University Campus Suffolk
Academic Partnerships Administrator
Department / Section: Academic Partnerships and Support
Salary: Within range £16,091 - £18,543 per annum
Grade: Grade 3; points 8 to 13
Contract status: Permanent
Hours of work: 37 hours per week
Pension: Optional Contributory pension scheme
Annual Leave entitlement: 25 days plus Bank Holidays
Staff Development: Corporate, Departmental and Personal Development Programme
Reporting to: Academic Partnerships Project Officer
Purpose of the job:
To provide an efficient administrative service that supports the work of the Academic
Partnerships team, being responsible to the Academic Partnerships Project Officer. The post
holder will work closely with the Academic Partnerships Manager and Head of Academic
Partnerships and Support in delivering an efficient and effective service to the Learning Network
Centres and will be a point of contact for internal and external enquiries for the team.
1. To be responsible to the Academic Partnerships Project Officer for the provision of an
efficient administrative service within the Academic Partnerships team providing support to
the Learning Network Centres as required.
2. To be responsible for the production of correspondence, documentation and reports to a
high standard in accordance with approved UCS policies and procedures.
3. To provide administrative support to the Head of Academic Partnerships and Support.
4. To ensure the smooth running of the team by acting as a central link between Centres,
academic teams, academic managers, internal UCS departments and other external
University Campus Suffolk (UCS)
University Campus Suffolk (UCS) is a unique institution and one of the newest education
institutions in the UK. Founded through the collaboration of the Universities of East Anglia and
Essex, UCS was launched in 2007, to offer top quality higher education in Suffolk and beyond.
Since our inception, over £75m has been invested in the creation of the Ipswich campus
including the opening of our iconic Waterfront Building on the Neptune marina, the extensive
refurbishment of legacy buildings, and, most recently, the launch of the James Hehir building,
housing specialist teaching facilities and a superb student-led café/bar. In addition a new 600
bed luxury student accommodation block opened in September 2010 on the waterfront.
UCS is a company limited by guarantee – University Campus Suffolk Limited. The company is
jointly owned by the Universities of East Anglia and Essex whose Vice Chancellors chair our
company board in rotation and who are committed to our success. Our unique structure brings
some challenges, but primarily represents freedom from many of the constraints of more
traditional institutions. We have a can-do attitude and a willingness to try fresh ideas and new
approaches, in liaison with partners.
UCS is comprised of the main Ipswich campus, with UCS centres in Colleges in Bury St
Edmunds, Great Yarmouth, Lowestoft, Otley, and at Suffolk New College also in the Ipswich
Educational Quarter – which itself has just opened a £70m building and sports provision
available to students and staff at UCS. This innovative model ensures that UCS can offer its
students a broad curriculum at a choice of venues. Heads of School have subject authority
across the Learning Network, but managerial responsibility rests with each College.
Student numbers have progressively increased and currently stand at around 5,300 (4,500 fte),
of whom around 70% are based at the main Ipswich Campus, with the remainder in the
Learning Network. An increasing number are being recruited at postgraduate as well as
In May 2010, Professor Mike Saks joined UCS as our new Provost and Chief Executive from
his previous position as Senior Pro Vice Chancellor at the University of Lincoln. His
appointment has brought renewed clarity of vision to UCS, focusing on the student experience,
research, enterprise and income diversification. Already, UCS is attracting inward investment
from prestigious international private companies and has made many outstanding appointments
to professional and visiting academic roles in its 5 School structure.
Further information about UCS is available at www.ucs.ac.uk
Academic Partnerships and Support
The Academic Partnerships and Support team is sited within the Directorate of Planning and
Partnerships and is a team of business support staff, primarily based at the Ipswich hub.
The team is responsible for:
Supporting students and academic staff across UCS Ipswich in administrative aspects of
their studies and programmes
Managing the processes of enrolment and student monitoring
Managing assessment processes for students across UCS
Supporting academic teams in their liaison with external partners and agencies
Focusing on improving the student experience to help UCS attract and retain students
and protect UCS income.
The department is made up of Business Administration, Course Administration, and Academic
Partnerships. Academic Partnerships Support also provides administrative support at two out-
centres at West Suffolk Hospital and at the Drake Centre in Great Yarmouth as well as
supporting the Learning Network Centres across the county.
Main Duties & Responsibilities:
1. To provide administrative support to Academic Partnerships as required by the
Academic Partnerships Project Officer. These duties to include:
The production of correspondence and reports
The monitoring of withdrawals; transfers and enrolments in line with UCS
2. Supporting the Head of Academic Partnerships and Support, undertaking administrative
work to support the effective operation of the team.
3. To act as the central link between the Learning Network Centres and academic teams,
academic managers, Academic Partnerships and Support, internal UCS departments
and other external agencies. This to include:
Ensuring that students receive an excellent customer service – in person, over the
phone, and in writing
Ensuring that academic teams are appropriately supported
Enabling a smooth communication channel between all of the above parties where
appropriate, including following up any outstanding actions
Identifying and referring any possible issues to managers as appropriate
This could involve travel to and from the Centres.
