Programmes Administrator

Job Description


This role forms part of a team of Programme Administrators who share responsibility for a complex range of programmes and courses, that include Language Learning, Year Abroad, Pre-sessional, In-sessional, Foundation, BA, MA and PhD degrees. The team, under the line management of a Programmes Team Leader, is responsible for the production, maintenance and dissemination of information and records relating to the student journey at Queen Mary.

Main duties and responsibilities

• To provide advice and guidance to students and advisers relating to the administration of their studies and School and University policies and procedures

• To proactively manage all administrative processes relating to student data within the School, providing reports as required for internal and statutory purposes, liaising with colleagues within the School and in ARCS

• To manage module registration procedures, communicating regularly and promptly with students, and with partner Schools on joint programmes

• To manage the administration of students on non-standard courses such as non-credit bearing modules and pre-sessional programmes

• To manage all administrative processes relating to students undertaking periods of study abroad, in liaison with the Year Abroad Co-ordinators in the School and the central services as required.

• To manage change of circumstance procedures such as programme change or withdrawal, liaising with ARCS, and admissions colleagues within and outside the School

• To assist the Teaching and Learning Manager with the production of timetables, room bookings and student allocations in Scientia/Enterprise

• To assist the Student Support Officer and Programme Convenors in monitoring student engagement and Tier 4 reporting

• To support the School’s effective use of the virtual learning environment (QMplus)

• To liaise with the Exams and Assessment Administrator in the administration of mark entry on QMplus and transfer to MySIS

• To support colleagues in the Teaching and Learning Team with Subject Examination Boards, producing minutes and reports, ensuring actions have been taken, students’ progression is confirmed, and results are released to students

• To administer the module evaluation process, and other student surveys as required

• To attend meetings in the School, and to represent the School at appropriate Queen Mary groups and committees


Degree (or equivalent qualification) or equivalent experience


  • Experience of administering teaching activities within Higher Education including timetabling, registration, assessment and quality assurance

  • Experience of working within established regulations, and ensuring compliance with policies and procedures

  • Excellent IT skills with good knowledge of Microsoft Office (Outlook, Word, Excel, Powerpoint)

  • Knowledge of eLearning systems such as Moodle

  • Experience of academic timetabling

  • Experience of servicing examination boards

  • Excellent oral and written communication skills

  • Ability to use initiative to review processes and procedures and develop systems/solutions

  • Excellent attention to detail

  • Analytical and problem-solving skills with an ability to analyse strategic and procedural information

  • Ability to work both independently and as part of a team

  • Strong interpersonal skills with the ability to deal professionally with people at all levels with a customer focussed approach


Ideal role for a recent Grad with an understanding (personal and/or professional) of students searching for and applying for jobs. Initially a 6-7 month contract with the possibility of extension.

The Careers Administrative Assistant provides administrative support to the in-house recruitment agency. This includes guidance for students how to complete registration,  compliance checks, scheduling interviews, and carrying out reporting tasks. In addition to managing the shared inbox there will also be administration involved with student correspondence, marketing and database management.

• Manage shared inboxes and provide appropriate and accurate information to a range of stakeholders such as students, staff, businesses/external organisations or signpost where relevant.

• Manage team and shared diaries

• Be the first point of contact for students and external candidates.

• Administer the registration of new candidates including ensuring they are legally compliant and have the right-to-work in the UK and monitor timesheets where necessary.

• Schedule interviews with participants in a timely manner and communicate outcome of applications to students. 



Ideally a degree holder

Good level of general education


Office administrative tasks and MS packages

Knowledge of Client Relationship Management sytems (CRM) or simiar database

Experience of a recruitment related role - Ideal

Multi-tasking and time management skills

Excellent communication skills

Demonstrable skills in diplomacy and resilience



This is a fantastic opportunity to work on Queen Mary Academy’s new educational research and development project on: 

•    Exploring awarding and continuation gaps with undergraduate Black students 


We are recruiting one student researcher for a 15-hour contract. 

