Data and Quality Administrator

Data and Quality Administrator

Permanent, 22.2 hours per week

Recruitment Pack

April 2015

Dear Applicant

Thank you for your interest in this post and in the University.

An exciting opportunity has arisen within the School of Music, Humanities and Media as we are now seeking a dynamic, highly experienced and enthusiastic individual to provide comprehensive administrative support to the data and quality processes within the School. Using existing experience of Higher Education student related data returns and quality assurance and enhancement, coupled with appropriate and effective administrative, customer service and communication skills, this post is essential to the efficient operation of the School‟s data processes.

You will possess excellent organisational and administrative skills with an ability to manage your own workload and ensure deadlines are met. You will have experience of using SITS/Tribal software in addition to the ability to extract, manipulate and interpret information from large datasets. The successful candidate will have an eye for detail, be an innovative problem solver and will be able to communicate effectively with a wide range of staff.

Given the diverse nature of the demands of this role, you will be expected to adopt a flexible approach to ensure the delivery of a responsive, reliable and high-quality service to all the Schools key stakeholders.

I hope the information in this booklet proves useful and gives you sufficient guidance to pursue your application. Further information is also available on our website www.hud.ac.uk. If you would like to have an informal discussion about the post please do not hesitate to contact me on 01484 472389 or email [email protected].

I look forward to receiving your application. Yours sincerely

Claire Chamley

1.

The Role

Permanent, 22.2 hours per week

The role of Data and Quality Administrator reports to the Deputy School Administration Manager and its main objectives are:

To provide an effective, efficient and responsive administrative service in support of the processes and procedures associated with data and quality administration, including that associated with key statistical data returns and course and module validation.

Main duties and Responsibilities of the post are as follows:

1. To ensure all course and module related data and associated documents are fully complete, accurately and reliably recorded on University systems in a timely manner in accordance with the Academic Administration Schedule and as required for dependant activities (such as course diets and module availability for timetabling, or module assessment records for administering exams and results);

2. To maintain records as required (for example on ASIS, WISDOM and Sharepoint) related to course and module administration and to undertake data checking exercises to ensure that these are updated in a timely manner in accordance with University guidelines and procedures;

3. To organise, support and deliver on the administrative processes and activities involved in quality assurance, including validation processes, quality audits and subject reviews;

4. To develop, administer and maintain the processes required to identify, collate, refine and disseminate data, statistics and statistical reports and information using both internal and external sources (e.g. ASIS, PINS, DHLE, HESES, NSS) to facilitate the provision and analysis of information on a number of areas to include, for example, but not exclusively:

a. Course and Module data, for example, KIS, NSS, DHLE, HEBCI and HESES b. Annual Evaluation Statistics, including Enrolment, Retention, Progression and

achievement;

c. Accreditation, quality audits and subject review information as required by Registry and external/professional bodies.

5. To act as administrative support to the SAVP Secretary, school validation committees and other school committees as required and be responsible for managing the timely receipt and distribution of all paperwork and minutes.

6. To provide effective and efficient support to the Module and Course Evaluation processes within the Schools. Working with the School Administration Manager, ensure the timely production of surveys and assist in the collation and dissemination of results to academic staff.

7. To develop and maintain accurate and robust administrative systems in support of data and quality processes.

8. To act as first point of contact for data queries and requests from staff throughout the School, feeding back to the senior administrative management to provide assistance, support and development where appropriate.

9. To provide accurate regulatory advice and guidance to academic and administrative colleagues on all matters relating to Quality and Course/Module administration. 10. To research and analyse non-complex management information relevant to specific

areas or requests, making use of records systems, spreadsheets and databases. Prepare management information reports (internal and external) as required, relevant to specific areas.

11. To maintain close liaison with key contacts including Admissions and Records Office, Planning Information Services, and Registry regarding all aspects of data and quality, and to represent the School on relevant University groups or working parties, as requested by the senior administrative management;

12. To assist in the delivery of School wide activities such as: Graduation, Applicant events, Clearing, Summer Schools, Inaugural Lectures, Exhibitions and Festivals. This may require some flexibility in working hours on occasion;

13. To continually develop Microsoft Office skills, particularly in Excel, to ensure the delivery of information in the most efficient and effective manner;

14. To carry out any other duties consistent with the grade of the post assigned to you by the Deputy School Administration Manager (Quality) and/or School Administration Manager.

