Job Description

Job Title: Postgraduate Education Administrator

Department/Division/Faculty: Surgery and Cancer
Campus/Location: South Kensington campus, although work at other campuses may be
required
Job Family/Level: Professional Services Level 3a (PayScale)
Responsible to: Senior Postgraduate Education Administrator and Programme
Leaders on a day-to-day basis
Line Management for: N/A
Key Working Relationships Course Leaders, Education Manager, Faculty Education Office staff,
(Internal): Director of Education Director of Postgraduate Studies, academic staff
and students, central student services
External: External Examiners, External Academics
Contract type: Full time, open-ended
Purpose of the Post

Department of Surgery and Cancer

The Department consists of 3 Divisions: Surgery; Cancer; Anaesthetics, Pain Medicine & Intensive Care
across 5 different campuses, and has approximately 550 staff. The postholder will be joining our Education
team, supporting the educational activities of the Department. The postholder will provide comprehensive,
administrative and management support to ensure the efficient delivery and smooth running of our
education programmes, specifically the MSc Healthcare & Design and MSc Patient Safety programmes.
The post holder will work closely with the Programme Organisers and Academic team, establishing good
working relationships with academic and administrative staff within the Department, as well as other staff
across the Faculty of Medicine (FoM) and College central services. The post holder is also required to
establish good working relationships with external academics at the Royal College of Art (for co-delivery of
the MSc Healthcare & Design) as well as external examiners and project supervisors. The post holder will
be a key point of contact for enquiries from students and staff on these programmes, working independently
to resolve problems as required, reporting to the Programme Organisers and Senior Postgraduate
Education Administrator on progress and outcomes.

Key Responsibilities

• Provide timely and accurate administrative support for the Programme Leaders in the running of the
MSc programmes.
• Preparation and production of timetables, programme guides and course learning materials and
uploading course materials to the virtual learning environment, Blackboard Learn.
• Booking teaching space and confirming arrangements with lecturers for teaching sessions.
• Assisting with the assessment of students, including preparing assignment scripts for marking and
distribution, and recording in-course assessment marks.
• Assisting Programme Leaders in the allocation of MSc student project placements; including ensuring
that consumables funding is allocated to project supervisors.
• Ensuring that all relevant College procedures relating to the programme are followed, including
programme monitoring and review.
• Acting as a point of contact for students and teachers for enquiries relating to the programmes.
• Servicing programme committees as required.

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Specific duties include:

Customer Service:
To provide excellent customer service to our internal and external stakeholders including:
• Dealing with telephone enquiries, written correspondence and face-to-face meetings; liaising with
academic and administrative staff both within Imperial and with our collaborative partner universities,
prospective and current students.
• Assisting with the provision of on-site support for teaching – resolving problems/ taking forward issues
brought to the attention of the Programme Leads and acting as a point of contact for Student
Representatives

Curriculum Administration:
• To provide administrative support related to the organisation and delivery of the programme for the
Programme Leads; service the Programme Education Committees and Staff Student Liaison
Groups.
• To produce detailed timetables in association with the role-holders counterpart at the Royal College
of Art; includes working with the Faculty Space Team to ensure appropriate space is booked for
teaching and practical sessions
• To maintain records of teachers’ educational activity, for inclusion in the Teaching
Proportions/Contact Hours exercise
• To assist with the allocation of students to small group teaching and maintaining student lists
• To co-ordinate the up-dating/revision of the programme guides, policy documents and guidelines
• To collate, draft and contribute to publicity of student information relating to the Programme
(including the prospectus and other promotional material)
• To contribute to programme reviews, curriculum data management and quality enhancement
processes

Learning Resources:
• To be responsible for the administration of all content on our Virtual Learning Environment (VLE)
and ensure it complies with College regulations
• To coordinate the maintenance of all programme materials, including the production of the
programme handbook, Panopto recordings and VLE-materials as directed by the Programme Leads
• To compile lists of recommended reading and programme text books and learning materials –
checking availability in campus libraries, making recommendations to the library as necessary

Assessment
• Organise and manage both formative and summative assessments
• Produce detailed assessment tracking information, release of module assessment outcomes and
monitor student academic progress over the course of the period of study
• Liaise with external examiners in benchmarking assessments, organise & minute Examinations
Board meetings, and update the central student records and graduation teams

Financial Management
• Work with the Programme Leads, the Education Manager and the Finance Officer, to contribute to
the annual budget planning process

