Graduation and Awards Assistant Officer

Manchester, United Kingdom
15 May 2019
End of advertisement period
20 May 2019
Contract Type
Full Time

Location: Manchester St James's
Closing date: 20/05/2019
Salary: Competitive
Employment type: Permanent
Department: Operations - Registry & Scheduling - Graduation

Full time, Permanent

Monday to Friday plus occasional evenings and weekends

Job Purpose

The Graduation & Awards Team within Registry are responsible for the organisation and event management of graduation ceremonies throughout the year in both London and in Manchester for graduates of BPP University.  The team also manages the production and distribution of award certificates via Digital Certificates and will manage the secure online document sharing application, eModule, once it goes live.

You will be a key member of the team supporting these functions, predominantly the event management tasks.  In addition to this work, you will work closely to support the work of other Registry teams as required throughout the academic year.

Key Responsibilities

Your key duties will include:

  • Event management including, but not limited to, booking and co-ordinating suppliers, gown hire orders, handling client queries, managing the budget and general troubleshooting
  • Inviting key clients, Honorary Doctorates and VIP guests to the ceremonies and welcoming them on the day
  • Assisting in the development, production and delivery of all graduation event documentation
  • Designing and producing invitations, tickets, brochures and event material for graduation ceremonies
  • Working closely with the Assistant Registrar to ensure the smooth running of the graduation ceremonies on the day
  • Being the first point of contact for the team of staff ushers during the day
  • Post-event evaluation (including data entry and analysis and producing reports for event stakeholders)
  • Producing and distributing award and module certificates to students on completion of their award
  • Maintaining and improving the current graduation Filemaker database
  • To support the implementation of eModule and to act as a super user once live
  • To assist with the implementation of Banner for Assessment and Graduation functions.
  • Any other duties to support the work of the Registry function (including the Student Records Office and the Assessment Office) as required
  • Responding to Reference Requests
  • Assisting with Event management of Registrations and other events organised by the Registry team from time to time

Knowledge, skills and experience required

Essential Criteria

  • Events Management experience
  • Relevant practical experience of working in a Higher Education administrative role
  • Ability to work under pressure and meet tight deadlines
  • Excellent interpersonal skills and a polite telephone manner
  • Experience of organising or working to support large scale events
  • Ability to build good working relationships across all levels
  • Ability to work in a team and independently
  • Well organised
  • Good attention to detail and excellent time management skills
  • Possessing good IT skills, including familiarity with MS Office, particularly Excel.

Desirable Criteria

  • Experience of, and competency in, the use of Banner student information systems would be a distinct advantage
  • Experience of, and competency in, the use of Filemaker databases would be a distinct advantage
  • Budget managing
  • Appropriate professional membership e.g. AUA, HEA

Graduation and Awards Assistant Officer

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