Teaching and Learning Faculty Support Officer – £18.20ph plus holiday pay – Central London

Teaching and Learning Faculty Support Officer – £18.20ph plus holiday pay – Central London


Teaching and Learning Faculty Support Officer – £18.20ph plus holiday pay – Central London

Start ASAP for ten weeks initially


We are looking for someone with excellent committee servicing and minute-writing skills, as well as general administrative experience within a Higher Education institute.



The Faculty Support Officer is responsible for acting as secretary to joint faculty academic committees, for servicing these committees, and for maintaining associated records and administrative processes. The main focus of this role is to provide efficient and effective administrative support on teaching and learning and quality assurance matters relating to the academic units.




  • Servicing Faculty Committees. The Faculty Support Officer will be responsible for confirming the schedule of meetings, booking venues, liaison with Committee Chairs regarding the agenda, preparing draft minutes and ensuring that follow-up actions are undertaken.
  • Monitoring the receipt of minutes from Departmental Teaching Committees; preparation of an annual report to the Joint Faculty Teaching Committee on  compliance with policies and common themes and trends; and advising secretaries on requirements and best practice.




  • Faculty-level co-ordination of annual examination boards for undergraduate and postgraduate taught programmes, including compiling master lists of examination board members and meetings, arranging for Faculty observers, briefing new Faculty observers on the role, and processing post-exam board paperwork.
  • Deputising for the Faculty Tutor and Deputy Faculty Tutor as an observer at Exam Board meetings as required.
  • Reviewing reports from Faculty Observers and identifying any issues raised which need to be brought to the attention of the Deputy Faculty Tutor.
  • Assisting the Deputy Faculty Tutor with the compilation and analysis of data on issues raised by Exam Board Chairs, Faculty Observers and External Examiners in order to identify common themes and trends, and reporting to Joint Faculty Board of Examiners and Joint Faculty Teaching Committee.
  • Collation of nominations for the Dean’s list, checking that nominees meet the criteria and notification to successful candidates and recording of details on the student records system (where appropriate).



Annual Work Schedule and Processes

  • Drafting of annual schedule of Joint Faculty Committee dates, admin tasks and deadlines.
  • Co-ordination and update of annual academic administration handbook and associated material on joint Faculty intranet.
  • Maintaining Joint Faculty Office records of key departmental postholders and committee representatives, including an annual update exercise, including managing and updating Joint Faculty Outlook mailing lists and updating committee membership and contact details on Faculty intranet pages.
  • Reviewing existing Faculty office procedures for the collection and collation of information and identifying improvements.



Student Administration

  • Assisting the Faculty Administration and Communications Officer with processing of student casework on a regular basis, including the annual progression update and notifications to Student Finance England. This involves providing guidance to departments on problematic student cases, and investigating details of more complex cases for referral to the Faculty Tutor.
  • Contributing to the development of new faculty office procedures (e.g. for processing changes of student circumstances using the new online system).


Student Representation

  • Co-ordination of nomination process for Departmental Student Academic Representatives and liaison with the Students Union.
  • Briefing newly-appointed Faculty Student Academic Representatives.


Quality Assurance

  • Receipt, logging and filing of departmental Annual Student Experience Review reports.
  • Receipt, logging and initial check of updated Departmental Programme Specifications.



Annual Academic Review

  • Receipt, logging and initial check for compliance with Faculty policies, of programme amendment forms, new module approval forms and module amendments from Departments for approval by Deputy Faculty Tutor.



Bursaries and Studentships

  • Co-ordination of Faculty nominations to bursary and studentship schemes and liaison with the Student Funding team.



Research Student Administration

  • Maintaining records of academic staff who have been approved to act as research degree supervisors on a central database.



Ad-hoc Data Collection

  • Circulation of ad-hoc requests to departments for information and collation and analysis of responses, as required.
  • Collation of data as required by the Faculty Tutor/Deputy Faculty Tutor (e.g. number of student withdrawals or transfers per year).




  • Relevant background in academic administration.
  • Good knowledge of MS Word, Excel, and Outlook is essential.
  • Knowledge of web content managements system is desirable.


Skills and/or Abilities

  • An experienced committee secretary who is able to work on his/her own initiative to write concise and accurate formal committee minutes.
  • Strong understanding and previous experience of customer services principles.
  • Ability to negotiate, persuade, and interact at all levels.
  • Ability to build relationships and networks.
  • Strong communication skills, including excellent written communication skills.
  • Ability to handle difficult situations on occasion and to work with others towards a solution.
  • Confidence in dealing with senior colleagues on a daily basis.
  • Good analytical and problem-solving skills.
  • Confident in working on own initiative and prioritising work in the face of conflicting deadlines.
  • Excellent organisational skills.
  • Methodical approach to record-keeping
  • Self-assurance and flexibility in working with 19 academic units.



  • Experience of student administration is desirable.
  • Experience of university committees would be an advantage.



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.