Programmes Officer (106000-0623)

University of Warwick

Vacancy Type/Job category
School of Modern Languages and Cultures
£24,715 – £28,131 per annum.
University of Warwick, Coventry
Vacancy Overview
Permanent, full-time position.
The School of Modern Languages and Cultures is seeking to appoint a Programmes Officer with responsibility for providing high quality support for the management and administration of SMLC programmes (UG, PGT, PGR and Language Centre).
The front student support office is a busy, diverse area requiring online and face-to-face contact with students and staff. The role involves dealing with module registration, timetabling, assessments, examinations, mitigating circumstances and student queries. You will be expected to support and participate in student events, such as open days, student enrolment, and graduation.
You will be educated to A Level standard or equivalent, with significant experience in an administrative role in a customer-focused environment. You will be an organised person with a high level of IT literacy and the ability to prioritise a varied workload whilst working both independently and as part of a team. Excellent communication skills, combined with the ability to build effective relationships with both staff and students, and learn new systems quickly, are essential for this role.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
To find out more or arrange an informal conversation about the role, please contact: Lianne Rule ([email protected]).
Please attach a copy of your CV and a supporting statement with your application.
Interview Date: TBC.
Job Description
Support for the management and administration of SMLC programmes (UG, PGT, PGR and Language Centre), and provide informed advice and guidance on a range of course related matters to staff, tutors, current students, prospective students, and alumni.
Taught Programmes Administration and Student Support
i. Provide an effective front-line student support service, including advice and guidance on systems and procedures to Course Directors, Module Leaders, and language tutors to ensure the smooth running of a complex portfolio of courses and modules.
ii. Provide detailed information and assistance to undergraduate and postgraduate students about all aspects of the teaching programmes. This includes module registration and pre-registration including maintenance of the underlying course diets and degree course regulations, student records, engagement, and attendance, monitoring points, arrangements for assessment submission, personal tutor system and examinations. Signpost students to appropriate support as needed.
iii. Support the mitigating circumstances process, including liaising with students, personal tutors, and the Senior Tutor/Exams Secretary as appropriate, and the processing of relevant (often confidential) documentation.
iv. Responsibility for the coordination of the joint degree programmes where SMLC is the home department and liaison with partner departments in the coordination of the administration of joint degree programmes.
v. Support the admissions processes at school level for prospective students.
vi. Support the construction of the School’s teaching timetables and ensure that the timetables for students and staff are accurately maintained and that any changes are communicated in a timely manner.
vii. Provide advice and guidance on systems and procedures to Course Directors, Module Leaders, and teaching staff to ensure the smooth running of a complex portfolio of undergraduate and postgraduate courses and modules.
viii. Coordinate student records administration and maintain comprehensive records, including processing course transfers, temporary/permanent withdrawals, and module choices.
ix. Assist with the School’s quality assurance processes to ensure compliance with the University’s requirements.
x. Input, retrieve and interpret information from SITS, Tabula, Moodle, and other relevant software.
xi. Monitor student progression and attendance, including liaising with academic and administrative staff about appropriate courses of action and advising students accordingly.
xii. Assist in the administration of examinations (face-to-face or online), including ensuring students are registered for the correct exams, recruiting invigilators, scheduling in-department exams, retrieving and inputting marks from other academic departments, processing marks/decisions for SMLC modules and co-ordinating resits.
xiii. Support UG and PG Boards of Examiners meetings, including producing and circulating meeting papers, preparing exam grids and processing of marks, generation of reassessments and recording of outcomes.
xiv. Responsibility for the effective dissemination of accurate programmes information and documents to academic staff and students, including maintaining student handbooks and the School website pages to ensure information is clear and up to date.
xv. In collaboration with academic and administrative staff, work to achieve high levels of student engagement with NSS, PTES and PRES.
xvi. Provide administrative support to the Year Abroad Coordinators and students on their year abroad and visiting and exchange students studying annually within SMLC. This includes assimilation of information from students planning their year abroad, and maintenance of detailed records, attendance monitoring, learning agreements, module choices, liaison with partner departments, student progress and welfare.
Support and contribute to the smooth running of the School’s Open Days, Offer Holder Days, Welcome Week, Induction, Graduation, and other social activities.
Research Programmes Administration
Provide advice, information, and support, acting as a first point of contact for prospective and current students on the School’s postgraduate research degrees. This will include:
• Dissemination of up-to-date postgraduate programmes information and documents to all academic staff, PhD students and applicants.
• Provide support for PGR scholarships processes.
• Operation and maintenance of related online and electronic student record systems including Moodle, SITS, Sitebuilder and Tabula.
• Administering and monitoring PhD progression, including the provision of administrative support for Annual Reviews/Upgrades and Graduate Progress Committees, monitoring points, and facilitation of extension requests and temporary withdrawals.
• Coordinating arrangements for student viva voce examinations including room bookings, equipment/IT bookings, liaising with internal and external examiners and exam supervisors.
Coordinate regular PhD events, providing full event management from booking venues and catering through to finalising agendas and paperwork.
General Administration
i. Provide support for relevant departmental committees and panels. This may involve preparing agendas, taking minutes, contributing knowledge of programme administration to aid decision-making, and carrying out and following-up on actions arising from meetings.
ii. Liaise with staff across the University, including the Academic Office, Student Records, Wellbeing Support Services, the Doctoral College, Student Mobility, the Library, and other academic departments, including joint programme departments.
iii. Undertake financial processing tasks for the School across the full range of processing functions, including creating purchase orders and processing invoices for goods and services using SAP, raising sales invoices, checking expense claims, making payments and monitoring budgets. Generate financial documents for input into SAP, e.g. journals and assessments.
iv. Support the accurate and timely maintenance and archiving of records in line with University regulations.
v. Provide support and cover for general office responsibilities such as distribution of post, and maintenance of distribution lists.
vi. Undertake any other tasks commensurate with the grade as may be required by the Head of School from time to time in the spirit of flexibility.

