LMCB Education and Training Administrator

Reference
1097168

Branch
UCL

Start date
09/06/2025

Duration
3 Months

Hours and days
36.5 hours

Dress code
Not Applicable

Rate of pay
£22.79

Holiday rate
£4.27

Role

Duties and responsibilities
Administration

• Provide principal day-to-day administration and financial management of all education programmes at the LMCB, in particular the MRC/LMCB PhD Graduate Programme, the Wellcome Optical Biology PhD Programme, the LMCB MRes, visiting/rotation students, CPD courses and LMCB-run modules.
• This includes liaising with PhD programme funders, data collection and record keeping, collating reports from supervisors and committees, management of committees, JeS administration, maintaining information on Portico, managing PhD upgrades, student engagement monitoring, managing the tutorial schedule, updating the website.
• Manage and organise recruitment, admission, enrolment, and induction activities for the LMCB PhD students, working with others as required.
• Work with the Divisional Manager and the Associate Director (Education) in preparing and managing teaching and research training budgets; providing student numbers, trends and patterns and teaching load information for financial planning.
• Create and maintain student records, for relevant reporting purposes (including Athena SWAN data requirements).
• For studentships, manage stipend and tuition fee information on the relevant UCL system (Portico - Form S) and resolve associated queries.
• Manage the annual student load return, ensuring that the Division is appropriately credited for its teaching activities.
• Identify any student retention issues and help develop appropriate solutions, working with other colleagues in the LMCB and the Faculty

Student contact 

• Provide comprehensive and effective support to the LMCB’s PGR students from admission to completion. This includes organising meetings with students before milestone events to explain procedures and ensure timely completion of tasks.
• Take responsibility for handling student complaints appropriately, in line with UCL policies, referring to colleagues for advice where necessary.
• Act as a signpost for LMCB students, providing support and wellbeing advice and liaising with the Faculty Student Wellbeing Advisers and central Student Support and Welfare team.
• Help students with financial or other issues, including organising maternity or sick leave, managing interruptions, helping to find funding for extensions etc.
• Update and brief students on all Faculty and UCL information, policies and procedures relevant to their cohort.

Skills and experience

• Educated to degree level or equivalent or commensurate experience
• Experience of administrative/office work ideally in a university setting
• Experience of working in a student/teaching administration/support role
• Experience of financial management
• Experience of working in Higher Education in a research related environment
• Experience of data collection and reporting
• Experience of supporting committees
• Excellent verbal and written communication and interpersonal skills to effectively interact at a variety of levels throughout UCL
• Excellent IT skills, including good working of MS Office applications and the internet, plus the ability to learn other systems as required, for example those related to HR, Finance, students, the Research Council’s JeS system
• Work effectively under pressure and meet deadlines
• Interpret and follow procedures accurately, asking questions when needed
• Excellent and effective organisational skills and ability to keep track of work
• Use own initiative in the appropriate context, be self-motivated and work without supervision at times but know when to ask for advice
• Exercise tact and discretion and manage sensitive situations Excellent listening skills and good communication style, able to deliver messages and information clearly
• Prioritise work in the face of competing demands and to manage own projects and complete work to deadline
• Work flexibly and collaboratively with all colleagues to achieve results, building relationships and networks at a senior level

Location
Campus based

Additional information

Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on 26th May 2025. Interviews will be held shortly after.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.