Programme Officer

Job Description

Grade 4 Programme Officer (Timetabling) 



Temporary from 27th March to 9th May 2024 (excluding UK Bank Holiday) Kings College London, Guy’s Campus (Tower Wing, Floor 18, Academic Centre Office)  SE1 9RT.



Candidates must be available throughout the dates specified above. Annual leave will not be viable. Work will be on campus (hybrid/remote working not available for this assignment). 



Role purpose 



Working as a member of the programme administration team, who deliver high-quality customer experience to relevant stakeholders throughout preparation for teaching support for the student lifecycle, from pre-enrolment activities, through to graduation. Resolving day-to-day issues, responding in line with university Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), assisting with annual tasks for curriculum set up and implementation. 



Your primary role will scheduling our non-clinical undergraduate programme timetables, quality assuring data integrity and making amendments to sessions as necessary in response to changing business needs. You will be working alongside our clinical scheduling team to ensure student timetables are cohesive, with highest data integrity and adequate venue provision. 



Highly accurate data entry will be a significant portion of this role’s responsibilities. You must be confident in maintaining consistent attention to detail during the working day whilst performing repetitive tasks. 



  



Key Accountabilities 



 




  • Work with relevant colleagues within programme administration to produce undergraduate timetables, including all room booking requests, following the FoDOCS timetabling processes. 

  • Work flexibly as part of a team, supporting others in times of high-volume activity. Covering staff absence as and when required, including in student facing activities (e.g. student reception). 

  • Identify and investigate any low-level data discrepancies, escalating these matters to the Non-Clinical Programme Manager. 

  • Notify the Non-Clinical Programme Manager of any challenges or data integrity risks/problems. 

  • To take personal accountability to ensure all key performance indicators towards timetable creation are met during assignment, including data quality. 

  • Ensure all work is carried out in a professional and timely manner, with appropriate confidentiality and sensitivity. To maintain an up-to-date knowledge of the data protection and GDPR working in accordance with KCL’s university regulations. 

  • To work with professional excellence, in accordance with, and to represent, KCL’s workplace values. 

  • Carry out any other duties, commensurate with the post, as required. 



 



About the Faculty of Dentistry, Oral & Craniofacial Sciences 



As the largest, most influential centre of excellence in the UK for oral and dental research, with an outstanding record for quality assurance in learning and teaching, King’s College London Faculty of Dentistry, Oral & Craniofacial Sciences is one of the top five centres of excellence for dental education, research and oral healthcare provision in the world. The Faculty’s international excellence in research has been confirmed by the outcome of the 2008 UK Research Assessment Exercise (RAE). 



  



Our international reputation attracts students and staff from across the globe. The largest dental academic centre in the UK, we teach over 800 undergraduate students, 260 graduate taught students including 160 on flexible learning programmes and over 100 graduate research students. The Faculty provides both routine and specialist clinical care and educates and trains dental personnel at all levels, including dental care professionals. Our internationally renowned Faculty undertakes and actively promotes cutting edge basic, clinical and translational research in collaboration with its world-famous partner hospitals – Guy’s, King’s College and St Thomas’.   



Working hours are 09:00-17:00 (requests for 09:30-17:30 will be considered)  



Qualifications

Degree / A-Level qualified, or equivelent.



Skills


  • Strong prioritisation skills in a fast-paced environment 




  • Expert attention to detail and accuracy.  




  • Experience of learning new software systems  




  • Intermediate to advanced Microsoft Office Excel skills  




  • Professional and diplomatic communication skills 




  • Experience of working with shifting information and priorities 




  • Self-motivated, customer focused with common sense approach 




  • Desirable: experience in timetabling / scheduling role, preferably in the HE sector 




  • Desirable: experience using HE timetabling software 



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To support the Residences Wellbeing Team with developing a harm-reduction approach to misconduct issues in Halls and overseeing and implementing the Residences Disciplinary Policy to ensure a safe living environment for students. This includes managing behaviour of students in Halls, as well as supporting with behaviour-related welfare issues, taking the lead on complex cases, and referring serious cases of misconduct with the College Student Conduct and Appeals team.



This is includes (but is not limited to) the following responsibilities:



Conduct Case Management




  • Accurately record and track misconduct cases on the ResiConduct database.

  • Review incident reports submitted by the team daily and follow up with the relevant individuals to ensure cases are not left open unnecessarily and those cases that require further action are dealt with in a timely manner.

  • Advise and support all Resident Managers and residences teams with investigating incidents (Fact Finding Investigations) and submitted reports which are to be dealt with under the Residences Disciplinary Policy are accurate and all information is up to date.

  • Organise and oversee the running of the Disciplinary Panel Hearings, inclusive of all necessary administration i.e. Invitations to disciplinary panel hearings, scheduling meetings, answering student queries, sending disciplinary hearing  outcomes, work closely with Panel members, etc.

  • Escalate issues to the Residences Welfare and Conduct Manager/Associate Director of King’s Residences whenever a risk to one or more students and/or to the University’s reputation is identified.

  • Sensitively explore any associated welfare issues within conduct incidents, referring students through Student of Concern (SOC)  as necessary and signposting students to appropriate support (Report+Support).

  • Provide pastoral support to students undergoing conduct investigations.

  • Work alongside the KCLSU to coordinate their support and involvement in Residences Disciplinary.

  • Submit reports to Student Conduct and Appeals for more complex and/or serious cases of misconduct.



Awareness and Support




  • Annually update all site teams on changes made to the Disciplinary process.

  • Provide advice and guidance to sites with all incidents of misconduct.

  • Participate in the annual training of the Residence Welfare Lead team in areas of student behaviour and conduct.

  • Collaborate with the Resilife team to run proactive events to support community development and respect, with a particular focus on key topics such as online safety awareness, sexual consent and bullying and harassment.





