Programme Administrator, MSc Clinical Trials


Job Purpose
You will work as part of the programme team. Your role will be to provide administrative support for all aspects of course and/or programme administration. You will provide an excellent support function to ensure delivery of an efficient and effective service to students and staff. You will also work as part of the wider Postgraduate Teaching Hub team.

3. Main Responsibilities

Teaching and learning support, course and assessment administration. Duties include (Approx. 35% of time):
• Creating, maintaining and updating course and programme Learn sites;
• maintaining and updating student records on the University student record system (EUCLID)
• processing assessment marks in an accurate and efficient manner
• organising and preparing documentation for programme exam board, maintaining an exam board Learn site and liaising with external examiners
• organising and providing secretariat function to staff-student liaison committee

Student support. Duties include (Approx. 20% of time):

• act as first point of contact for students seeking advice on most day-to-day academic and pastoral issues;
• provide information to Personal Tutors, staff and students on student support issues;
• help to organise personal and group meetings between students and Personal Tutors each semester
• administration for student with specific learning profiles, which involves working with Student Disability Services, the coordination of adjustments and Personal Tutors to ensure that students’ needs are met in regard to all coursework and assessments.

The post holder will exercise initiative and judgement to resolve these daily issues within the set policies of the School and University, bearing in mind the needs of a diverse cohort of students. The post holder will establish good working relations with the appropriate University Student Support Services and attend training as required.

Admissions, enquiries, marketing and recruitment. Duties include (Approx. 25% of time):

• Setting up and maintaining programme website
• Responding in a timely and professional manner to enquiries from potential applicants to the programme
• Preparing and updating scholarship information and communicating with applicants about scholarship opportunities
• Ensuring that admissions decisions are taken and communicated to the admissions team in a timely and efficient manner
• Liaison with College and Hub marketing staff to ensure marketing strategy is implemented and impact is monitored.

Supporting the Postgraduate Hub Team, meeting regularly with the team and contributing to the development and efficient administration of postgraduate teaching within the Deanery, taking one or more Hub-wide roles, which may include (Approx. 10% of time):

• Processing payments of course tutors/external course contributors
• Developing expertise in specific University of Edinburgh systems and processes, acting as point of contact for the hub
• Coordinating the production of programme handbooks, ensuring that these are up-to-date and comply with University of Edinburgh regulations
• Meeting administration (organising meetings, booking rooms/catering, communication with staff, sourcing papers, collation and distribution of agenda/papers, following up on actions).

Monitoring and Reporting by (Approx. 10% of time):
• Maintaining accurate student records and ensuring these are made available to appropriate staff;
• Assisting in monitoring students for poor performance and/or attendance, and ensuring consistent and appropriate follow-up procedures such as triggering emails/letters to students.
• Routine collection of data for annual programme/quality monitoring reports

The post holder will be required to maintain records with an awareness of issues around confidentiality, Data Protection and the Freedom of Information Act (with guidance from Line Manager, as appropriate).

The above list is not exclusive and gives an indication of the main types of activities that you will carry out. These duties will form the main areas of responsibility; however, these may change and/or develop depending on the needs of the Deanery and/or the need for professional services to respond to new developments and initiatives. Any other duties as directed by the line manager may occur.

4. Planning and Organising
Workload will to a large extent be determined by the annual cycle of the academic year. The post holder needs to prioritise competing demands within time constraints, which requires an understanding of the particular pressure points of the courses and programmes serviced.

5. Problem solving
As a member of a team, you will be responsible for dealing with non-standard enquiries, tight deadlines and competing demands; therefore, the ability to prioritise and reflect on actions daily is required. This will include awareness of when to escalate more complex queries to your line manager, to provide an effective service to students and colleagues.

6. Decision Making
This is a new post, created as part of the development of a new suite of postgraduate programmes. This will require the post-holder to take initiative to make decisions, although this will be in the context of a busy postgraduate teaching hub, where there are many highly experienced administrative and academic staff on hand to provide advice. As the programme develops, the majority of decisions on a day-to-day basis will be routine in nature, typically dictated by the academic calendar, and will be made independently by the post holder (e.g. prioritising own workload).

7. Key Contacts/Relationships
• Students and prospective students to provide timely and accurate advice
• Programme Director, academics and external staff contributing to the programme
• Professional services staff in the Postgraduate Teaching Hub (Learning Technologists, Marketing Officer, Programme Administrators from other programmes)
• Administrative staff in Registry, Finance, Marketing, Student Disability Services, Admissions, Information Services, College Office and Human Resources
• External examiners
• Institute of Academic Development (IAD)

8. Knowledge, Skills and Experience Needed for the Job

Qualifications/ Training
A degree or equivalent formal training

Good, relevant previous experience providing administrative support
Extensive experience of MS Office (Word, Excel, Access, PowerPoint).

Experience of working in an administrative, student-facing role in a busy HE environment.
Experience of working with University of Edinburgh systems (EUCLID, Finance, Blackboard Learn, Collaborate, Turnitin).

Knowledge, skills and competencies
Excellent oral and written communication skills.

Personal attributes
Strong interpersonal and customer service skills, with the ability to deal with a wide variety of stakeholders.
Must have a flexible approach to assisting the Postgraduate Teaching Hub.
Able to deal with queries in a helpful manner, whilst also being able to deal confidently and sensitively with students who may be dealing with difficult circumstances.
Able to deal with people in a professional and tactful manner, where required, to enable situations to be resolved within approved guidelines.
Ability to maintain focus and provide efficient service under pressure and in a busy environment.
Ability to work effectively as part of a team.
Ability to work independently.

9. Dimensions

The post-holder is part of a growing team of around 30 professional services and academic staff supporting several online and on-campus postgraduate teaching programmes. Three of these are new online master’s programmes, launching in September 2021.

The role is grade UE05 and attracts an annual salary of £23,067 to £26,715 (pro rata) for 28 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.

This post is available on a fixed term basis, with a working pattern of 28 hours per week until 31.12.2022.

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