an administration support role within higher education Desirable Experience in a clinical education environment Skills Essential Able to use initiative and take action Excellent communication skills both written and verbal Able to effectively build and manage relationships with faculty, staff and students Committed team player who is able to manage the seasonal nature of the work and is flexible in responding to needs and pressures across the directorate Capable of working autonomously Able to build detailed knowledge of a range of courses within a portfolio as well as a more general knowledge of courses across other portfolios High level of attention to detail and awareness of the relevant regulations related to the role in relation to quality and governance Ability to use a range of Microsoft Office Programmes Advanced keyboard skills Knowledge Desirable Knowledge of using SITS Student Record System or similar database system Person Specification Qualifications Essential Educated to A Level or equivalent Degree level qualification or equivalent Desirable Qualification in the use of MS Office applications Experience Essential Previous experience in an administration support role within higher education Desirable Experience in a clinical education environment Skills Essential Able to use initiative and take action Excellent communication skills both written and verbal Able to effectively build and manage relationships with faculty, staff and students Committed team player who is able to manage the seasonal nature of the work and is flexible in responding to needs and pressures across the directorate Capable of working autonomously Able to build detailed knowledge of a range of courses within a portfolio as well as a more general knowledge of courses across other portfolios High level of attention to detail and awareness of the relevant regulations related to the role in relation to quality and governance Ability to use a range of Microsoft Office Programmes Advanced keyboard skills Knowledge Desirable Knowledge of using SITS Student Record System or similar database system Disclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. . Additional information Disclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .Employer details Employer nameTavistock and Portman NHS Foundation Trust AddressTavistock and Portman NHS Foundation Trust 120 Belsize Lane LondonNW3 5BA Employer's website