Programmes Assistant - UG



University of Warwick


Other - See Job

36.5 hours per week (some flexibility for 30 hours a week)

Smart Casual





Responsible for the provision of comprehensive administrative support to the undergraduate and postgraduate taught programmes & shared programmes, supporting colleagues and students, on their journey from recruitment through to graduation

Duties and responsibilities

Administration of the undergraduate courses within the School of Engineering and support administration, as required, for joint undergraduate, DA and PGT programmes.  

Operation of agreed systems, processes and procedures to support the undergraduate and post graduate taught course provision. This will include using central systems such as Tabula, E-vision & Moodle to support the administration of teaching and learning in the School.

To act as the first point of contact / reception point for all in person, telephone and email queries, providing detailed information and assistance to answer both standard and non-standard questions, investigating and resolving issues where required relating to all aspects of the student administration lifecycle from admissions through to graduation for staff and students.  

To proactively contribute and assist with the School’s preparation and delivery of student events, Welcome Week, enrolment, graduation and award ceremonies, widening participation, social and outreach events etc.  

To undertake routine administrative tasks including booking rooms and refreshments, arranging meetings, carrying out filing and archiving, data inputting and data extraction from university databases, photocopying and the collation and distribution of documentation as required to support the administration of the School’s taught programmes and the academic and student services team.  

To contribute to the development and ongoing review of working practices and operating procedures within the School and to respond to changes in School & University policies and systems and to centrally-driven initiatives that affect undergraduate and taught postgraduate student administration.  

To support the annual production and ongoing maintenance of documentation such as student handbooks, module web pages, Moodle and Intranet pages and other forms of communication and publicity. 

To support the School at open and offer holder days, this will include occasional weekend working. The above is not an exhaustive list of duties, the post holder will be expected to be flexible in their duties to provide support to the wider School as required by the School Management Team.

Skills and experience


  • Good general education to A Level standard or equivalent with Maths and English and GCSE or equivalent. Previous experience of working in a university and / or knowledge and understanding of the structures and priorities of a University environment 
  • Experience of working and communicating with senior members of staff 
  • Excellent time management, organisational, and judgement skills, enabling and extensive and varied workload to be prioritised and deadlines to be met.
  • Resourceful, self-motivated and proactive with the ability to work on own initiative finding solutions to problems. 
  • Ability to work independently as well as part of a team, communicating with colleagues and sharing work, duties and covering for absences and supporting colleagues during busy periods. Trustworthy and discreet in dealing with confidential and sensitive matters. 
  • Strong knowledge and competency of IT software including MS Office, web-based tools and database systems (Tabula, Moodle, Sitebuilder, SITS, Wolf etc.) with willingness and ability to learn new systems as required.
  • Ability to provide accurate advice and guidance to staff and students within the School relating to administrative processes or policies 
  • Excellent verbal and written communication skills, with strong interpersonal skills with the ability to build rapport and develop effective working relationships with staff and students. 
  • Able to cope well with change and to contribute to a positive working and team environment. 
  • Meticulous attention to detail.
  • Willing to work some evenings and weekends to support School and University events.
  • Understanding of equal opportunity issues and a commitment to promoting an inclusive environment.


  • Demonstrable experience of working in a student administration role.

School of Engineering, Warwick Campus


Candidates working at the University of Warwick on internal assignments are entitled to: 

  • Eye care vouchers when they have been working for 12 weeks or more and regularly use VDU displays
  • Staff car parking rates
  • Access to apply for internal job vacancies at the University of Warwick
  • Access to the University of Warwick Library
  • Access to staff rates for Warwick Sport Memberships

Additional information

Start date - ASAP

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