The aim of this research is to identify and understand Black students’ perspectives on barriers and facilitators to their academic excellence at QMUL. Equality, Diversity and Inclusion Key Performance Indicators shows the largest awarding gap and continuation gaps are experienced by Black students, and this project goal is to inform how Queen Mary Academy and/or other QMUL institutions can support this student population to perform better. You will work with the Queen Mary Academy and be supervised by professional members of staff at the University. 


You will be expected to work collaboratively to help run small focus groups, and present and analyse data.  Findings will be shared internally and externally through publication and presentations. 


This position is assigned 15 hours. Successful candidates will be expected to complete these hours between May 2024 and June 2024. This role will be paying £13.99 per hour plus holiday pay to the successful candidates. 

We would particularly welcome applications from student who self-identifies as Black / African / Caribbean / Black British/ or any other Black / African / Caribbean background.



•    Assist in literature reviews to gather relevant information and background for projects. 

•    Participate in the design and implementation of focus groups

•    Collaborate with project lead to conduct data analysis 

•    Contribute to the preparation of research reports, presentations, and other final outputs. 


Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities



  • Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities

  • Ability to work independently as well as collaboratively within a team 

  • Effective communication skills, both written and verbal

  • Excellent organizational skills 

  • Comfortable using common software tools, such as Microsoft Office 

  • Enthusiasm for learning and willingness to take on new challenges 


  • Experience of collating and analysing both quantitative and qualitative data

  • Experience of running focus groups

Interested candidates should submit their CV and a short cover letter to QTEMPS. Applications will be accepted until midnight BST 22 April 2024. Online interviews will be scheduled for early May.

Job Description: Research Assistant (participatory toolkit: engaging with young communities)


The aim is to produce a toolkit designed to help researchers and practitioners to employ participatory methods when working with young people. The research assistant will also be working alongside researchers and stakeholders to understand ‘youth voice,’ youth social action and solutions to issues facing young Londoners.


The toolkit will draw on our experiences of participatory research with and for young people; especially, the process of involving young people as peer researchers (16- to 25-year-olds) within our existing ‘Youth Social Action’ project commissioned by the Greater London Authority. In addition to analyse the findings, the young steering group members challenge us methodologically and epistemologically, and have thus developed innovative approaches and methods that not only will enhance the research, but also make the ‘Youth Social Action’ project more meaningful, empowering and engaging to the young people involved.

The project consists of two components: (1) research with Key Stage 3 students (12- to 14-year-olds) where the key part of the qualitative data is collected through school workshops; and, (2) research with 16- to 25-year-olds, where the data is collected through interactive activities, as part of the ‘Young Changemakers’ event, scheduled to take place on 12 July 2024 at London Metropolitan University.


This is a great opportunity for a graduate student or PGR student who want to further develop skills around academic research (qualitative), writing and delivering of school workshops.


To support this project, we need two research assistants to support us with the following tasks:

Conduct desk-based research

  • Help capture the youth participatory approach applied on the project.

  • Undertake literature searches as appropriate, and a literature review around participatory research involving young people.

  • Assist in the analysis of qualitative data, as directed by the research leads.

  • Summarise the key findings of the activities.

Presentation of findings

  • Assist with the presentation of findings.

  • Participate in the documentation of the results arising from research activity.

  • Contribute towards the publication of the toolkit.

Planning and managing resources

  • Work to deadlines and manage competing priorities, with direction as appropriate from project leads.

University/school profile

  • As appropriate, liaise with relevant internal and external contacts/organisations in related areas of study.

Delivery of project

  • Assist with planning and delivery of an event, taking place at London Metropolitan University, where the aim is to run fun, interactive research activities for 16- to 25-year-olds.

  • Assist with planning and delivery of two workshops for Key Stage 2 students, scheduled to take place in a school in Camden, London, on 15 and 16 July, 2024.