Job description

The Department of Engineering is looking to recruit a motivated and skilled administrator to join its Professional Services team as a programme officer. The role will report to the Senior Programmes Officer and the department is based at our Strand campus.  

The Programme Officer is responsible for essential work contributing the delivery of our undergraduate and postgraduate programmes.  They will support students and academic staff as the first point of contact for queries, whether face-to-face, via phone or electronic media. The role is responsible for essential work to support the delivery of our programmes and for ensuring that student lifecycle activities run smoothly. With support to develop a working knowledge of regulations and processes, the Programme Officer is a valued and trusted member of the team with a keen eye for accuracy and detail. 

This is currently a hybrid role and role holder would spend part of their working week on campus and part of the week working remotely. 

Celebrating diversity and supporting staff is important to us and we offer a range of provision including flexible working, caring support (including a Parenting and Carers Fund and the Carer’s Career Development Fund), training, and a variety of diversity and inclusion networks. Staff can apply for flexible working to help them balance the demands of their professional and personal commitments and we offer comprehensive leave policies for parental, adoption, surrogacy, dependant and shared leave. 

The university is making investment in NMES and both student and staff numbers are growing. Our staff come from over 45 countries and 56% of our students are from outside the UK. Principally located on the Strand Campus in the heart of central London. 

Information on the Department of Engineering and the Faculty of Natural, Mathematical and Engineering Sciences can be found at the following links:  

https://www.kcl.ac.uk/engineering 

https://www.kcl.ac.uk/nmes 

This post will be offered on an indefinite contract   

This is a full-time  post 

Key responsibilities

• Support student lifecycle processes from pre-enrolment activities, through induction and registration to graduation and beyond, utilising systems and databases – e.g., student records systems and virtual learning environments-accordingly, and in accordance with best practice, ensuring consistency of data and identifying and resolving issues
• Support all student assessment processes in line with university deadlines and regulations and faculty and external requirements
• Take responsibility for resolving students’ and academics’ enquiries, including face-to-face and via email, responding within agreed timeframes and escalating complex enquiries as appropriate.
• Assist in ensuring that quality assurance requirements and, where required, accreditation requirements are met for relevant programmes.  Support student, module and programme evaluation processes in line with current university best practice.
• Servicing committees as directed by your line manager
• Actively participate in the development and improvement of programmes and processes to support students and academic staff through identifying and suggesting improvements based on user feedback
• Work flexibly as part of a team, supporting others in times of high-volume activity, providing cover and supporting the training and development of new staff members
• Take responsibility for own performance and development, through agreeing clear performance objectives, maintaining up-to-date knowledge and reflecting on own performance
• Take personal accountability for the data quality of student records, ensuring records are accurately maintained in accordance with the agreed retention schedules
• Ensure all work is carried out in a professional and timely manner, with appropriate confidentiality and sensitivity.  Maintain an up-to-date knowledge of the data protection requirements and to support Freedom of Information and subject access requests.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience

Essential criteria

1.       Excellent written and oral communication skills including the ability to draft documents and correspondence

2.       Excellent organisation and time management skills

3.       Strong numeracy skills and ability to analyse complex numerical data

4.       Excellent working knowledge of Microsoft Office packages and the ability to work on new systems

5.       Methodical, detail oriented and flexible in approach to work, maintaining a high level of accuracy

6.       Ability to work with a broad range of stakeholders in a professional and assured manner

7.       Proactive with the ability to work independently as well as delivering within a team

8.       Customer service oriented, with a commitment to personal accountability and continuous improvement

9.       Comfortable with adapting to change, driving own professional development

10.    Commitment to equality and diversity in the workplace

Desirable criteria

1.       Degree level or equivalent qualification or experience

2.       Experience in the use of databases, student records systems (such as SITS)

3.       Prior experience of working in a customer facing environment

4.       Experience of using virtual learning environments

Further information

Interviews will be held in mid-October and will be in-person at our Strand Campus.

We ask all candidates to submit a copy of their CV, and a supporting statement, detailing how they meet the essential criteria listed in the advert. If we receive a strong field of candidates, we may use the desirable criteria to choose our final shortlist, so please include your evidence against these where possible.