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Office, Clerical & Administration

School Assistant

£28,177 - £28,177
England-London
Temporary / Interim
 

Job Description

Please note that this position is for graduates only. Applications from current LMet students will not be accepted.



Instructions: Please send us a statement of no more than 2 pages outlining how you met the Experience/Skills required for the position.



Hours are Mon-Fri, 9am to 5pm but some part time assignments may be available.



We are looking for School Assistants to support the work of the School Offices.  You will be answering queries, providing support and signposting students to other services and more senior staff. School Assistants will work closely with Professional Service Department (PSD) and academic staff so that students are aware of the support available to them.



The School Assistants will play a key part in supporting the administrational function of the School Office.



The School Assistants will play a key role in creating a warm and professional customer facing environment for students and staff. They will ensure accurate and correct completion of department related administration in full compliance with the academic regulations and University requirements.



Key areas:




  • Customer service

  • Student administration

  • Academic support



Main duties and responsibilities:



The postholder will:




  1. Contribute to the delivery of an effective and flexible administrative, front facing information and reception service as appropriate.

  2. Interfaces with customers, partners and stakeholders, provides advice, communicates changes and responds to enquiries and requests in a timely manner.

  3. Providing support to staff and students through a range of methods including; front counter, telephones, online chat, email, and CRM systems.

  4. Work closely with the School to create an academic environment and community.

  5. Issuing replacement student ID cards.

  6. Process student letters namely but not exclusive to; transcript requests and course completion letters.

  7. Support academic administration of onboarding Associate Lecturers and Guest Lecturers; supporting recruitment procedures of academic and research staff; and course validation processes.

  8. Process School-level administrative support for collaborative partnerships, working with Academic Liaison Tutors and colleagues in Academic Quality and Development.

  9. Maintain and develop accurate record keeping systems and dissemination information on request from senior colleagues.

  10. Support colleagues in other school teams as and when needed by maintaining a good working knowledge of their processes.

  11. Organise, service and attend as required as a member, in School committees/meetings, including but not limited to, booking rooms, compiling agendas, taking minutes, overseeing follow-up actions, and pro-actively contributing to initiatives to support students.

  12. Capture, maintain and utilise detailed student meeting and action notes, ensuring compliance with GDPR and other data protection regulations, and enabling appropriate sharing with wider support teams

  13. Undertaking any other duties deemed appropriate by the Line Manager.



Miscellaneous:




  1. Exemplify and promote the values of the University. Have a strong commitment to coaching and developing; working cooperatively with colleagues; valuing the contribution of others and sharing knowledge and expertise.

  2. Undertake other duties of a reasonable nature, as may be determined by the postholder’s supervisor from time to time, in consultation with the postholder.

  3. Carry out all duties in accordance with the University’s Equality and Diversity Policy actions and commitments designed to promote and improve equality, diversity and inclusion and protect members of staff or students from harassment. It is the duty of the postholder not to act in a prejudicial or discriminatory manner towards members of staff, students, visitors or members of the public. The postholder should also counteract such practice or behaviour by challenging or reporting it.

  4. Take reasonable care of health and safety of self, other people and resources whilst at work to comply with the University’s Health and Safety Policy, Codes of Practice and local rules.

  5. Co-operate with the line manager or any other person with specific responsibility for health and safety, to enable the University’s responsibilities under the Health and Safety at Work Act to be performed.



Qualifications

Must be a graduate and not a current student. Due to the nature of this role we cannot offer it to current students.



Skills

Relevant experience




  1. Previous administrative experience (essential)

  2. Experience of working in a customer focused environment (essential)

  3. Experience of working effectively and proactively within a team situation, offering mutual support and cover for others when needed (essential)

  4. Experience of maintaining electronic accurate case notes and files (essential)

  5. Experience of using a CRM, records systems, and other large central information systems (desirable)



Education and training




  1. A commitment to continuing professional development (desirable)



General and special knowledge




  1. Have a working knowledge of Data Protection and confidentiality issues (desirable)

  2. A thorough understanding of the student-related academic cycle and administrative processes within Higher Education would be desirable (desirable)

  3. An understanding of a University based environment (desirable)



Skills and abilities




  1. Able to deliver a professional and polite service at all times, maintaining a clear focus on customer satisfaction and have the ability to deal effectively with a wide range of people accessing services (essential)

  2. Empathetic, helpful and communicative with an ability to handle issues of concern, and enjoy solving problems for others (essential)

  3. A commitment to inclusion - demonstrating an open, welcoming and supportive attitude to students (essential)

  4. Able to develop good working relationships with key contacts throughout the department and the university with a willingness to be flexible and work across services. (essential)

  5. Able to communicate in a clear, accurate and professional manner, both verbally and in writing to a range of internal and external clients. (essential)

  6. Able to service meetings and take minutes of the meetings accurately. (essential)

  7. Able to complete and update reports, pro-formas, letters, emails, web pages accurately and ensure good presentation. (essential)

  8. Able to maintain confidentiality at all times when dealing with students and their data, in accordance with the Data Protection Act. (essential)

  9. Able to carefully interpret/explain relevant policies, procedures and regulations and to provide advice and guidance to help others understand. (essential)

  10. Proficient in the use of MS Office, and cloud based products such as Google Drive and Box, Office 365 and be able to learn administrative systems as appropriate.(essential)



Special requirements (essential)




  1. A strong commitment to:




  • the University’s values, mission and strategic plan;

  • a “coaching and developing” approach when dealing with colleagues and students; and

  • working collegially; valuing the contribution of others and sharing knowledge and expertise.