Welfare
• To assist the Programme Lead and Dept Senior Tutor (Welfare) in the annual recruitment and
monitoring of Personal Tutors
• To monitor student attendance and follow up unreported absences

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 • To deal with student welfare issues as they arise supporting Personal Tutors and to assist in
escalating complex cases to Dept/Faculty Senior Tutor as necessary

Continuous Improvement:
• To maintain and develop skills and knowledge
• To maintain and improve the operational efficiency and quality of service of own area through
improvements in procedure and process; and to share expertise with other Administrators

Other:
• To carry out other activities as required by the Department eg, providing ad hoc support to the
Department’s other Master’s programmes

Job descriptions cannot be exhaustive and so the post holder may be required to undertake other
duties, which are broadly in line with the above key responsibilities.

Person Specification

Requirements Essential (E)/

Candidates/post holders will be expected to demonstrate the following: Desirable (D)
Education
Educated to degree level (or equivalent) D

Experience
Experience of working in higher education programme administration role E
Experience of taking notes/minutes of meeting D
Knowledge
Knowledge of higher education policies and processes E
An awareness of data protection guidelines or experience of managing confidential E
and sensitive information
A clear understanding for the need and practice of customer focus and customer E
relationship skills
Excellent oral and written communication skills, including attention to detail, accurate E
grammar, spelling and punctuation
Skills & Abilities
Ability to implement a methodical and accurate approach to work with attention to E
detail
Ability to work effectively with senior members of staff E
Ability to work independently and manage own workload through effective ordering of E
priorities, working with competing priorities to tight deadlines

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 Advanced level of expertise in using Microsoft Excel and a high level of expertise un E
using other Office applications, such as: Word, PowerPoint and Outlook as well as
other ICT applications
Able to coordinate a range of different activities at any one time D
Receptiveness to new and innovative ideas and systems of management D
Adaptable and flexible E
Professional attitude towards colleagues, tutors and students E

Further Information

Please note that job descriptions cannot be exhaustive, and the post-holder may be required to undertake
other duties, which are broadly in line with the above key responsibilities.

Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are
expected to follow the Imperial Values & Behaviours framework. Our values are:
• Respect
• Collaboration
• Excellence
• Integrity
• Innovation

Employees are also required to comply with all College policies and regulations paying special attention to:
Confidentiality, Conflict of Interest, Data Protection, Equal Opportunities, Financial Regulations, Health and
Safety, Information Technology, Smoking, Private Engagements and Register of Interests. They must also
undertake specific training and assume responsibility for safety relevant to specific roles, as set out on the
College Website Health and Safety Structure and Responsibilities page.

As this post is exempt from the Rehabilitation of Offenders Act 1974, a satisfactory Disclosure and Barring
Service (DBS) check, at the appropriate level, will be required for the successful candidate. Further
information about the DBS disclosure process can be found at: http://www.homeoffice.gov.uk/agencies-
public-bodies/dbs/ or by telephoning 03000 200 190. You may also wish to view the College’s DBS webpage
for policy statements on the Recruitment and Employment of Ex-Offenders and the Secure Storage, Use,
Retention & Disposal of Disclosures and Disclosure Information.

The College is a proud signatory to the San-Francisco Declaration on Research Assessment (DORA), which
means that in hiring and promotion decisions, we evaluate applicants on the quality of their work, not the
journal impact factor where it is published. For more information, see https://www.imperial.ac.uk/research-
and-innovation/about-imperial-research/research-evaluation/

The College believes that the use of animals in research is vital to improve human and animal health and
welfare. Animals may only be used in research programmes which are ultimately aimed towards finding new
treatments and making scientific and medical advances, and where there are no satisfactory or reasonably
practical alternatives to their use. Imperial is committed to ensuring that, in cases where this research is
deemed essential, all animals in the College’s care are treated with full respect, and that all staff involved with
this work show due consideration at every level. Find out more about animal research at Imperial.

We are committed to equality of opportunity, to eliminating discrimination and to creating an inclusive working
environment for all. We therefore encourage candidates to apply irrespective of age, disability, marriage or
civil partnership status, pregnancy or maternity, race, religion and belief, gender reassignment, sex, or sexual

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orientation. We are an Athena SWAN Silver Award winner, a Disability Confident Leader and a Stonewall
Diversity Champion.

May 2024