Carolyn Penn - Current vacancies

March 2015
Francis House
3-7 Redwell Street
Norwich Norfolk
NR2 4SN UK
T +44 (0)1603 610561
F +44 (0)1603 615728
Minicom
+44 (0)1603 628507
Dear Candidate
info@nua.ac.uk
www.nua.ac.uk
Academic Support Officer
Thank you for your enquiry regarding the above vacancy. Please find enclosed:



Job Description and Person Specification
General Information
Application Form (this can be downloaded from the University website for
completion electronically)
Guidance on Completing the Application Form
Please read through the enclosed Job Description, this outlines the main duties of
the post. The Person Specification outlines the skills, experience, knowledge and
qualifications the University requires. When completing the statement of support you
should ensure it covers the essential criteria giving examples to illustrate your
suitability for this position. Further guidance is available in the “Guidance Notes for
Applicants” document on the University website at www.nua.ac.uk/jobs.
A Curriculum Vitae can be included with your application however this does not
replace the application form. Only fully completed applications will be accepted and
where possible should be typed.
Please note that all completed documentation must be received in the Human
Resources office by 5.00 pm on Tuesday 21st April 2015 and that this is a strict
deadline. A short-listing panel will assess your application in relation to the Job
Description and Person Specification.
You will be notified if you have been shortlisted for interview which will be held on
Tuesday 19th May 2015.
I would like to take this opportunity of thanking you for your interest in the position.
Yours faithfully
Carolyn Penn
Human Resources Manager
Professor John Last
Vice-Chancellor
JOB DESCRIPTION
This generic job description states the purpose, scope, responsibilities and tasks
which are associated with two posts identified by the Job Title below. Individual post
holders will not necessarily work in all of the areas identified in the job description,
and may focus on specific areas as required to fulfil designated functions within the
Academic Registry.
JOB TITLE:
Academic Support Officer
GRADE AND SALARY:
Grade 5 - £22,029 to £25,513 per annum
HOURS:
37 hours per week
FACULTY/DEPARTMENT:
Academic Registry
REPORTS TO:
Assistant Registrar: Academic Support
JOB PURPOSE :
To undertake specialist and general administrative duties for the Academic Registry in
the area of Academic Support. The post holder will work collaboratively with other
members of the Academic Registry team to provide an integrated service. Individual
post holders will also be expected to undertake other duties as required, including
whole team activities such as enrolment, clearing and assessment.
MAIN RESPONSIBILITIES

Deputising for the Assistant Registrar: Academic Support in the administration of all
aspects of individual student appeals and complaints.

Administration of the University’s Extenuating Circumstances procedures.

Providing specialist advice and guidance for students who are considering
suspending their studies (intermission) and undertaking all related operational
responsibilities.

Undertaking key responsibilities in the planning, organisation and delivery of the
University’s graduation ceremonies.

Producing University degree certificates, academic transcripts and the Diploma
Supplement throughout the academic year, including for former students.

Contributing to meetings of and providing administrative support for the University’s
Co-ordinated Support Group.

Providing administrative support for the Academic Registrar and/or Assistant
Registrar: Academic Support in matters of student non-attendance, academic
misconduct and disciplinary cases.

Assisting with the administration of and preparation for Assessment and Award
Boards (including those for resubmission) and for Progress Review Boards.

Providing a ‘signposting’ service for students to access additional and/or more
specialist support and guidance provided by other areas of the University (eg
Finance, the International Office, Student Support etc).

Acting as a liaison point between Academic Support and Student Support through
regular meetings with the Student Support Manager.

Deputising as appropriate for the Assistant Registrar at other internal or external
meetings, workshops and training events in matters relating to all areas of Academic
Support.

Additional organisation and support, communications, progress-chasing and recordkeeping as required by the Assistant Registrar: Academic Support.

Maintaining appropriate confidential records of advisory sessions with students,
responding to enquiries and liaising with other staff in individual cases, in line with
the University’s Data Protection procedures.
Whole team/additional responsibilities:

Contributing to reviews and revisions of policies and procedures and researching
equivalent policies and guidance elsewhere in the sector as part of the process of
review.

Minuting Course Approval and Periodic Review events on an occasional basis.

General Registry administration including maintenance of student records.

General Registry duties including enrolment, clearing and support for student
admissions interviews.

Providing administrative cover for the Academic Registry General Office when
required, including occasional relief reception duties in Francis House as necessary.

