Senior Teaching and Learning Administrator - £19.32ph plus hol pay – Hybrid

  • Job Reference: 00000281-1
  • Date Posted: 11 January 2022
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £19.32 Per Hour
  • Sector: Higher Education & Charity
  • Job Type: Temporary
  • Contact: Leanne Sangster
  • Email:

Job Description

Senior Teaching and Learning Administrator - £19.32ph plus hol pay – Hybrid

Start 4th January 2022 to end of June 2022 initially

Remote start then transitioning to three days campus based, two remote



Programme Management

  • Overall coordination of start of session arrangements; registration of new students, collation of welcome packs, safety booklets, timetables and other relevant documentation.
  • Working with the Education Manager and Programme Directors to set up induction week(s).
  • Working with the Programme Directors to create and manage the timetable for all designated taught courses, including the managing room bookings and liaising with UCL staff in the implementation of the common college timetable.
  • Students’ allocation to courses/programmes/tutorials/projects/placements etc. in accordance with timetable structure and uploading information on Portico.
  • Overall co-ordination of teaching materials, such as course outlines, study packs, assignments in paper and electronic format, necessitating liaison with teaching staff and students.
  • Updating and briefing academic/teaching staff on student application procedures and course/programme procedures and regulations.
  • Overall responsibility for uploading and maintaining course/programme content on Moodle, including assisting students with technical queries, forum posts and course resources as required.
  • Ensure entries in the prospectus, advertising materials, programme handbook and web pages relating to designated course/programme matters are accurate and up to date.
  • Producing and maintaining the student handbook and other course resources
  • Monitoring attendance, as appropriate, by creating and maintaining attendance registers/lists, and distributing these to academic/teaching staff.
  • Reviewing current systems and take initiative to change where necessary.


Student records and enquiries

  • Acting as a first point of contact for taught degree students in person, on the telephone and by email.
  • Being the link between students, course tutors, personal tutors and supervisors.
  • Creating and maintaining student files – electronic and paper.
  • Processing course changes, withdrawals and interruptions of study.
  • Managing all student records and systems of designated programmes including monitoring and recording student attendance.
  • Managing student evaluation questionnaires for the programmes.
  • Liaising with appropriate Faculty and Registry Personnel in verifying and correcting student records – including liaison with the College Finance Office regarding student fee liability and debt collection.
  • Advising students on University scholarship information and organising departmental nominations for scholarships.
  • Liaising with Disability Services in seeking appropriate provision for students with disabilities.
  • Providing advice and guidance to interested students on activities such as the Year Abroad schemes, and co-ordinating translation of marks when they return.
  • Collating alumni information, including job destination.


Examinations and assessment

  • Overall support on various exam-related tasks, including processing of final marks, co-ordinating and producing mark sheets for examinations; undertaking arrangements for Board of examiners.
  • Tracking, collating and co-ordinating all examination questions and solutions, formatting examination papers, as necessary.
  • Servicing examination boards, including room and catering bookings, agenda setting and minute taking.
  • Collating and accurately recording coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
  • Producing and maintaining paperwork for extenuating circumstances meetings, including medical and other documentation, as necessary.


Committees, Meetings and Reports

  • Producing results reports for all designated courses/programmes and modules.
  • Servicing relevant committees including gathering agenda items, distributing paperwork, contributing to the meeting, taking and circulating minutes and ensuring that agreed actions are carried out by the relevant staff.
  • Keeping abreast with course and committee developments, attending and participating in meetings, as required.


Administrative Support

  • Maintaining lists of student and staff contacts, as appropriate.
  • Making arrangements for workshops, meetings, seminars and other events relating to the designated courses/programme, as required.
  • Assisting the Education Manager with correspondence, diary management, and enquiries, as required.
  • Working closely with course directors to review administrative systems which support learning and teaching activities.
  • Carrying out programme-related financial administration (e.g. raising purchase orders).




  • Experience of Postgraduate Taught Course/Programme administration.
  • Experience of working in a higher education setting
  • Experience of working in a busy office environment, with excellent administration skills and an organised and flexible approach to work
  • Experience of working independently and managing priorities whilst also being an active member of a team, supporting colleagues and contributing to the effective operation of the team
  • Experience of designing, developing, maintaining, reviewing and improving administrative, management processes and information systems
  • Experience of servicing committees and minute taking
  • Experience of working in Higher Education and knowledge of issues relating to Higher Education administration
  • Experience of budgeting and financial management
  • Excellent organisational skills with the ability to prioritise and work to strict deadlines, to manage own variable workload, and work without guidance for the majority of the time
  • Excellent IT skills, including email, the internet, software, and particular strength in Excel, Word and using databases
  • Knowledge and use of a Virtual Learning Experience software, such as Moodle
  • Excellent record keeping skills and the ability to conduct analyses using spreadsheets and databases including the ability to interpret and disseminate information appropriately to high standard of quality in terms of presentation and accuracy
  • The ability to assess a situation and take appropriate follow-up action including being able to prioritise under pressure, work accurately and meet tight deadlines, exercising initiative and working independently as appropriate
  • Excellent verbal and written communication, organisational and interpersonal skills



Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.