Other Duties




  • Remain up to date on services available for students in the local community and within the King’s community, nurturing contacts with these services and drawing upon them as appropriate.

  • Support a culture of integrity and professionalism.

  • Attend regular training and/or self-development to ensure best practice is applied to the function.

  • Identify issues that may hinder completion of tasks and find appropriate solutions.

  • Be willing to seek out input from others and share own ideas to achieve best outcomes.

  • Manage the ResiConduct inbox and respond to queries in timely manner.

  • Seek feedback from colleagues and stakeholders on the overall management of conduct within King’s Residences.

  • Work as a supportive and co-operative team member, share information and acknowledge others’ efforts.

  • Identify and assess options to address student problems and suggest means to improve procedures and processes.

  • Support with safeguarding duties such as the monitoring of under18s in residence or supporting vulnerable groups.

  • To carry out such other duties as agreed with the organisation and line management.



 



NB: Overtime may be necessary and expected where there may be a requirement of traveling to training courses, team meetings and trainings, covering holidays and sickness to ensure continuity of service to the Residence.



 



Qualifications

  • Relevant work experience and/or education: 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 support and case management, dispute resolution or student services. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training .

  • Educated to A level or above. 

  • Training or experience in any of the following areas may be beneficial: mediation and dispute resolution; welfare or mental health; diversity and inclusion and; legal or quasi-legal matters. 



Skills


  • A need to interpret rules, procedures and regulations and provide advice to others on how they should be applied.



  • Sound knowledge of the sensitive nature of personal data, and the importance of compliance with Data Protection Legislation (by both yourself and your team) 

  • Sound knowledge of safeguarding, assessing risk and duty of care. An understanding of when to escalate cases, and respond with diplomacy and sensitivity. 


  • Working with vulnerable young adults/University students or those with behavioural issues




  • Knowledge of current issues students face in the HEI landscape




  • Conflict management and resolution skills such as mediation




  • Public speaking skills – confident in presenting and facilitating training sessions




  • Excellent command of the English language




  • Excellent written and oral communication skills




  • Strong IT skills with working experience of Outlook, Word and Excel



  • Be able to work autonomously and without supervision

  • Resilience when dealing with conflict scenarios or upsetting incidents

  • A strong sense of self-awareness and ability to regulate own wellbeing

  • Be trustworthy, transparent and respectful

  • Maintain excellent time-keeping and attendance

Key Responsibilities Localised culture change and change management



1. Provide a customer-focussed, risk-based, expert, and professional OD service to managers and employees, liaising with the relevant HR Business Partner and the OD Business Partner to ensure that impactful support is given.



2. Provide pro-active support and interventions on local change related projects working in collaboration with the relevant HR Business Partner, managers and local leaders, e.g. Team Charter creation, team stress interventions.



3. To pro-actively manage local action planning as a result of staff surveys and staff voice mechanisms advising the relevant HR Business Partner and providing high quality data interrogation to help inform meaningful actions.



4. With guidance from the Organisational Development Business Partner, to facilitate high-quality OD interventions for impactful outcomes using a range of facilitation techniques



5. To proactively work with members of the LSBU Group to highlight areas where there needs to be localised variations of group-wide initiatives



6. To enable and equip local staff to be agents of change through initiatives such as champion programmes, evaluating the impact of these initiatives and making recommendations and adjustments where required



Group-wide Organisational Development support 7.



To prepare and interrogate group-wide data dashboards, advising the OD business partner, wider members of the OD & Change team and HR Business Partners where wider strategic interventions may be needed. This will include, but not be limited to, exit survey data, Occupational Health and EAP data, staff survey data and sickness absence data.



8. With guidance from the OD Business Partner to co-ordinate and plan OD related events and projects ensuring high-quality planning, administration and communication and that these are evaluated against intended impact.



9. Working with the OD Business Partner and communications team, to prepare communication campaigns designed to create change in line with wider strategic aims. This will include, but not be limited to, the scoping of ideas and the drafting of comms where necessary.



10.To signpost leaders and managers to the relevant OD initiatives and support, displaying high-quality OD knowledge.



11.To be the first point of contact for any Occupational Health and Employee Assistance Programme contract and service queries, supporting members of the wider HR team in effective delivery of these services.



Qualifications

 Associate CIPD membership, or working towards CIPD Level 5 qualification, or equivalent relevant experience in OD or change settings



Skills

A. Associate CIPD membership, or working towards CIPD Level 5 qualification, or equivalent relevant experience in OD or change settings



B. Understanding of Organisational Development including change management theory and effective OD interventions.



C. Experience of supporting change management projects from an OD perspective, advising managers on the application of culture and change management theory.



D. Effective IT, numeracy and data analytical skills, with the ability to analyse relevant data to identify the need for new processes and procedures and OD interventions.



E. High quality presentation and facilitation skills, including a variety of contexts such as group facilitation or Action Learning Sets



F. Experience of delivering high-quality, impactful and well-managed events and projects, preferably within an OD/HR function



G. Excellent communications skills including presentation of strategic information to senior managers.



H. Highly effective interpersonal skills, with the ability to communicate with people at all levels both verbally and in writing, and to provide clarity and firmness in scenarios where emotional intelligence and empathy is also required.



I. Ability to develop and sustain relationships with key stakeholders, delivering excellent customer service and working collaboratively to analyse risk and identify solutions.



J. Experience of influencing managers and leaders to create change



K. Experience of evaluating interventions in a way that displays impact.



L. Experience of prioritising own workload and managing time, especially working in an environment with competing projects



M. Able to demonstrate an understanding of equality and diversity, and its practical application.

Interviewer for podcast



Qualifications

Dental degree



Skills

Prior  knowlege of interviewing

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