Human Resources Job Description

							Human Resources




                                   Job Description

                    Research Degrees Admissions Assistant (0.5fte)

                                      Doctoral School

 The Institute of Education
 The Institute of Education (IOE), a college of the University of London, is a world-leading
 school for education and social science. Our location at the heart of the UK’s capital city
 reflects our position at the centre of education. We have trained more than 10,000
 teachers over the past decade, and currently offer professional development and higher
 degrees to over 6,000 students from more than 100 countries.

 Overall, our research attracts funding of over £25 million per year. In the last Research
 Assessment Exercise, we topped the league tables for education research, coming in the
 top ten of leading research universities across all subjects. The findings of our research
 have influenced government activity and policy for education, young people, health and
 gender equality.

 Academic expertise at the IOE is provided by more than 80 world-class professors and
 readers, and 350 teaching and research staff, supported by professional staff based in
 faculties, registry, information services, marketing and development, finance, estates and
 facilities, human resources, and research and consultancy services. We work closely with
 our neighbouring University of London colleges in Bloomsbury and with numerous other
 organisations, including over 600 London schools and colleges, as well as national
 charities and museums, and universities worldwide.

 The IOE is committed to being an equal opportunities employer and education provider,
 providing equality of opportunity for all staff. In seeking to create an open and supportive
 environment, which is free from discrimination and which encourages all staff and
 students to participate fully in IOE activities, the IOE aims to reach beyond legislative
 boundaries to provide equality of opportunity, regardless of gender, ethnicity, colour,
 disability, religion, family responsibility, age, occupation, marital status or sexual
 orientation.

 The Doctoral School
 There are over 850 research students at the IOE. We are responsible for the strategic
 oversight of research degrees and for coordinating the research education and training,
 support activities and overall progress of postgraduate researchers. The Dean of the
 Doctoral School leads a team of academic staff on part-secondment from faculties, who
 include the programme leaders for the MPhil/PhD research training programme, the EdD
 and MRes degrees, and leaders of key Doctoral School initiatives. The Doctoral School’s
 Head of Administration is responsible to the Dean for the administration of all research
 degrees, from admission to examination. Further information about the Doctoral School
 can be found at www.ioe.ac.uk/doctoralschool.
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About the role
Based in the Doctoral School, you will work closely with other members of the Admissions
team to provide the highest level of service to potential research degree applicants, as well as
supporting those during the application process. You will be required to work with
administrative and academic colleagues both in the Doctoral School and across the Institute,
and will be the first point of call for walk-in, phone and email enquiries to the Doctoral School.


Responsibilities
   Answering enquiries from applicants, students and academic staff. Being the first
     point of call for all walk-in enquiries and managing the Doctoral School’s general
     enquiries e-mail account.

    Assisting with the processing of applications for all Doctoral School programmes,
     including:

             communicating with students and staff;
             arranging individual offer letters to applicants and students;
             assisting with the UKPass process;
             liaising with faculties;
             requesting supporting documentation;
             processing fee questionnaires; and
             undertaking related administrative processes.

      Assisting with the maintenance of admissions databases, student records and other
       spreadsheet or data-based records. This includes data-inputting, scanning, filing and
       photocopying documents.

      Producing routine correspondence and other documents.

      Assisting with student enrolment, including the preparation of enrolment
       documentation and the handbook, and making all practical arrangements for
       enrolment. Registering new and continuing students. Processing postal enrolments.

      Assisting during student induction, including helping prepare the Doctoral School
       induction programme and the induction handbook.

      Assisting with the Doctoral School’s participation in all Institute open events.

      Assisting with the production of statistics and other data on applicants.

    Taking an active role in other office-wide responsibilities, including student
     conferences, team meetings and other related activities.

    Working in accordance with the Institute of Education’s suite of policies dealing with
     matters relating to equal opportunities.

      Undertaking other reasonable duties commensurate with the level of the role.



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Selection criteria

Essential
    Very good administrative skills, with the ability to work efficiently and achieve a high
      degree of accuracy.

      A highly organised and professional approach to work, with the ability to prioritise to
       meet deadlines.

      Excellent customer service skills.

      A flexible approach to work, with the ability to work effectively as a member of a
       team and to liaise with a wide range of people across the organisation, including
       students and external stakeholders.

      The ability to develop computer-based and manual office administration systems,
       which facilitate your work and that of others, and to ensure that such systems are
       maintained in an accurate and timely manner.

      Well developed communication skills, both written and oral.

      Proficient in the use of a wide range of IT packages, including Word, Excel, Outlook
       and Internet applications, and the willingness to learn new systems.

Desirable
   Degree educated

      A good appreciation of working in Higher Education, and providing support for
       academic and professional staff engaged in this work.

You will be responsible to the Admissions Officer and to the Head of Doctoral School
Administration.


The Appointment
This post is available immediately for a fixed-term of 12 months at 0.5fte, working 17.5
hours per week over 4 or 5 days flexibly between 10am and 3pm (preferred hours to be
discussed at interview).

The salary for this post will be on the Grade 5 salary scale, in the range £19,974 to
£23812 pro-rata per annum plus £2,323 London Allowance pro-rata per annum.

As this is a part-time post, job share will not be possible.




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Your Application and the Application Procedure
We encourage you to apply for this post online at our website http://jobs.ioe.ac.uk as
the system is user-friendly and simple to complete and will allow you to attach additional
documents to your application. Online applications will be accepted by the automated
system until 10pm on the closing date.

Postal applications are accepted if you do not have access to a computer. If you would
like a paper application pack these are available from Human Resources, Institute of
Education, University of London, 20 Bedford Way, London WC1H 0AL Telephone: +44
(0)20 7612 6715/6354/6356/6472 Fax: +44 (0)20 7612 6359 (please specify the post title
and reference 5PR-DS-5174). Please note the information sent to you will be exactly the
same as the information on our website and you should allow at least four working days
for the information to arrive with you. Your postal application will be scanned into our
system.

If making a postal application, please submit:
 the application form (please specify the post title and the job reference);
 any other documentation you wish to be considered by the Selection Panel;
 the Equal Opportunities form which will be kept in Human Resources and used only for
    registered purposes under the Data Protection Act 1998.

Please note: The supporting statement section should set out how your qualifications,
experience and training fit each of the selection criteria. Please provide one or more
paragraphs addressing each criterion. The supporting statement is an essential part of
the selection process and thus a failure to provide this information will mean that the
application will not be considered. An answer to any of the criteria such as “Please see
attached CV” will not be considered acceptable.

Postal applications must be received by 5.00pm on the date of job closure, to allow
the application to be scanned onto the website before the midnight deadline.

Applications should be sent to the Human Resources Department, Institute of Education,
University of London, 20 Bedford Way, London WC1H 0AL.

The Interviews
Interviews will be held on Friday, 3 August*.
*       Please note that if you are shortlisted and are unable to attend on the interview
        date, regretfully it will normally not be possible to offer you an alternative date.
        However, where you can attend on the date but wish to change the time of
        interview, we will endeavour to accommodate you wherever possible.

If you are shortlisted, you will be asked to do a 30-minute, written, in-tray test, prior to your
interview.

If you would like feedback on your interview, please write to the Human Resources
Department, Institute of Education, 20 Bedford Way, London, WC1H 0AL or e-mail
jobs@ioe.ac.uk within one month of the date of the interview; we will liaise with the Chair
of the Selection Committee and endeavour to provide this.
15 June 2012

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