Teaching and Learning Administrative Assistant – £12.40ph – £14.11ph plus Hol Pay – Central London

Teaching and Learning Administrative Assistant – £12.40ph – £14.11ph plus Hol Pay – Central London


Teaching and Learning Administrative Assistant – £12.40ph – £14.11ph  plus Hol Pay – Central London

Start W/C 28th August to the end of October 2017 initially


We are recruiting for a Teaching and Learning Administrative Assistant to join one of London’s leading Universities. If you have experience of supporting / assisting with University Course Administration, we’d love to hear from you!



The role holder will support the programme administration team with the day-to-day delivery and administration of all taught programmes within the Department.

  • First point of contact, providing a friendly and efficient liaison / support service. This includes dealing with enquiries from students.
  • Providing administrative support for activities related to programme administration, including word processing, data entry, filing, photocopying, organising meetings, and other routine tasks related to the administration of the taught degree programmes.
  • Maintaining all Moodle courses in the Department and acting as the administrative contact for Moodle related enquiries from students and staff.
  • Assisting with the organisation and publicising of admissions and teaching-related events within the Department.




  • Assist with the processing of applications, including updating records of all applications and offers made and photocopying relevant paperwork.
  • Assist with the organisation of admissions-related events, including open days and outreach events.
  • Provide administrative support for the editing and updating of information for applicants, including coordinating changes to courses prospectus entries, collating new / updated marketing material and to make changes to the Department’s information to applicants.


Programme and student-related administration

  • Support the annual timetabling exercise, including collating and updating changes to teaching requirements, allocating students and auditing the web-based view of the timetable to ensure it contains the correct information.
  • Support the organisation of the induction and registration programme for new students, including the compiling of induction packs and creating new student files.
  • Support the planning and organisation of courses, including preparing schedules, booking rooms and ordering catering.
  • To make occasional timetabling changes and one-off room booking requests events and activities, including the cancelling and rescheduling of lectures.
  • To assist with the organisation of ad hoc student and teaching-related events.
  • To collate, reproduce and disseminate teaching materials.
  • To maintain the physical and virtual student notice boards in the Department.
  • To maintain the Department’s record of staff office hours.
  • To coordinate the updating of module reading lists and to liaise with Library Services to ensure accurate and timely uploading of the information.



  • First point of contact for Moodle enquiries from staff and students, forwarding technical queries to the E-learning Environments Team.
  • Explain to new academic staff how to use the basic Moodle functionalities, such as uploading lecture notes, communicating via the news forum, and setting up assignments.
  • Check that all courses comply with the Department’s E-learning policy. This includes updating standard content where appropriate, advising academic staff on how to ensure that they meet the baseline, and referring examples of non-compliance to the Senior Teaching and Learning Administrator.
  • Complete archiving and resetting of Moodle courses in liaison with the E- learning Environments team.



  • Receive, receipt and distribute coursework to markers and coordinate the return of marked work to students.
  • Provide administrative support to the Coursework Coordinator by monitoring the return of feedback, including reminding staff of upcoming deadlines, checking that the deadlines have been met, and advising the Coursework Coordinator and Head of Department of non-compliance.
  • Provide administrative support to project coordinators.
  • Invigilate examinations organised within the Department.
  • Archive all exam papers, exam scripts coursework and projects and to liaise with Library Service’s digital collections to ensure accurate and timely uploading of past examination papers.


Quality assurance

  • Administrate the module evaluation process.
  • Support quality assurance within the Department by assisting in the preparation of materials, such as collating data, for audits and reviews.
  • Provide backup committee servicing for all departmental committees, this includes scheduling meetings, circulating agendas and drafting minutes.


Student data

  • Manage the Department’s filing and archiving system for student files, this includes ensuring that confidential student files are up to date and that files are stored and maintained.
  • Access student data such as contact details, registration status, examination results etc. to answer student and staff enquiries.
  • Administrative support for the monitoring and reporting of student attendance, this includes maintaining accurate student registers, coordinating the termly departmental student registration process and entering attendance data.



Knowledge / Skills

  • Good IT skills, including Office, Windows, databases, internet etc.
  • Good oral and  written  communication  skills,  with  a  good standard of English language.
  • Excellent interpersonal skills.
  • Good numeracy skills.
  • Good organisational and time management skills, in order to handle a large volume of work, with tight deadlines.


  • Experience of administration within a busy Higher Education Institute.
  • Experience of handling a diverse range of enquiries in person, over the phone and via email.
  • Experience of using student record systems, such as SITS.
  • Experience of using a virtual learning environment, such as Moodle or Blackboard.

Personal Characteristics / other requirements

  • Ability to prioritise and manage own workload including balancing competing priorities and working to own initiative.
  • Ability to work as part of a team as well as independently with a minimum of supervision.
  • Methodical but flexible approach to work with a good attention to detail.



Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.