Administrative Assistant

£20,624 - £23,164 per year
14 Oct 2016
24 Oct 2016
Contract Type
Full Time

Job Summary

As an Administrative Assistant, you will provide a professional support service to students undertaking postgraduate programmes within Aberdeen Business School and to the academic staff associated with those programmes.  You will be core to the team, having an overview of student progression through the academic programmes.

Accuracy is key as you will be responsible for maintaining student details, assignment submissions and assessment marks in preparation for submission to Assessment Boards.  Strong interpersonal skills are also essential as you will be the focal point for student and colleague communication in the team, particularly in respect of developments and deadlines.

Educated to HND level or equivalent, you will have substantial experience of working in a busy administrative environment, preferably within Higher Education.  You will have a sound knowledge of Microsoft Office applications and have previously worked with Management Information Systems.  A degree in a relevant discipline and previous experience of event management would be advantageous.

We're in the business of changing lives, developing students into highly employable graduates.  Be part of their amazing journey and join our 1500 colleagues who already enjoy the richly rewarding work, vibrant community and lifestyle afforded by generous annual leave.

We would particularly welcome applications from men as they are under-represented in this area of our workforce.

Salary on first appointment is normally to the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

Closing Date: 21 October 2016

Job Description




To provide a professional administrative support service within the postgraduate administrative team. To provide a professional administrative service to postgraduate students undertaking programmes within Aberdeen Business School and to the academic staff associated with those programmes.


Establish and maintain appropriate administrative systems to support allocated postgraduate programmes developed within the School.

Communicate with our postgraduate students, colleagues within the School and other departments as necessary to keep them informed of relevant developments and deadlines.

Advise and direct, as necessary, postgraduate students to the appropriate sources of advice, either within the School or across the University.

Maintain an oversight of student progression through their academic programmes and ensure that the supporting administrative processes run smoothly.

Ensure that student details and course programmes are current and up to date in the University SITS system.

Maintain an accurate record of all student assignment submissions and process all assessment marks through the SITS system. Produce spreadsheets of all assessment marks for consideration at assessment boards, act as Secretary to the boards and ensure that all decisions are recorded correctly.

Ensure that students receive assessment marks and feedback within the prescribed timeframe.

Record and track all student exemptions, extensions and suspensions of study, ensuring that the appropriate academic staff are kept informed of changes to students status.

Ensure that students have access to the correct learning materials via CampusMoodle.

To undertake any other administrative tasks as directed by the Team Leader.

Person Specification


Qualifications and Professional Memberships

HND in a relevant discipline or equivalent substantial administrative experience.

Knowledge and Experience

Sound knowledge of Microsoft Office Applications.

Experience of working with a Management Information System.


Qualifications and Professional Memberships

First Degree in a relevant discipline.

Knowledge and Experience

A working knowledge of SITS, a bespoke MIS system.

Experience of working in Higher Education, with a sound knowledge of a virtual learning environment e.g. Moodle.

Experience in events management.


Behaviour 1: Communication

Ability to receive, understand and convey both straightforward information, and

information requiring careful explanation, in a clear and accurate manner.


Behaviour 2: Team Development

Experience of: providing advice or guidance to new starts; delivering training or

instruction to others on specific tasks or activities.


Behaviour 3: Pastoral Care and Welfare

Experience of: calming and reassuring those with work/study related problems

who may be experiencing distress; dealing with difficult welfare situations or

confidential matters.


Behaviour 4: Service Delivery

Experience of giving customers a positive and satisfactory service, by providing

accurate and up to date knowledge of services available in own and related

areas of work.

See also:
Administrative Assistant October 2016.pdf