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Student Support Secretary

Job No:


Employer Reference:

SOC Code:


18,777.00 - 20,989.00  per year


Fixed term contract


Durham UK


Full time

Date posted

Mar 21, 2018

Closing date

Pension details


 Reference Number:                            011006Post:          Student Support SecretaryDepartment:                            St Aidans CollegeLocation:                            DurhamContract Type:                            Fixed Term (18 months), Full TimeGrade:                            Grade 4 (£18,777-£20,989)Reporting to:                            Vice-Principal and Senior TutorClosing Date:                            04 April 2018 at 12 noon Job DescriptionSt Aidan?s College is looking to recruit a Student Support Secretary to its busy Student Support Team. St Aidan?s is a large College, supporting undergraduate, postgraduate and part-time and distance learning students. Working in a complex and demanding office environment, the post-holder must be able to work autonomously and collaboratively with students and staff (from within the College and the wider University). Reporting to the Vice-Principal & Senior Tutor, via the College Office Coordinator, the post-holder must be able to engage effectively with others and have the skills to develop and maintain positive working relationships. The ability to work on a range of initiatives concurrently and in a timely manner is essential, with a requirement to work outside of usual working hours on occasions. This role requires excellent organisational, communication and listening skills, together with a good knowledge of University procedures and organisational structures (or similar). The post-holder will be expected to have the knowledge, skills and experience to enable them to undertake the key tasks outlined in the job description. Areas Of ResponsibilityWorking in a busy office environment, the post-holder will take a key role in assisting with the provision of efficient secretarial support to the College Office Coordinator and the College Office team. The post-holder must be able to engage effectively and sympathetically with colleagues and with students, and have the skills to develop and maintain positive working relationships with key stakeholders. The post-holder will ensure that student records are maintained efficiently and effectively, and that information is provided promptly and accurately to internal and external stakeholders. Working with accuracy and with attention to detail are essential attributes.This work requires excellent organisational, communication and listening skills, together with a good knowledge of University procedures and organisational structures (or similar). Some of the work is task-centred; other elements of the role involves interacting directly with students and staff. A ?team-player?, willing to provide flexible support, is essential.Specifically, the post-holder will be responsible for:1) Ensuring the provision of an efficient secretarial and support system for College students, prioritising own workload in consultation with the College Office Coordinator and the Vice-Principal & Senior Tutor;2) Acting as an initial focal point for student support issues, where appropriate dealing with these issues in the first instance or then signposting to the relevant authority, such as the Vice-Principal & Senior Tutor, Assistant Senior Tutors, International Student Support, Disability Support, etc.3) Assisting with coordinating College room allocations with responsibility for maintaining accurate and up to date room plans;4) Preparing and processing student support paperwork, such as Concession requests and Appeals, Serious Adverse Circumstances, attendance, academic progress and self-certification, working collaboratively (for example) with students and academic departments, Faculties, administrative and support services, and the Graduate School Office; 5) Coordinating and reporting on examination data (including re-sit examinations) for St Aidan?s students, contacting students and departments where necessary; 6) Maintaining, on a regular basis, detailed and accurate records of student support interventions such as those outlined in points 4 and 5, above, producing termly summary reports;7) Assisting the College Office Coordinator and the Vice-Principal & Senior Tutor by providing administrative support and organisation for student development activities (such as those linked to the College Award) and the College Mentoring system; 8) Providing support in the administration and organising of Induction and Graduation weeks;9) Managing and updating on a daily basis College databases relating to the areas of work outlined in this job description;10) Maintaining student files and records confidentially and systematically;11) Arranging, minuting and servicing a range of College meetings and committee meetings, as directed by the College Office Coordinator or the Vice-Principal & Senior Tutor;12) Assisting the College Office Coordinator with duties at peak periods during the year or during the absence of the College Office Coordinator, as directed by the College Office Coordinator or the Vice-Principal & Senior Tutor;13) Such other matters connected with the running of the College as the post-holder may reasonably be asked to carry out.Relationships and ContactsCollege Officers (Support and Information), Other College and University staff (Liaison and Information), Students (Support and Liaison). Internal and External Partners (Information, Support and Liaison)    Person SpecificationIn order to carry out the above duties it is anticipated that the post-holder will have the following qualifications, experience and personal attributes:EssentialQualifications1. Sound educational background (e.g. minimum of 5 GCSEs or equivalent, including Maths and English)2. RSA/OCR/NVQ Admin level III or equivalent Skills/experience3. Relevant office experience4. Experience of working to support students and key stakeholders in an administrative role5. High level of computer literacy6. Experience of minuting and servicing formal meetings 7. Effective use of full range of Microsoft Office applications Personal Attributes8. Ability to exercise high degree of judgement, autonomy and personal initiative, whilst respecting confidentiality9. Ability to use databases, such as the University?s BANNER system10. Ability to coordinate the organisation of events and activities11. High level communication skills, verbal and written12. Willingness and commitment to working flexibly and collaboratively as part of a close-knit team, available at peak times of the year that relate to key aspects of the role.DesirableQualifications13. ECDL or equivalent I.T. / Database qualifications Skills/experience14. Experience of working within a College and of co-operation with others in the wider University and beyond15. Proven report writing skills 

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Durham University

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