This job description is neither exhaustive nor prescriptive but will develop, in time and in consultation with the post holder as circumstances change. It is expected that the post holder will work in other areas of the School to assist at busy periods and to cover for staff absences as requested by the School Administration Manager.

2.

The Person

The successful candidate will be able to demonstrate the following attributes:

Essential

Desirable

How Identified/Verified

Qualifications

GCSE English Language and Maths at Grade C or above (or equivalent qualifications)

ECDL or equivalent computer literacy skills

Degree or equivalent qualification A, Q,

Experience

Significant, recent and relevant experience of working in a data and/or quality role

Experience of using a variety of office and database software, in particular experience of using SITS/Tribal and Excel

Maintenance and organisation of manual and electronic filing systems

Experience of dealing with confidential and sensitive information with tact and diplomacy and in line with relevant policies and procedures Experience of organisation and servicing

meetings/events including minute/note taking

Previous experience in higher education and/or other public sector organisation

Experience of dealing with external and/or international contacts

Experience of using Blackboard applications Experience of project-based activities – in particular successfully delivering to external and/or inflexible deadlines.

A, I, R

Skills and

Knowledge

Knowledge of issues relating to data and quality administration in HE

Highly developed administrative and organisational skills

Ability to exploit the use of Excel, Access, Word and other Windows-based software applications and any other software systems in use for data management.

Possess excellent customer service and oral and written communication skills.

Ability to use judgement and initiative effectively. Ability to effectively and efficiently work with the minimum of supervision.

Ability to prioritise work and be highly organised. Ability to appropriately manage sensitive

information and situations.

Experience of using SPSS or other data reporting software

Significant recent and relevant experience of working in a busy office environment

Ability to prepare user-friendly reports that explain key issues

Personal

Qualities

Demonstrable commitment to equal opportunities and to continuing personal/professional development.

Adaptable and able to work flexibly as required, being able and willing to use own initiative and to work effectively as part of a team.

An innovative problem solver. Meticulous attention to detail

Commitment to a team working approach and integrity in dealing with others

Well organised and able to work to tight timescales and often conflicting deadlines. Ability to motivate self and others to achieve team targets and objectives.

Reliable and conscientious and able to work effectively without supervision.

I, R

3.

Our Offer

We offer a generous remuneration and benefits package:

 Starting salary Grade 5 (£12,952 upwards)

 A Career Average Revalued Earnings (CARE) Pension Scheme (Local Government Pension Scheme)

 30 days annual leave plus statutory holidays (pro-rata)

 Significant opportunities for professional development

 A friendly and supportive work environment

 A range of voluntary benefits

4.

How to Apply

Applicants are asked to complete an application form. Attention is drawn to the person requirements listed above and applicants are asked to provide evidence of their match to these criteria in some detail in their supporting statements. This information will be used to shortlist candidates.

The timetable is as follows:

Advert closes: 4 May 2015 Interviews: 4 June 2015

5.

School of Music, Humanities and Media

The School comprises seven academic subject areas – Music, Music Technology, Drama, English and Creative Writing, History, Linguistics and Modern Languages, Journalism and Media – each with its own distinctive character but sharing a common interest in creativity and culture.

Inspiring

All recent Teaching Quality Assessments have been excellent and we consistently outperform the national average for graduate employment in many of our subject areas. We play a major role in the wider community, through a wide range of activities including the world-famous Huddersfield Contemporary Music Festival, the Huddersfield Literature Festival, museum exhibitions, concerts, operas, theatrical performances, poetry readings, creative writing workshops, language services and short courses.

Innovative

We have an excellent reputation for research and scholarship, regularly attracting external funding from bodies such as the Arts and Humanities Research Council, the Leverhulme Trust and the Wellcome Trust. Much of our research is conducted in partnership with colleagues in the cultural and creative industries.

The School has high-quality specialist facilities for the teaching of music technology, media, drama and modern languages and makes extensive use of computing and information technology in supporting its teaching across all subjects.

