Student and Academic Administrator

Join our dynamic Student Services Team at University of Portsmouth London, a brand-new campus in Waltham Forest! We’re looking for a Student and Academic Administrator to play a key role in delivering high-quality support to students, academic staff, and external stakeholders. University of Portsmouth London, is a joint venture between the University of Portsmouth and Northchild, this role is employed by Northchild Education (UK) Ltd.

Key Responsibilities: 

In this role, you’ll manage student records, oversee assessments, handle enquiries, and coordinate timetabling to ensure a smooth and efficient student journey from registration to graduation. Working closely with our delivery partner, Northchild, you’ll be at the heart of a vibrant and growing academic community, helping shape an exceptional student experience. 

What You’ll Be Doing:

Student Assessment and Progression

• Develop, implement, and review policies and procedures related to student assessments and progression to ensure they meet institutional and regulatory standards.
• Undertake all required administration relating to:
  • Student assessments, including coursework, in-class tests, and examinations, inclusive of additional support students.
  • Progression and award administration.
  • Examination boards.
  • Extenuating circumstances administration.
  • Supporting external examiners, including assessment samples.
  • Marks input.
  • Graduation eligibility.

Timetable Development & Management

• Design, develop, and maintain comprehensive academic timetables, ensuring course schedules, room allocations, and examination timetables are optimally coordinated.
• Work collaboratively with academic departments, administrative teams, and IT support to collect data, identify constraints, and resolve scheduling conflicts.
• Monitor and adjust timetables throughout the academic year to accommodate changes such as course revisions, staff availability, and unforeseen circumstances.
• Act as the primary point of contact for academic and administrative staff regarding timetable-related queries and issues.
• Communicate timetable changes, updates, and critical deadlines clearly and effectively to all stakeholders, ensuring transparency and accuracy.

Student Administration & Student Records

• Manage student enquiries by providing prompt, expert advice and timely solutions, ensuring a seamless student experience.
• Take responsibility for data quality and accuracy, maintaining and monitoring student records in relevant systems, including course curriculum management.
• Oversee Student Voice coordination and support for specific courses and modules, including distributing and collating information and maintaining course representative lists.
• Attend and actively support student administration events, including Welcome Week, induction activities, graduation, confirmation and clearing, and open days.
• Demonstrate a working knowledge of university regulations and procedures, applying them accordingly.
• Explain and communicate routine and non-routine matters, policies, and procedures, providing reliable advice and support to staff, students, and external stakeholders.
• Attend meetings/committees, producing accurate notes/minutes and maintaining confidentiality.
• Liaise and network with colleagues across the university and external stakeholders to fulfil the role’s requirements.
• Maintain good working relationships to facilitate the exchange of information, ensuring an effective service within relevant areas of responsibility.
• Assist with student engagement and attendance monitoring, ensuring timely intervention as necessary.
• Assist with reception duties, including welcoming and directing visitors, answering queries, and triaging enquiries as needed.

About you: 

You are a highly organised and detail-oriented professional who thrives on delivering exceptional student support services. With a sharp eye for detail and a knack for multitasking, you excel in fast-paced environments, ensuring every administrative process runs smoothly and efficiently. Your strong communication and problem-solving skills allow you to provide clear, confident guidance to students, academic staff, and external stakeholders, always keeping their needs at the forefront. Proactive and adaptable, you handle sensitive information with professionalism, maintain impeccable data accuracy, and take pride in creating a seamless student journey. Whether you're managing student records, orchestrating assessments, or fine-tuning timetables, you bring a solution-focused mindset and a commitment to delivering outstanding service in everything you do. 

Requirements: 

Person Specification

Essential (E) / Desirable (D)

Specific Knowledge & Experience

• Recent experience of delivering a high level of customer service E
• Recent Higher Education administrative experience E
• Sound knowledge of Higher Education practice and procedures E
• Experience of working with, and producing reports from, Management Information Systems (e.g., student records system) E

Skills & Abilities

• Excellent IT skills, including proficiency with Microsoft Office Suite (Word, Excel, Outlook, etc.) E
• Time management skills and ability to meet deadlines E
• Excellent written and verbal communication skills E
• Strong organisational skills, able to work accurately and diligently with minimum supervision E
• Excellent interpersonal skills with the ability to build relationships with internal and external stakeholders E
• Ability to operate with tact and discretion, maintaining confidentiality and understanding GDPR E
• Problem-solving skills aligned with operating guidelines and regulations E
• Ability to work independently and as part of a team E

Education & Training

• Educated to GCSE level, including Maths and English E
• Educated to A-Level or equivalent experience E
• Educated to Degree level or equivalent experience D

Other Requirements

• Customer-focused with a desire to deliver high-quality service E
• Adaptable, flexible, and self-motivated E
• Proactive in problem-solving E
• Willingness to work outside normal hours on occasion, particularly for key University events E
• Willingness to undertake further training and development E 

Application Process: 

Northchild Education UK (Ltd) works in partnership with Nexilis HR, a third-party HR and recruitment provider, who will be handling this recruitment process on their behalf.

Please submit a cover letter and CV, demonstrating how you meet the essential criteria to talent@northchild.com via the 'Apply' button.

At Northchild Education (UK) Ltd. we are committed to fostering an inclusive and diverse environment where everyone is treated with dignity and respect. We provide equal opportunities for all, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. We actively encourage applications from all sections of the community and are dedicated to eliminating discrimination through fair and supportive policies and practices. Our goal is to create a vibrant academic community that reflects the diversity of society and enables all staff and students to achieve their full potential.

This is your opportunity to be part of an exciting new chapter at University of Portsmouth London, where you’ll play a key role in shaping the student experience from the very beginning. If you’re a proactive and detail-driven professional with a passion for student support and academic administration, we’d love to hear from you. Apply now and become part of a dynamic team dedicated to excellence in education!

If you have any questions please reach out to our recruitment team at talent@northchild.com