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Academic Coordinator vacancy

posted 12th July 2011

Job Title: Academic Co-ordinator
Hours: Between 15 to 25 hours per week (detail to be negotiated)
Reporting to: Head of Operations

Role

Academic co-ordinators play a critical role at the Open College of the Arts (OCA). They deal with prospective students wanting to know more about the College and our courses; they liaise with existing students who want to re-enrol on new course modules and gain credit points towards a degree; and act as the interface with tutors and other staff at the College.

Academic co-ordinators work as part of an integrated but extended team and so accurate record keeping is essential. The work is extremely varied and requires an understanding of a wide range of the College’s activities.

Skills

Enrolments and associated duties

  • Taking enrolments via phone
  • Allocating tutors for new enrolments
  • Recording enrolments accurately on the OCA database (‘Filemaker’)
  • Processing credit/debit card payments

Enquiry handling by email/web/post

  • Responding to communications quickly and to defined standards
  • Providing accurate responses to enquiries (using most appropriate medium)
  • Issuing ‘holding’ emails indicating a specific response time if the enquiry is more complex
  • Using the phone to respond to enquiries where appropriate
  • Undertaking research and/or seeking advice from colleagues where necessary in order to respond effectively to enquiries
  • Referring/ transferring enquiries to more specialist colleagues where appropriate (e.g. Head of Learner Support)
  • Encouraging enquirers to ask supplementary questions where they still have concerns or worries
  • Maintaining accurate records
  • Taking study day bookings, record keeping and issuing relevant documents

Student Monitoring/Questionnaires

  • Carrying out student monitoring phone calls for new students
  • Logging responses to student monitoring phone calls on Filemaker
  • Issuing questionnaires
  • Date stamping and sorting questionnaires received by post
  • Logging questionnaire responses on Filemaker

Record Keeping and Registry

  • Maintaining accurate records of phone, email, written or web enquiries
  • Maintaining accurate records of students enquiring about registration on courses
  • Undertaking appropriate recording and registration in preparation for student enrolment
  • Logging the emails/slips from students informing Head Office when they are submitting assignments
  • Maintaining all records necessary for both internal and external registration and accreditation purposes
  • Supporting the Head of Learner Support with the administration of the Learner Support Scheme

Miscellaneous

  • Working within the OCA's policies and procedures, as set out in the Staff Handbook (a contractual requirement)
  • Ensuring Health & Safety Standards are adhered to at all times, bringing any problems to the attention of the Health & Safety Manager
  • Contributing to Team Meetings and contributing proactively to the development of the OCA
  • Attending appraisals and training, as appropriate
  • Taking part in any training or personal development which enables better performance of the role
  • Undertaking any other duties appropriate to the grade, to be determined between the post holder and the line manager.

Person Specification

  • Ability to work under pressure in a busy environment
  • Ability to meet tight deadlines.
Main Criteria Examples of skills, aptitudes and experience sought
Impact on Others
  • Ability to communicate with a wide range of stakeholders, both verbally and in writing
  • Ability to maintain confidentiality at all times
  • Handling sensitive issues discreetly and diplomatically
  • Team player
Motivation
  • Ability to take responsibility for prioritising own workload, as agreed with the Head of Operations
  • Ability to use own initiative and to work with minimal supervision
  • A ‘completer finisher’ - methodical, with an eye for detail and commitment to see a task through to its conclusion
Values
  • Demonstrate commitment to equal opportunities and diversity
  • Demonstrate commitment to the values of OCA.
Professional Know How and Qualifications
  • Educated to A level standard or equivalent in the National Qualifications framework
  • Demonstrate good administrative and organisational skills
  • Ability to undertake word processing and formatting in Microsoft Word essential
  • A good grasp of Excel preferred, with the ability to create simple spreadsheets from data provided
  • Working knowledge of databases
  • Ability to follow processes for management of workflow
  • Previous experience in HE preferred
Problem Solving

Conditions of Service

Job Title: Academic Co-ordinator
Salary grade: Band 2: £15,007.50 - £20,483.00 (pro rata, taking account of part time hours)
Probationary period: 6 months
Leave: 25 days annual leave, plus 8 statutory Bank Holidays (pro rata, taking account of part time hours) Staff Handbook: All staff are required to agree to the terms and conditions, as set out in detail in the Staff Handbook

To apply please forward a current CV with a covering letter to deewhitmore@oca-uk.com Closing date 31st July 2011.

Download this document here: Vacancy: Person Specification