Undergraduate Programme Administrator – £18.56ph plus Hol Pay – Central London

Undergraduate Programme Administrator – £18.56ph plus Hol Pay – Central London


Undergraduate Programme Administrator – £18.56ph plus Hol Pay – Central London

Start ASAP to Mid-December 2018 initially


We are recruiting for an Undergraduate Programme Administrator to join one of London’s leading Universities. If you have experience of Course Administration within H.E, we’d love to hear from you!



Course/Programme Administration

  • Deal with/Oversee arrangements for dealing with enquiries by telephone, email, letter and in person relating to entry requirements, progression, combination of courses etc
  • Oversee and implement agreed recruitment, publicity and advertising to the designated courses/programmes.
  • Arrange interviews, open days, taster sessions and summer schools for prospective students.
  • Assist students as they begin their studies, including advice on registration procedures and module selections.
  • Plan for the new and existing cohorts at start of session and all associated presentations, talks and surgeries for students.
  • Provide support for the School timetable for all designated taught courses, including the managing of room bookings and liaison with external venues.
  • Support module Moodle sites and ensure students are correctly enrolled.
  • Allocate students to courses/programmes/tutorials/projects/placements etc., distribute lists and upload information.
  • Assist School Tutor with personal tutor allocations and monitoring meetings.
  • Update and brief academic/teaching staff on student application procedures and course/programme procedures
  • Responsible for uploading and maintaining programme content on Moodle and the website.
  • Responsible for updating entries in the prospectus, advertising materials, course/programme handbooks and the web pages relating to designated course/programme, ensuring that they are accurate.
  • Organise logistics for student field trips/events throughout the year, occasionally attending events as required.

Student records and enquiries

  • Be the first point of contact for queries from staff and students, regarding regulations, timetabling and pastoral guidance, and provide advice on procedures, programme choice, financial implications etc.
  • Create and maintain current and historic student files and lists, to assist with strategic planning and recommendations.
  • Process course changes, withdrawals and interruptions of study for students both internally and through correspondence with local authorities/sponsoring bodies/placements etc.
  • Assist with general student welfare, referring students to others as appropriate.
  • Review student evaluation questionnaires, implementing changes according to feedback, as required
  • Monitor attendance and engagement of students, keeping detailed records and taking appropriate action when required.
  • Liaise with appropriate Faculty and Registry Personnel in verifying and correcting student records – including liaison with the College Finance Office regarding student fee liability and debt collection.
  • Advise students on University scholarship information and organise School nominations for scholarships.
  • Liaise with the School Tutor and Disability Services in seeking appropriate provision for students with disabilities.
  • Manage activities such as the Year Abroad schemes, providing advice and guidance to interested students and co-ordinating translation of marks when they return.


  • Set service standards for dealing with applicant queries and information at School level
  • Monitor application numbers and forecasting numbers of acceptances, in conjunction with LM/Programme Director as appropriate.
  • Contribute to the development of the School’s admissions policies, especially in relation to student recruitment and the fulfilment of admissions targets.
  • Work with Programme Director on a programme of “keep warm” activities including the production of communication with applicants and organisation of open day events.

Examinations and assessment

  • Manage all exams and assessment-related administration for students on designated programmes. Co-ordinate project/course/programme submissions, marking and final reporting.
  • Set up Moodle submission boxes and to manage electronic submissions, marking and feedback for designated modules.
  • Collect and accurately record coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
  • Manage upload of coursework and exam marks and produce reports for exam boards.
  • Service examination boards, including arranging meetings and minute taking and preparation of examination reports (such as preparation of marks and relevant statistics).
  • Liaise with the external examiners and prepare documentation for external audit.
  • Work with the School Tutor to deal with coursework extension requests and create and maintain paperwork for extenuating circumstances meetings, including medical and other documentation as necessary.
  • Organise School examinations including arrangements for students with disabilities or special assessment arrangements.
  • Advise students, staff and external examiners on academic policy and regulations
  • Contribute to the work of the professional services in areas of quality assurance during the examinations period

Committees, Meetings and Reports

  • Produce results reports and programme statistics for all designated courses/programmes and modules in the School
  • Attend, contribute and service relevant committees, such as Exam Boards (to include gathering agenda items, distributing paperwork, contributing to the meeting, taking and circulating minutes and ensuring that agreed actions are carried out by the relevant staff).
  • Arrange briefing of academic/teaching staff on relevant policies and procedures.
  • Keep informed about course and committee developments, attending meetings as required, and present this information to other relevant persons within the School.
  • Inform teaching/academic staff and examiners of changes in procedures, qualification criteria and other course regulations as applicable.


Skills and/or Abilities

  • Computer literate, including Word, Excel, Outlook, Access, email and internet.
  • Ability to use web publishing software to produce documents for the web.
  • Excellent verbal and written communication skills (including accurate grammar, spelling and punctuation).
  • Report-writing skills.
  • Good numeracy skills with the ability to present and interpret statistics.
  • Good interpersonal skills and the ability to liaise with a variety of people, including the ability to relate to staff and students in a teaching and learning context.
  • Prioritise and organise own workload.
  • Work under pressure and manage high volumes of processing.
  • Work accurately and with thorough attention to detail.
  • Meet time-critical schedules
  • Work independently and as part of a team.
  • Work confidentially and pro-actively.
  • ‘Can do’ attitude and willingness to help.
  • Professional approach to own work and in dealing with others.
  • Be willing and able to learn and use new systems quickly, including UCL specific systems such as Portico.
  • Commitment to high quality service provision.


  • Administrative work in a busy office environment.
  • Administration in higher/further education or a teaching and learning environment.
  • Course/Programme administration including dealing with student/customer enquiries.
  • Knowledge of the complete academic cycle of the UCAS admissions process.
  • Knowledge of entrance requirements and/or familiarity with UK/Overseas qualifications.



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.