Operations Coordinator University of Warwick, Warwick Business School United Kingdom

Vacancy Type/Job category Clerical
Department Warwick Business School
Sub Department WBS London
Salary £22,017 - £25,482 per annum (+£5,000 per annum, London Weighting Allowance)
Location Warwick Business School, The Shard, London
Vacancy Overview
Permanent full time position, working 36.5 hours per week
(5 days over 7) including some evenings and weekends.


The post will be based at The Shard, which is at the heart of the London Bridge Quarter neighbourhood, one of London's most vibrant districts. However, the successful candidate will occasionally be required to travel to the University in the Midlands.


In this busy and varied role you will be responsible for providing consistent and high quality administrative support for courses and processes within our Masters portfolio. This will involve acting as the first point of contact for a range of enquirers and maintaining accurate records throughout the student life cycle (i.e. from pre-application to graduation).


You may also assist with the organisation of internal and public events, such as recruitment and graduation events. As part of a large team of skilled administrators, this is your opportunity to really get involved with the daily running of our masters portfolio.


You will have experience of delivering excellent customer service through effective team working and be able to demonstrate the ability to work effectively in a matrix organisational context.


Evidence of well-developed administration skills and a high level of IT literacy will be required, as will the ability to work with a high degree of accuracy and with attention to detail.


You will be at ease working in a changing environment, being able to demonstrate flexibility to be involved in a number of operational support activities at a time. Experience of providing administrative support to support the delivery of courses would be advantageous.


Interview date : 02 July 2019
Job Description Job purpose


To assist in the effective administration of programmes and processes for masters programmes and to provide a high quality service to all relevant stakeholders.


Duties and Responsibilities


· Provide effective and comprehensive customer focused administrative support for Masters programmes.

· Act as the first point of contact for enquiries from students and provide administrative support to ensure that accurate and timely information is communicated to students and academic staff.

· Provide support and guidance for current students throughout the student lifecycle and through a variety of media (e.g. face to face, email, online, telephone), ensuring that enquiries are responded to in a helpful, appropriate and timely way and escalating queries where appropriate.

· Work closely with academics and other teams to support the timely and efficient delivery of the teaching modules.

· Assist in the maintenance of accurate records throughout the student life cycle (i.e. from pre-application to graduation) through data held on customer relationship and management information systems, ensuring the timely provision of information to internal and external stakeholders as required (e.g. applicants, sponsors, current students, faculty, other University departments).

· Assist in the organisation of a range of recruitment and teaching events in the UK and overseas (including both face-to-face and online events). This may include booking the venue; publishing the information externally in advance; handling event booking/queries; provision of evaluation forms; confirming accommodation, refreshment, security access and cleaning arrangements.

· Provide administrative support for the assessment process, including providing assessments to students, processing submissions, liaison with markers, timely release of confirmed marks and feedback.

· Ensure that programme quality assurance processes are completed in a timely way, monitoring student attendance, collating and disseminating feedback and resolving or escalating any issues that arise, as appropriate.

· Coordinate and prepare purchase requisitions for payment authorisation, check and reconcile invoices and, where required, prepare paperwork for fee payments. · Participate in internal and public events (e.g. recruitment events, teaching events, graduation, WBS Forum)


Person Specification


The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.


Essential Criteria 1Educated to GCSE or equivalent (a)

Essential Criteria 2Experience of working in an administrative environment, dealing with queries and providing advice and guidance (a)(c)

Essential Criteria 3Strong administrative skills (a)(b)(c)

Essential Criteria 4Excellent customer focused skills (a)(c)

Essential Criteria 5Ability to work on own initiative as well as in a flexible team environment (a)(c)

Essential Criteria 6Experience of maintaining electronic records on a management information system (a)(c)

Essential Criteria 7Ability to work to deadlines (a)(b)(c)

Essential Criteria 8Ability to work with a high degree of accuracy and with attention to detail (a)(b)(c)

Essential Criteria 9Excellent written and verbal communication skills through a range of relevant media (e.g. face to face, email, telephone) (a)(b)(c)

Essential Criteria 10Proficient IT skills including word processing, databases, spreadsheets and presentation software (a)(b)(c)

Essential Criteria 11Ability to work in a busy office environment (a)(c)

Desirable Criteria 1Educated to A level or equivalent (a)

Desirable Criteria 2Customer Service NVQ Level II/III (a)

Desirable Criteria 3Experience of working within a HE environment (a)

Further ParticularsFor further information about the University of Warwick, please read our University Further Particulars .


