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Vacancy Details

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Location: London
Position: Administration
Salary: £13.25 per hour + holiday pay
Date Posted: 09 January 2019
Vacancy Type: Temp
Job Description:

We are currently recruiting for a Contracts Assistant (Quality), to work on a full time temporary contract, based near Russell Square to start as soon as possible. This role provides an opportunity to go temp to perm. 

Working closely with colleagues across the University of London Worldwide and within the Colleges, the Academic Contractors responsibilities are: to support the University of London Worldwide in monitoring and managing its performance; to ensure the quality and standards of programmes and awards to Worldwide Programmes students; to contribute to the enhancement of the student experience through the provision of expertise, frameworks and systems to ensure quality.

The Contracts Assistant will gain specialist knowledge of the requirements of appointments of examiners and assist the Academic Contractors Manager in the planning, management and delivery of the appointments service.  The Programmes currently appoints approximately 2000 examiners across several categories and reflecting various roles.  The Academic Contractors Team is responsible for the contractual appointment of all examiners.  The appointment of examiners is a critical function which enables delivery of the International Programmes mission.  The appointment process includes: compliance-related activity, ensuring that examiners have the ‘Right to work in the UK’ and ensuring appropriate details relating to payroll requirements. 

Proficiency with Microsoft Office is essential to the role.  The Contracts Assistant must demonstrate a thorough and detailed approach to this critical work with meticulous attention to detail, the ability to deal tactfully and effectively with internal and external colleagues and stakeholders, and the ability to work flexibly and under pressure.

Specific duties:

To assist the Academic Contractors Manager with the operational process of appointment of examiners working with colleagues within the Member Institutions and Worldwide as required.

To maintain critical information recognising the need for confidentiality and the need for sound audit trails and practices.  This will require:

Data entry

Mail merge

Chasing’ missing information

Scanning hard copy documentation

Filing (electronic and hard copy)

Editing excel spreadsheet records

Editing access database records

To develop and maintain strong, trusting relationships with examiners and key stakeholders including:

Excellent communication with internal and external colleagues

Planning and conducting mail merges and mailings to examiners

Assisting with conducting ‘Right to work in the UK’ checks as the first point of contact at the International Programmes

Responding to telephone enquiries

Daily scanning of the examiner contract mailbox to identify urgent queries from examiners and to prioritise responses

Weekly reporting to the External Payroll Providers of changes to examiner details, along with setting up new examiners and reinstating examiners on to the payroll.

In consultation with the Academic Contractors Manager, to follow up and respond to enquiries or to refer to colleagues in Fees, Member Institutions and Exams Distribution and to coordinate communications to individual examiners to ensure a cohesive response where several lines of enquiry may be open.

To assist in the processing of Register of Interests responses from examiners reacting appropriately to any inaccuracies/queries/missing information.

To run reports on the Examiner (Access) database to identify examiners with payments pending, identifying outstanding mandatory information, and contacting examiners as appropriate.  To complete periodically a gap analysis and undertake a ‘bulk’ chase by Member Institution for outstanding information.

To contribute to the identification of examiners who could be issued with a P45 for completed appointments.

To assist with ensuring Board Lists are prepared with the correct examiner details to allow for accurate use of mail merge functions for examiner contracts.

General duties:

To undertake any other duties consistent with both the grade and scope of the post.

Any other duties reasonably required of the post-holder following consultation.

Experience
 
Demonstrable ability to plan, coordinate, monitor and review out puts against identified objectives

Demonstrable experience in the successful management of relationships on a variety of levels.

Demonstrable experience of managing a demanding and varied workload to deadlines
Demonstrable ability to assess risk, resolve issues, consider the implications of decisions and to solve problems.
Appreciation of the position and needs of examiners working on behalf of UoL Worldwide Programmes and the need for sensitivity and confidentiality.
Skills/Technical Knowledge/Aptitude
 
IT skills, including knowledge of common office software, includingword-processing (mail merge), spreadsheets and database.
 
Excellent standards of communication, interpersonal, analytical,presentation, numeracy and liaison skills
 
Conducting skype RTW checks
Education/Professional Qualification

No specific qualifications required, but the postholder must be of demonstrable graduate calibre with the high standards of literacy essential to the role.

Personal Qualities

Enthusiastic and demonstrating commitment to helping the University of London Worldwide achieve its mission.

The ability to establish and maintain good relations with colleagues and with external contacts while exercising a high degree of discretion, tact and diplomacy.

Flexible and well-organised with the ability to work under pressure to achieve deadlines without sacrificing excellent attention to detail.
 
Ability to think through problems and find imaginative, creative and appropriate solutions
 
Ability to consider and present information succinctly and to identify when to escalate issues

This role will be paying £13.75 per hour with a 1 hour unpaid lunch break.

Our client is looking to start the successful candidate as soon as possible so please only apply if you are available straight away.  

If you are viewing this job on the UCL Careers website and you are not a UCL student or graduate, please follow this link to locate and apply for the position: https://recruit.thecareersgroup.co.uk/UOL/index.asp

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