Ensuring confidentiality of student information at all times.
Committee responsibilities:

Participating as a member of University Committees as directed by the
Assistant Registrar, or as an elected member.
Budgetary/Financial/Resource responsibilities:
Assisting with budgetary preparations and analysis.
Equal Opportunities
 All members of staff are required to support the University’s policy on equal
opportunities and to ensure that their work practices reflect that commitment.
Health & Safety
 All members of staff are responsible for ensuring their procedures and practices are
compliant with the University’s Health and Safety Policy.
Policies & Procedures
 To comply with any policy and procedure as regularly updated and published on the
intranet applicable to your role, e.g. Confidentiality, Data Protection, IT Acceptable
Use, Disaster Recovery, Quality Management and Enhancement procedures etc.
Staff Development
 Participate in Staff Appraisal and Development Review and Staff Development and
Training activities as well as maintaining own subject knowledge.
Confidentiality
 Maintain confidentiality regarding all aspects of work.
Variation to Job Description
 Norwich University of the Arts reserves the right to vary the duties and
responsibilities of its employees within the general conditions of service. The duties
and responsibilities outlined above will be periodically reviewed and may be altered
as the changing needs of the University may require.
PERSON SPECIFICATION – ACADEMIC SUPPORT OFFICER
PERSON SPECIFICATION
Essential
/Desirable
Candidate
Assessment
A, I, or P*
Educational and Vocational Qualifications
Minimum of 5 GCSE (or equivalent) including English and
Maths
Essential
A
Educated to degree level or equivalent
Desirable
A
Experience of using and developing a records
system/database
Essential
A, I
Experience of providing effective administration support in a
busy and demanding office environment
Essential
A, I
Excellent IT skills including working with Microsoft Office and
electronic forms of communication
Essential
A, I, P
Proven skills in document preparation and report writing
including correspondence and documentation for meetings
and other business events (eg Approval/review events,
conferences or seminars)
Essential
A, I, P
Knowledge of current HE issues and developments
Desirable
A, I
Administration experience in a Higher Education or Further
Education environment
Desirable
A, I
Knowledge and experience of QME systems and procedures,
and requirements for external assessment
Desirable
A, I
Able to maintain a high standard of accuracy and attention to
detail in particular when preparing data reports
Essential
A ,I ,P
Ability to gather and interrogate information systematically in
order to establish key facts and issues
Essential
A ,I ,P
The ability to deliver a high quality customer service
Essential
A, I, P
Proven ability to maintain discretion when dealing with
confidential issues
Essential
A, I
Well-developed written and oral communication skills,
including the ability to communicate effectively with a diverse
range of students and external agencies
Essential
A, I, P
Ability to plan, organise and prioritise own workload to a high
standard and in accordance with set deadlines
Essential
A, I
Experience and Knowledge
Key Competencies
Ability to plan organise and manage a demanding schedule of
events, in an environment with multiple and demanding
deadlines
Essential
A, I, P
Ability to work both independently and within a team
Essential
A, I
Ability to maintain and improve the operational efficiency and
quality of service provided in the post holder’s area of work via
input into improvements to procedures and processes
Essential
A, I
KEY: *Selection Criteria: A = Application Form, I = Interview, P = Presentation, Practical
exercise or presentation of portfolio of current practice. The selection criterion is for
guidance only and alternative methods may be used to assist the selection process.
GENERAL INFORMATION
Terms and Conditions of Appointment
On appointment, the successful candidate will receive a full statement of terms and
conditions for Professional Services staff.
Duties:
The duties and responsibilities are outlined in the job description contained in the
post details pack.
Starting Date:
This post is available on an indefinite basis from June 2015.
Hours of Work:
The standard hours of work for Professional Services staff is 37 hours per week. The
hours of work for this post are indicated on the job description.
Salary:
This post is on an incremental salary scale. The salary for this post is Grade 5,
which is from £22,029 to £25,513 per annum.
Please note that it is the expectation that candidates will be appointed at the bottom
of the salary scale.
Incremental pay progressions, within the grade band, will be implemented each year
on 1st September. Eligibility for progression requires the completion of a period of at
least 6 months service following confirmation of a successful 6 month probationary
period.
Annual Leave:
The leave year runs from 1 January to 31 December.
There is an annual holiday entitlement of 21 days (increasing to 25 days after 5
years’ service at the start of the leave year) plus 8 statutory days. In addition, the
University may grant up to 4 concessionary days leave per year when the University
is closed.
Pension:
This post is superannuable under the Local Government Pension Scheme and you
will automatically join the scheme upon appointment. Benefits are built up on a
Career Average Revalued Earnings (or CARE) basis. The percentage contribution
you will pay into the scheme will be based on your annual salary. The University will
also contribute to your pension.
You can find out more about the pension scheme by visiting the Norfolk Pension
Fund website at https://www.norfolkpensionfund.org
Interview Expenses
If you are required to travel more than 25 miles to the University for interview,
reasonable travel and incidental expenses incurred in attending the interview will be
reimbursed, subject to prior approval. You will be required to provide receipts for
expenses claimed. If you are offered the position and decline the offer, expenses will
not be reimbursed.
Qualifications
Candidates invited for interview will be required to bring their original certificate as
proof of they hold the qualifications listed as essential on the person specification for
this role.
Eligibility to Work in the United Kingdom
If you are invited for interview you will be asked to provide original documentary
evidence of your eligibility to work in the UK. This will normally be your current
passport. Candidates will be provided with a list of documents that can be provided
as evidence.