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
Educated to A level standard or with equivalent relevant academic or vocational qualifications or work experience. (a)
Essential Criteria 2
Significant experience in an administrative role in a busy, customer-focused environment. (a,c)
Essential Criteria 3
Relevant, applied experience in a general/ finance office position with a good understanding of a variety of finance functions and systems such as SAP and OPeRA. (a,c)
Essential Criteria 4
Excellent verbal and written communication skills and interpersonal skills to deal with students from all backgrounds and with staff at all levels within the University. (a,b,c)
Essential Criteria 5
Excellent IT skills including MS Office and familiarity with SiteBuilder (or similar web-pushing software), SITS, Tabula, and Moodle. (a,b,c)
Essential Criteria 6
Ability to act with tact and discretion and to recognise the need for confidentiality. (c)
Essential Criteria 7
– Ability to learn processes and procedures rapidly and then apply them accurately and appropriately with strong attention to detail. (a,b,c)
Essential Criteria 8
Ability to work collaboratively and build strong working relationships with colleagues across the University and with external partners. (a,c)
Essential Criteria 9
Ability to work on own initiative, managing multiple tasks and priorities with minimum supervision. (a,b,c)
Essential Criteria 10
A willingness to work flexibly, learn new systems and new ways of working and undertake ongoing training. (a,c)
Essential Criteria 11
Proven ability to work independently and cooperatively within a team. (a,c)
Desirable Criteria 1
Previous experience of working in UK Higher Education and/or knowledge and understanding of the structures and priorities of administration in an HE environment. (a,c)
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 (
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
We wish to advise applicants that this role is not eligible for sponsorship for a Skilled Worker visa. If you do not yet have the right to work in the UK you will need to check the UK Government website page Apply for a UK visa to see if you are eligible to obtain right to work in the UK through one of the other UK immigration routes before you make your application.
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
20 Jun 2023

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