4. To be responsible, under the direction of the Academic Partnerships Manager, for the
administrative procedures associated with Assessment Boards. These duties will
Monitoring and tracking of students results which includes the updating of the
Production and distribution of letters to students and/or the release of electronic
Production of Pass lists
5. To support the Academic Partnerships Projects Officer in the following:
the Partnerlink database (approval record for Learning Network academic staff
delivering UCS programmes)
academic CV database for the Learning Network
the maintenance of the central record of partnership agreements (local, regional,
national and international
6. To support and be proactive with the Learning Network Centres in their delivery of the
enrolment and induction processes as required, including:
Providing a support function for staff in the online enrolment process
Attending induction events and, where appropriate, addressing cohorts of students
Assisting in the coordination of induction events
Tracking students to ensure all enrolment and associated processes have been
completed, and following up with any action as required. This to include ensuring
that the data recorded on the Student Record system (SITS) is correct
7. To support the team in the collation of agenda and papers for meetings, clerking
meetings as required.
8. To support the Learning Network Centres in their requirement to comply with UCS
policies and procedures which include:
Course Management processes
The quality cycle
9. To undertake administrative functions as necessary to support the smooth running of
the Academic Partnerships and Support Office:
Dealing with enquiries from students – from across the Centres; in the Academic
Partnerships and Support Office and through the Infozone
Posting and updating information on MyUCS
Posting and updating information on the UCS Website
Posting and updating information on the Applicant Portal
General word processing work as and when required
10. In the absence of the Academic Partnerships Project Officer, and Managers, to provide
cover in Academic Partnerships and Support as required, including attendance at
11. To ensure compliance with Health and Safety Regulations.
This Job Description sets out the major duties associated with the stated purpose of the post. It
should not be assumed that other duties undertaken within Academic Partnerships and Support
are excluded simply because they are not itemised.
The duties of this post could vary from time to time as a result of new legislation, changes in
technology or policy changes, in which case appropriate training may be given to enable the
post holder to undertake the new duties.
Decisions to be made by the post holder:
1. The majority of decisions expected of this post are taken within well established
procedures, practices and routines. The post holder is expected to deal with variations
from the accepted pattern, missing documentation or other unusual aspects and, if
appropriate, bring to the attention of the Academic Partnerships Project Officer.
2. To answer enquiries and refer to colleagues and managers as appropriate.
3. To manage own workload and identify any potential issues and raise with the Academic
Partnerships Project Officer as appropriate.
4. To ensure confidentiality of student data is maintained.
5. The maintenance of the student database records referring queries as appropriate.
Candidates will be assessed against the following essential/desirable attributes:
Education and 1. Educated to Level 3 or 1. A higher education
Qualifications equivalent qualification qualification
2. GCSE grade C or above 2. A nationally recognised
in Maths and English, or qualification in MS Office
equivalent qualification applications (e.g. word
processing, use of
Knowledge and 3. Experience of the use of 3. Knowledge of higher
Experience computer systems and education
4. Relevant experience in an
4. Proficient in the use of office environment
spreadsheets and word
processing applications 5. Experience of minute
5. Proven experience of
carrying out general
administrative duties and
ability to work with
precision and attention to
Skills 6. Competence with
Microsoft Office (Word,
Excel, Outlook, Access)
and excellent Keyboard
7. Ability to work accurately
and to prescribed
8. Excellent organisational
and interpersonal skills
9. Effective communication
skills, both oral and
written, in order to deal
tactfully and sensitively
with people at all levels
10. The ability to establish
and maintain good
11. The ability to work on
own initiative, seeking
advice as appropriate
12. Flexibility: the ability to
work as part of a team,
and the ability to
priorities and objectives.
In addition, to be able to
respond flexible to
Attitude 13. An understanding of and
commitment to the UCS
Equality and Diversity
policy, and the promotion
of this in the day to day
work of the post.
14. An understanding of and
respect for the
confidentiality required of
15. A willingness to
16. An ability to be able to
This is a permanent, full time appointment on Grade 3 of the scale. The salary range for the
post is £16,091 - £18,543 per annum. The hours of work are 37 per week.
All applicants will be afforded equal opportunity of employment irrespective of gender, age,
marital status, sexual orientation, disability, colour, race, nationality, ethnic or national origin or
religion. Furthermore, applications are welcome from people with a disability who possess the
necessary attributes for the post.
NO SMOKING POLICY
A no smoking policy operates at all University Campus Suffolk premises.
For informal enquiries please contact either Mandy Hurricks, Academic Partnerships Project
Officer on 01473 338474 or Lynne Illman, Academic Partnerships Manager on 01473 338336.
Candidates should feel free to submit additional information in the form of a CV, but should note
that we will not shortlist anyone who returns an application form that is incomplete.
Closing date: Monday 11 February 2013
Interview date: Thursday 28 February 2013
To apply for this post:
Fill in the cover sheet and monitoring form on our website at
Attach a curriculum vitae and a letter of application setting out clearly how
you meet the essential and desirable criteria for this post
Return them as Word (.doc) attachments by e-mail to: firstname.lastname@example.org,
including the post title in the e-mail subject area
Or by post to: The Human Resource Team
University Campus Suffolk
Ipswich IP4 1QJ
If you are unable to apply via the website please ask for an application pack from the address
above, or by phone on 01473 338351.