A.     Advertisement


The London School of Hygiene & Tropical Medicine, an internationally renowned centre for
research and postgraduate education in public health and tropical medicine, is seeking to
recruit a Registry administrator. The postholder will be responsible for processing enquiries,
applications and registrations for the School’s courses and providing administrative support
to the Registry and Student Services. Applicants will need to possess excellent
organisational, customer service and IT skills. An ability to communicate effectively and
work as part of a team is essential.

Starting salary is £22,750.

Applications should be made on-line via our website at and the
reference for this post is PS60. Applications should also include a CV and the names and
email contacts of 2 referees who can be contacted immediately if shortlisted. Any queries
regarding the application process may be addressed to Please quote
reference PS60. Closing date for the receipt of applications is Friday 25 November 2011.

“The London School of Hygiene and Tropical Medicine is an equal opportunities employer”

B.     The London School of Hygiene & Tropical Medicine
The London School of Hygiene & Tropical Medicine is one of Europe’s leading schools of
Public Health and a leading postgraduate institution worldwide for research and postgraduate
education in global health.

Part of the University of London, the London School is the largest institution of its kind in
Europe with a remarkable depth and breadth of expertise encompassing many disciplines.
The School was ranked one of the top 3 research institutions in the country in the Times
Higher Education’s 'table of excellence', which is based on the 2008 Research Assessment
Exercise (RAE), ahead of the London School of Economics, Oxford, Imperial and University
College, London. The institution also achieved the largest increase in ranking compared with
2001, of any of the top 10 institutions in the RAE rankings. In 2009, the School became the
first UK institution to win the Gates Award for Global Health.

The School’s environment is a rich multicultural one: there are almost 4000 students from
100+ countries following 22 taught masters courses delivered either in London (~650) or
through distance learning (~2700), and undertaking research degree training (~400). Over
40% of these students are from non-European countries. The largest growth has been in
distance learning students (>40% over 3 years), though the London-based student population
(where accommodation limits growth) is at its highest level ever. Alumni are working in
more than 180 countries. The School has about 1400 staff drawn from over 60 nationalities.

There are research collaborations with over 100 countries throughout the world, utilizing our
critical mass of multidisciplinary expertise which includes clinicians, epidemiologists,
statisticians, social scientists, molecular biologists, immunologists, ophthalmologists,
anthropologists, virologists, pharmacologists and nutritionists. At any one time around 100
School staff are based overseas, particularly in Africa and Asia. We have a strong
commitment to partnership with institutions in low and middle income countries to support
the development of teaching and research capacity.

The School has expanded greatly in recent years. Its research funding now exceeds m£62.4
per annum, much of it from highly competitive national and international sources. The
commitment of staff to methodological rigour, innovative thinking and policy relevance will
ensure that the School continues to occupy a leadership position in national and global health,
adapting quickly to new challenges and opportunities.


The School's mission is to contribute to the improvement of health worldwide through
the pursuit of excellence in research, postgraduate teaching and advanced training in
national and international public health and tropical medicine, and through informing
policy and practice in these areas."

C.     The Registry

The Registry has responsibility for supporting London-based teaching and research training
programme by maintaining and advising on strategy, policies, procedures and regulations;
processing applications, admissions and registering students; managing scholarships and
tuition fees, supporting students during their study, and administering examinations.

The Registry hands over 10,000 enquiries annually. From these, over 3,000 applicants apply
for courses of study. 550 students are admitted annually to the calendar year-long London-
based Masters programme, 80 to research degree study and a further 600 to short courses.
Applications and admission to distance learning courses are undertaken by the University of
London. A separate Distance Education and Professional Development Office at the School
supports students on these courses and the delivery of this teaching.

The office is busy all year round and is committed to providing an efficient, effective and
customer-orientated service to staff and students of the School.

There are 18 members of Registry staff. The Head of Registry Services has responsibility for
all aspects of Registry work. He is assisted by an Assistant Registrar, seven officers who
provide specialist support and nine front of house administrators.

D.      Job Description

Reporting to the Head of Registry Services, the duties of the Registry Administrator are as

Student Admissions

To assist in processing applications for taught course, research degrees and continuing
professional development courses by

     dealing with enquiries from students, potential students and past students,
     collating and despatching prospectuses and other material,
     assisting with processing applications for admission to School courses,
     corresponding with applicants and sponsoring organisations,
     producing offers of admission for applicants to School courses,
     producing other letters to applicants,
     registering new students and checking their eligibility to register.
    liaising with course organisers and course secretaries regarding short course
    liaising with Registry and Finance Office staff regarding fee payments, and
    assisting with the review and closure of short courses accounts.

Registry Support

To provide support for the Registry, by:

    providing cover at the Registry reception desk and answering general emails as part of a
     staff rota,
    attending recruitment fairs and other marketing events,
    organising attendance, travel, freight and other arrangements for training or other events,
    arranging payment of invoices for telephone, fax, postal and other charges, and
     monitoring the office budget,
    ordering stationery, equipment and other supplies,
    ordering appropriate material for students, such as travel and insurance information,

    maintaining a log of Registry equipment, defects and repairs, and acting as a point of
     contact for School and other helpdesks in servicing such equipment,
    making arrangements for the start of the academic year; and
    maintaining and developing the central filing system and filing archives.

Support for Head of Registry Services

To provide administrative support for the Head of Registry Services, by:

    Maintaining his/her diary
    Preparing correspondence
    Liaising with School staff and other contacts outside the School, and
    Ensuring that post, emails, telephone correspondence and personal callers are delegated
     to other staff, as appropriate.

Student Services Support

To provide support for Student Services by:

    undertaking project and other work for disability, advice and careers support, as required,

Other Duties

To provide general support by:

    acting as a steward at the annual Diploma Presentation Day (normally a Saturday)
    covering the duties of other staff in the Registry during absences, and
    undertaking such other duties as may be required by the Head of Registry Services.

E.      Person Specification


    Excellent written and oral communication skills,
    Proven time management skills,
    Demonstrable attention to detail,
    Proven ability to work as a team player,
    Proven ability to provide an effective level of customer service; and
    Proven ability to use Microsoft Word, Microsoft Excel (to a high standard).


    Demonstrable interest in, or experience of, working in an HE environment,
    Proven ability to use Microsoft Access (including creation of queries),
    Ability to create presentations using Microsoft Powerpoint
    Previous experience of providing administrative support to a senior manager, and
    Ability to converse effectively orally and/or in writing in a language other than English,

F.     Salary and Conditions of Appointment

Starting salary will be on the Professional Support Pathway 3 scale at £22,750.

G.     Applications

Applications should be made on-line via our website at and the
reference for this post is PS60. Applications should also include a CV and the names and
email contacts of two referees who can be contacted immediately if shortlisted.

The supporting statement section should set out how your qualifications, experience and
training meet each of the selection criteria, giving examples where appropriate. 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 your application will not be considered. An answer to any of the criteria such as “Please
see attached CV” will not be considered acceptable. Applications submitted without a CV
will not be considered. A covering letter is not required.

Closing date for applications is Friday 25 November 2011. Any queries regarding the
application process may be addressed to Please quote reference PS60.
Interviews will be held on 14 December.


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