Warwick Business School (WBS) is a world-class business school at the heart of a world-class University. We are recognised for our academic excellence, our determination to challenge assumptions, and our connectivity to the broader university.


We offer a broad range of undergraduate, graduate and executive courses. We recruit the brightest students, offer exceptional learning experiences, have a positive impact on society, produce impactful research that is published in premier journals, and employ outstanding faculty who are global experts in their fields. We are a global school with a cosmopolitan outlook. We believe in the power of an entrepreneurial mind-set to change the world for the better, and that business schools should have a significant role in fuelling that change. So we welcome the problem solvers, value creators and change makers who share our intellectual curiosity.


As one of Europe's leading global business schools we set out to lead the debate through our transformative research, and to develop inquisitive minds that will make a positive impact in an ever-changing world.
Our vision is: to be Europe's leading University-based Business School, developing transformational ideas and people that shape how we do business. Our vision is supported by our three-fold mission:


· To develop cutting-edge research that leads debate and deepens our understanding of the practice of business and management.
· To provide a transformational learning experience, enabling our stakeholders to realise their full potential.
· To work in partnership with policy and practice, both in terms of our research and teaching activities, to catalyse the impact of our work.


Our reputation is based on our world-class staff, both academic and administrative, and world-class facilities. In addition, we have a very talented and diverse student body, with students from around 120 countries across our undergraduate, masters, MBA, PhD and DBA programmes.


Accreditation and rankings


WBS is proud to be part of an elite group of global business schools who have been accredited by all three premier international management education bodies:

· European Foundation for Management Development's quality inspectorate, EQUIS

· The Association of MBAs, based in the UK

· AACSB International – the Association to Advance Collegiate Schools of Business, based in the USA. WBS was the first UK institution to attain this accreditation
Current details of our placing in the various media-based rankings can be found here.


The Financial Times


· Ranks our Full-time MBA in the global top 40 and 4th in the UK
· Ranks our Distance learning MBA 1st in the world
· Ranks our Executive MBA in the world's top 25 and 4th in the UK for stand-alone Executive MBAs
· Ranks our MSc in Finance 13th in the world and 3rd in the UK.
· Ranks our MSc in Management 21st in the world and 3rd in the UK.


The Economist


· Ranks our Full-time MBA 18th in the world and 1st in the UK
· Ranks our Executive MBA 10th in the world and 2nd in the UK.


WBS London, The Shard


In 2015, WBS opened its downtown campus at London's iconic building, The Shard, the tallest building in the European Union, offering the following part-time courses:


· DBA – Doctor of Business Administration
· Executive MBA
· Tailored Executive Education courses for companies and individuals
· Postgraduate qualifications in Central Banking and Financial Regulation, delivered exclusively for, and in partnership with, the Bank of England.


Why WBS?


Our academics produce world-leading research in all fields of management, which is why we attract the very best PhD candidates. 100% of full-time faculty who both teach and research at WBS have PhDs and our doctoral community is thriving.


We offer a range of executive education programmes including diplomas, short courses, and customised programmes for corporate clients and individuals, and consult with industry to keep our programmes fresh, relevant, and accessible. The fact that many graduates return for further study with us later in their careers demonstrates our effective blend of academic research with the practicalities of the workplace.


Warwick Business School is one of just two business schools in the UK to be recognised for advancing gender equality. In 2018 the Equality Challenge Unit (ECU) awarded Warwick Business School a silver Athena SWAN award for its progress in gender equality. Warwick Business School is the first business school to receive a silver award.


The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual's differences.


We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.


Recruitment of Ex-Offenders Policy


As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.


Closing Date16 Jun 2019


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