Portfolio Coordinator (107512-0523)

University of Warwick

Vacancy Type/Job category
Warwick Medical School, Professional Support Services
Sub Department
Academic and CPD Programme Administration Team
£24,715 – £28,131 per annum, pro rata
University of Warwick, Coventry
Vacancy Overview
Previous applicants need not apply.
Part-time, permanent position (FTE: 0.4)
You can play a key part in the operational delivery of the high quality postgraduate programmes provided by Warwick Medical School. You will be in the pivotal role of providing excellent customer service as the first point of contact for all applicants, students and academic staff. In organising, coordinating and administering programmes you will be instrumental in ensuring that our students, who are all healthcare professionals, receive an excellent student experience.
This is an opportunity to use your significant skills and experience in course administration, preferably from an HE background, in the successful delivery of programmes.
Interview Date: TBC.
Job Description
To organise, co-ordinate, administer and provide excellent customer service to the PGT, CPD and BSc programmes offered by Warwick Medical School.
1. Provide excellent customer service as the first point of contact for all applicants, students and academic staff for PGT, CPD and BSc programme information and support, to include following up all enquiries.
2. Provide advice on admission procedures and requirements for access to PGT, CPD and BSc programmes for both Home/EU and Overseas applicants.
3. Advise students on: course structure, Accreditation of Prior Learning process, upgrades, withdrawal, deferral, and University regulations and policies.
4. Advise students on procedures for submitting coursework, resubmissions and applying for extensions.
5. Co-ordinate all relevant documentation, resources and enquiries for programmes within their portfolio, to include booking venues, accommodation, travel and organising hospitality.
6. Manage the assessed work marking process, to include liaising with academic staff, markers and external examiners.
7. Use the SITS Student Records System and other databases to maintain student records, to include inputting financial details for students.
8. In liaison with academic staff, ensure course materials/website information is comprehensive and up to date.
9. Liaise with the Assistant Operations Manager and exam board secretary (course director), to ensure timely preparation of paperwork related to exam boards.
10. Support and attend marketing initiatives in line with School and University marketing protocols, for example, recruitment fairs and open days.
1. Raising invoices, paperwork for the payment of external contributors and processing purchase orders.
1. Provision of data/statistics as required.
2. Attendance at meetings as required, for example, course planning meetings, management meetings.
3. Secretariat duties as required.
4. Other duties may be required in consultation with the Assistant Operations Manager.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1
GCSE Mathematics (grade C) and English (grade C), or equivalent level of relevant experience. (a)
Essential Criteria 2
Some experience in an administrative position. (a) (c)
Essential Criteria 3
Working in a complex office environment and deal with deadlines in a fast paced work environment. (a) (c)
Essential Criteria 4
Sound IT skills, particularly MS Office, MS Outlook and internet explorer. (a) (b) (c)
Essential Criteria 5
Prioritise workload, multitask, work with limited supervision and on own initiative. (a) (b) (c)
Essential Criteria 6
Flexibility and the ability to work calmly under pressure working to deadlines. (a) (c)
Essential Criteria 7
Work within a framework of financial and personnel policies and procedures. (a) (c)
Essential Criteria 8
Work within a team environment. (a) (c)
Essential Criteria 9
Excellent communication, interpersonal, organisational and administrative skills. (a) (b) (c)
Desirable Criteria 1
Experience of university departmental administration. (a) (c)
Desirable Criteria 2
Knowledge of web design and maintenance. (a) (c)
Desirable Criteria 3
A secretarial or administrative qualification, or equivalent experience (a)
Further Particulars
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here .
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance , whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
Right to work in the UK
If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
Benefits and Rewards
Please refer to this link for a full list of our employee benefits here at Warwick here .

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date
16 Jun 2023

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