International

In the most recent Research Assessment Exercise (RAE 2008), much of our research was recognised as being of a high international standard, or world leading. We have a number of collaborative research projects and a growing Erasmus programme.

Administration Department

The administration department is led by an Administration Manager, who reports directly to the Dean of the School, and is responsible for leading the strategic development of the administration of the School, including increasing integration between academic, technical and administrative functions. The department is divided into main areas as shown in the organisational chart below.

The Administration Manager is supported by a dedicated and highly effective team of administrative staff, each responsible for a different area of business. A key role is the Deputy Administration Manager who has responsibility for Course Administration and Quality, with Planning and the Executive Assistance areas reporting directly to the Administration Manager.

The administration‟s officers are located in two buildings; the Creative Arts Building, where course assistants support the Music, Music Technology and Drama subject areas and the West Building where course assistants support the History, English, Languages and Media/Journalism (H.E.L.M) subject areas.

The University‟s vision is, „To be an inspiring, innovative university of international renown‟. The University‟s achievements were recognised by the award of the Times Higher

Education University of the Year for 2013. This follows hot on the heels of its success at the awards last year where it collected the Entrepreneurial University of the Year award.

The University of the Year is awarded to „an institution that has demonstrated exceptional performance in the past academic year‟ providing evidence of „particular bold, imaginative and innovative initiatives that have advanced the institution‟s reputation‟. Just some of those initiatives are:

 A commitment to our students with nationwide top 10 ratings for student satisfaction and graduate employability as well as a top 10 rating for financial security.

 The opening of the 3M Buckley Innovation Centre, a collaboration with conglomerate 3M to foster business partnerships leading to new research, technology transfer and entrepreneurial ideas.

 The award of a Queen‟s Award for Enterprise – International Trade as well as a top 10 position in the 2012 International Student Barometer.

 A commitment to excellence in teaching – Huddersfield is the only University in the UK where 100 per cent of academic staff are fellows of the Higher Education Academy – which provides professional recognition of their teaching abilities. These factors, combined with a continued commitment to being „a university that is at the heart of its home town‟ and a strong commitment to be a great employer makes the University an interesting and rewarding place to work.

The University‟s staff are involved in scholarship, research and reach-out activities. We want to attract and retain the best staff, provide opportunities for them to remain professionally engaged and up-to-date. We were one of the first universities in the country to achieve institutional recognition under the Investors in People Award in 1999 and we have

maintained this standard ever since. We are committed to the development and support of our staff. In the Quality of Working Life Survey, looking at the satisfaction and well-being of our staff, the University of Huddersfield has higher scores across all six factors than the Higher Education benchmark, showing lower levels of stress and greater satisfaction with working conditions than the benchmark data.

Our striking town centre campus straddles the refurbished Huddersfield Narrow Canal and offers extensive views of the wooded Pennine foothills. The campus combines both new and historic buildings, and since 2008 £73 million has been invested in new facilities and

buildings for our students. The University has won Civic Trust Awards for the imaginative refurbishment of historic mill buildings for the teaching of Computing, Engineering and Architecture. However, we are also very proud of our contemporary architecture. Our £17 million Business School building opened in 2010 and a £22.5 million Student Central Building which opened in January 2014 providing new sports, leisure, learning and catering facilities.

7.

Huddersfield

The University is located close to the centre of the thriving West Yorkshire town of

Huddersfield. Huddersfield has an extensive range of new retail and social developments with many new shops, cafes, bars and restaurants. Near to areas of outstanding natural beauty publicised in TV programmes such as “Last of the Summer Wine” and “Where the Heart Is” we are also in easy reach of Leeds and Manchester. Both are just 45 minutes by road and with quicker access via the regular cross Pennine rail service. Huddersfield is

surrounded by a number of attractive villages in the Holme and Colne valleys and within easy reach of the Yorkshire Dales, the Peak District and the major urban centres of Leeds and Manchester. The cost of housing compares very favourably with other regions in Britain and the choice of where to live is outstanding. The town is well known for its musical traditions, including the world famous Huddersfield Choral Society and the internationally renowned Huddersfield Contemporary Music Festival. The Lawrence Batley Theatre and a large sports stadium host various cultural and sporting events respectively.