MAIN PURPOSE OF JOB                    
To assist the Academic Officer in the provision of a high quality service to students, academic staff and short course tutors, in the delivery of the academic administration function for all programmes and short courses within the School of Arts.

GENERAL DUTIES AND RESPONSIBILITIES

Short Courses

Course Organisation

1. To assist with the production of all standard planning documents, letters and contracts for tutors.
2. To produce regular notification letters to tutors, including all the relevant course details.
3. To process all short course tutor invoices for payment
4. Assist with the implementation of all aspects of course development. This should include preparation of course details, instructions to tutors and the co-ordination of practical arrangements.
5. In liaison with the Short Course Organiser/Subject Leader ensure that the workshops and tutorial rooms are effectively and competently supported.
6. Undertake data entry to create course/events for relevant programmes, liaising with other departments when changes are made.

Tutor and Student Support

1. Ensure all tutors are visited during their course to ensure any problems are identified and dealt with quickly and effectively to the satisfaction of the tutor and students, in conjunction with the Subject Leader.
2. Provide immediate support to tutors who may be experiencing difficulties with their students and put in place appropriate measures to avoid recurrences where possible, in consultation with the Academic Officer, Registrar or Head of School
3. Monitor tutor and student feedback forms and advise the Registrar or Head of School of what action may be appropriate to rectify concerns.
4. Ensure any actions agreed above are carried out and evaluated effectively.

Award-bearing Programmes

Programme Organisation & Student Support

1. Support the Academic Officer with administration requirements of all programmes within the School.
2. Assist in the administration and maintenance of the College VLE.
3. Update student records to ensure accuracy adhering to Data Protection guidelines at all times.
4. Prepare feedback and tutorial forms
5. Send feedback forms to students when complete
6. Any other administrative task required
7. Act as a submission point for the final portfolios of any non-validation programmes.

College Administration

General

1. To assist with the delivery of Open Days, Graduation Day, Student Shows and Exhibitions and other internal events.
2. To build and maintain excellent working relations, both internally within West Dean and with external partners and suppliers.
3. To carry out general administrative duties including routine answering of letters and emails, updating computer records and databases, answering or routing telephone enquiries, preparing standard letters and outgoing mail and photocopying and filing.
4. To work flexibly as a member of the Registry team and undertake any other duties as may be reasonably requested by the Registrar.

Summary of Requirements

• Experience: Administration, data-sensitive/customer-focused roles, and education settings (essential).
• Education: Degree in arts or related discipline (desirable).
• Skills: Customer service, data protection awareness, organisation, communication, Microsoft Office proficiency, meeting servicing (essential).
• Personal: Team player, professional, approachable, works well under pressure, strong relationship-building skills (essential).