Administrative Officer

Southampton, United Kingdom
£12.94 per hour
24 Jan 2023
End of advertisement period
26 Feb 2023
Contract Type

Taught Programme Administration

Location:  Highfield Campus
Salary:   £12.94 per hour
Closing Date:  Sunday 26 February 2023
Interview Date:   To be confirmed
Reference:  U2150723AJ

Start Date:

6th February 2023

End Date:

30th April 2023


Highfield Campus


35 Hours per week (Mon-Fri)

Due the nature of the work involving the administration of confidential student records, we are unable to consider any applications from current students of the University of Southampton. Please note we cannot accept Certificate of Sponsorship for this role.

Job Purpose:

Provide administrative support to students and academic staff in activities such as induction, programme administration, assessment e.g. exam management, Board of Examiners provision, award and graduation. 

Maintain student records across multiple systems. 

Respond to enquiries via email, face-to-face, phone or CRM systems, from students, academic staff and external partners in a customer focused manner, providing relevant information and advice. Maintain excellent standards of customer service at all times. 

Provide accurate advice on relevant policies, procedures and regulations e.g. supporting students in understanding how to apply for Special Considerations and Extensions, escalating complex enquiries where appropriate. 

Accurate handling of large data sets using IT systems and software such as the Student Administration System (Banner) and Excel.

Key Accountabilities/Responsibilities:

  • To learn and apply a good working understanding of student administration and assessment policies, processes and systems, ensuring activities are delivered in an accurate and timely manner.
  • In liaison with the Senior Administrative Officer plan and prioritise own work activities to support the delivery of services to students and academic staff as well as external partners.
  • To provide advice and guidance on established policies, applying knowledge gained of systems and processes to resolve problems. To act as a filter for enquiries/issues/problems, escalating those that cannot be resolved to the Senior Administrative Officer/Team Leader as appropriate.
  • Use IT systems to manage information and communication, undertaking regular training provided and updating of knowledge to ensure required quality of output is maintained.
  • To work collaboratively with colleagues across Student and Education Services and within wider Professional Services and the Faculty, to ensure effective communication and liaison. Ensure key elements of the service are delivered and personal/team/departmental objectives achieved. 
  • To be flexible and adaptable in the approach to work routines, undertaking any other duties as allocated by the line manager following consultation with the post holder. 

Essential Skills:

  • Able to demonstrate a sufficient knowledge of work systems, processes and standard IT packages. 
  • Able to produce clear, accurate and concise written documentation. 
  • Experience of analysing data and presenting summary information clearly. 
  • Able to effectively organise allocated work activities and assist in the organisation of non-standard tasks and events. 
  • Capacity to manage own time effectively and deliver outputs consistent with the standards expected in terms of productivity and quality. 
  • Able to independently solve a range of problems by responding to varying circumstances, whilst working within standard procedures. 
  • Use initiative and judgement to know when to escalate problems which cannot be resolved independently. 
  • Contribute to team behaviours and interact effectively and sensitively with peers. 
  • Ability to write in a clear, factually and grammatically accurate way. 
  • Proactive approach to following the standards set for all staff and engagement in sharing best practice across the team. 
  • Commitment to the integrity and confidentiality of all relevant data and processes.

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