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Fitness Instructor

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England-London
Office, Clerical & Administration
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This is a 2.5-week role leading online HIIT exercises classes to participants of an ongoing clinical study. You will be provided with the exact program that will be delivered. The classes are every Monday, Wednesday, and Friday from (flexible start date for training) Wednesday 22nd March to Monday 10th April on the following schedule:




  • Wednesday 29th March & 5th April: 6:30am, 2pm, 5pm

  • Friday 31st March: 7am, 5pm

  • Monday 3rd April: 7am, 2pm

  • Good Friday 7th April: 1 session time TBC (whatever suits you)

  • Easter Monday 10th April: 1 session TBC (whatever suits you)



+ shadowing classes/training for each session prior to starting independently on Wednesday 29th.



The sessions are delivered online through Microsoft Teams and consist of 1-3 people per session. You are there to demonstrate the movements, ensure everyone’s form is good, and time the intervals for the participants. Also heart rates are collected from each participants before, during and after the sessions.



Each session takes approximately 45 minutes to 1 hour.



The time requirement for this role is 15 hours total (12 hours of classes + 3 hours of training).



Qualifications

Qualification in a related field (e.g., physiotherapy).



Skills

Prior knowledge of exercise/fitness and proper form preferred (e.g., physiotherapy, PT qualification).

Housing Services Administrator

£29,893 - £29,893
England-London
Office, Clerical & Administration
Temporary / Interim

Job purpose

To main focus of the post holder is dedicated to effectively provide confidential, professional administrative support to the Head of Housing Services and to the Housing Services team. To effectively provide a customer focused reception service of excellence for Housing Services. To be the first point of contact for, and to represent the team, both internally and externally, whether in person, by telephone or by email, responding to all generic enquiries or by referral to an appropriate team member when escalating non-routine enquiries.

The post holder will be required to support the Head of Housing Services in delivering a customer focused service of excellence; providing advice and guidance encompassing the broad range of housing options available to students and staff.  The range of this role is not limited to the Queen Mary halls of residence, but includes nominated private providers, private housing as well as homestay or short stay options.

 

Main duties and responsibilities

  • To provide a customer focused first point of contact to students, staff and private landlords, the public and other external bodies, judging when to pass on or escalate complex queries.
  • To check all applications received for housing eligibility, and issue relevant and timely feedback to applicants.
  • To represent Housing Services at all Queen Mary internal and external events, particularly at main residential arrival and departure days, to provide and sustain a positive image for Residential Services
  • To manage and keep updated the Housing Services team diaries.
  • To check the accuracy and relevance of information and imagery on the Residential Services website..
  • To provide administrative support to the Housing Services team.
  • To advise the Head of Housing Services on noticeable trends in customer enquiries.
  • To be flexible at key times within the university calendar to support the delivery of services that will be outside normal business hours, which will include working in the evenings and at weekends
  • To comply with all Queen Mary and Directorate policies and procedures and demonstrate a commitment to the Directorate purpose statement and values
  • To implement recognised good practice in communication and cohesion, to promote the culture and behavioural change programme that has been embarked upon by the Directorate.


Qualifications

GCSE, NVQ (Level 3) or City and Guilds in English and Maths or equivalent



Skills
  • Significant experience working within an HEI or privately built student residential environment
  • Significant experience working in a customer service environment providing exceptional customer service
  • Understanding of the relevant regulations and national codes of practice and the implications of non-compliance
  • Experience managing conflicts, resolving or escalating complaints, with the ability to use own initiative to handle difficult situations with tact and sensitivity
  • Familiarity with budgeting and financial management
  • Knowledge and understanding of HEI Admissions systems, key dates and SITS student record system
  • Knowledge of the private sector housing market

Skills/Abilities

  • Excellent written and verbal communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels
  • Computer literate with a good knowledge of Microsoft Office software, particularly Excel
  • Able to plan, manage and monitor a variety of commitments, balancing workloads to meet service demands
  • Excellent attention to detail and a systematic approach to work
  • Friendly, approachable, diplomatic and able to relate to people
  • Flexible attitude and willing to learn, develop and improve both individually or as part of a team

Other

  • Able to deal with personal, private and confidential issues with appropriate discretion (Data Protection Act)
  • Able to manage job role in line with customer expectation of Equality and Diversity Policy
  • Able to identify resolutions to problems and utilise analytical skills

Senior Student Data Quality Officer

£30,225 - £30,225
England-London
Office, Clerical & Administration
Temporary / Interim

About us



The Data Governance and Security team with SED develops, maintains, and supports system and process security, data governance, data protection compliance, regulatory reporting, and external and internal audit requirements. The team ensures that strategies and procedures in relation to these areas are fit for purpose and is responsible for providing a ‘gold source’ of all student and course information data to ensure best practice.



About the role



The Senior Student Data Assurance Officer will provide assurance and operational support to colleagues engaged in both internal/external reporting and in business as usual activites that rely on the quality of our student data. This will entail the provision of end-to-end administrative support in triaging enquiries, resolving student data quality issues, supporting the statutory HESA data return (submitted in August and September 2024) by fixing data errors and supporting the generation of HEARs (online transcripts) for students.



This would be an excellent opportunity for a candidate who is interested in gaining experience in working with data, making operational use of IT programmes such as Excel and SQL and who wish to utilise their skills to ensure that the quality of our student data is accurate and of the highest quality.



This is a temporary role, with an end date of 8th November 2024.



Qualifications

We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in data management or analytics. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training



Skills

The following skills would be essential in the role:



-Excellent IT skills, including experience of Office software (Word, Excel, Outlook email, web etc.) 



-Good communication skills and a willingness to work in a team, with multiple stakeholders



-The ability to deal with competing priorities



Experience of SQL and using a student records system would be desirable

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