Senior Administrative Assistant

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Job Posting Title: Senior Administrative Assistant (Academic Operations)

Grade and Salary: Grade 5 (£26,707 - £30,378)

FTE and working pattern: Full time (35 hours, 1 FTE), based on Riccarton Campus, Edinburgh, consideration will be given to flexible working requests

Purpose of Role:

The role-holder will be responsible for supporting key academic operations processes, such as clerking boards of examiners and studies committees, processing marks and grades, triaging mitigating circumstances; processing the outcomes of appeals and discipline cases; or answering staff enquiries or student enquiries related to their studies including difficult enquiries. The role-holder will also support other key functions of the Academic Operations Team, such as timetabling and examinations;

as well as other Divisions of the RAS, for example, answering general student enquiries, supporting graduations, or helping to gather quality-related information.

Summary of Key Duties and Responsibilities:

• Co-ordinate all aspects of processes related to academic boards and committees – including Boards of Examiners and School Studies Committees – from scheduling, to organising, clerking, minuting and post board/committee processing in the student administration system.
• Support all aspects of processes which can impact students marks, grades and awards – including mitigating circumstances, appeals and discipline cases. Monitoring the processes; ensuring applications or cases are directed to the correct people; making decisions, where required, according to pre-set criteria; and updating the student record.
• Support all aspect of processes related to Examinations and Timetabling.
• Undertake particular administrative tasks related to the other divisions of the RAS directorate as agreed with line management.
• Undertake particular administrative tasks related to student and academic processes according to an agreed division of labour with the School retained services.
• Staff academic-facing services, such as enquiry management systems, enquiry email accounts, or face-to-face support.
• Staff student facing services, such as student helplines, enquiry management systems, or face-to-face support.
• Collaborate in redesigning processes related to the work of the Academic Operations Division.
• Advise and support colleagues in Scotland, Dubai and Malaysia on the processes related to Academic Operations.
• Provide secretarial and admin support to RAS management; and to other Directorates and Schools when agreed with their line management.
• Undertake other tasks related to academic operations as required by their assigned Team Leader, the Academic Operations Manager, or the Head of Academic Operations.

Education, Qualifications & Experience:

These are the criteria on which the short-listing and recruitment selection will be based.

• Educated to SCQF Level 6 or similar (see link for details) or equivalent experience
• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Well-developed interpersonal skills
• Demonstrable professional and proactive approach
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service
• Experience of redesigning and improving processes or procedures
• Collaboration with multi-location teams

Organisation Name: Registry and Academic Support:
Academic Operations Division

About our School/Directorate and Team:

The Global Registry and Academic Support Directorate supports our students and staff colleagues across the full student life-cycle from enrolment to graduation. The Directorate has responsibility as the definitive…