Academic Administrator

Academic Administrator (WC)

Company: William College

Location: ON-SITE – Stratford/London - UK

Reports to: Academic Manager/Academic Dean

Employment Type: Full-Time, Monday to Friday

Salary: £ 28,000 - £33,000 (dependent on qualifications and experience)

Role Purpose

A highly organised and proactive individual with a can-do attitude is required to provide comprehensive administrative support to the Academic Dean, Academic Manager, Programme Leaders, and the wider academic team. This role will support WC’s programmes, especially Business and Management (with Law), LLB, CertHE, and Foundation programmes.

Core Responsibilities

Coordination and Scheduling:

• Support the coordination of the allocation of lecturers for each cohort based on subject requirements and availability.
• Support the monitoring class attendance, provide regular reports and ensure any identified issues are addressed promptly.
• Support the Academic Manager/Academic Dean to robust management of assessments, including planning for staffing to cover assessment marking, second marking, moderation and transfer to the partner university for their oversight processes within the required timeline.
• Coordinate with the IT Team and Campus Coordinator to ensure that programme, cohort, intake, group, timetable, module, room, lecturer, and delivery-mode information is accurately prepared and maintained to support the effective setup of Moodle, Microsoft Teams, and other academic support platforms.
• Communicate effectively with students regarding class schedules, assessments, and additional support sessions.
• Working with the Student Success team and the Academic Manager, organise any identified required additional sessions or workshops to support students' development and address their academic needs.
• Act as a point of contact for lecturers' queries and concerns.
• Support with planning and organisation of student induction sessions in liaison with the Academic Manager.
• Support the induction and orientation of new academic staff after onboarding.

Data Management and Record Keeping

• Ensure academic folders are well organised, appropriately maintained, and subject to monitored restricted access.
• Ensure key academic information is accurately stored and kept up to date, including Module Monitoring Reports, teaching materials, assessment records, and relevant reports.

Academic Data Analysis and Quality Reporting

• Analyse student performance, attendance, and engagement data to identify trends, risks, and areas for improvement.
• Populate Module Review Forms and Annual Programme Monitoring Reports with key assessment results and academic misconduct data.
• Monitor Exceptional Circumstances cases, student appeals, resubmissions, and related academic outcomes.
• Prepare and maintain reports and datasets required for academic quality assurance, programme monitoring, and decision-making.

Academic Planning and Operational Coordination

• Monitor key academic dates, including admissions and induction days, grade extraction dates, Subject Boards, and other relevant deadlines.
• Ensure relevant files, calendars, and records are updated in line with academic timelines.
• Notify relevant staff and stakeholders of key dates, deadlines, and required actions.
• Prepare timetables for all cohorts and submit them in accordance with institutional deadlines.
• Keep the Contribution Model spreadsheet updated each term to reflect workload distribution and support an even allocation of work among academic staff.

Stakeholder Engagement:

• Liaise with external stakeholders, including industry partners and accreditation bodies, to enhance the institution\'s reputation and collaborative efforts.
• Represent the institution at external events as requested.

Performance Management:

• Create and maintain a supportive working environment for lecturers, addressing any concerns or issues promptly.

Knowledge, Skills, Experience and Personal Attributes:

Qualifications

• UK Bachelor’s degree - essential

Skills

• IT literacy and proficiency in MS Office and the databases - essential
• Excellent spoken and written English and the ability of communicate clearly - essential
• Experience with OfS registration - desirable
• Experience working with Higher Education environment - desirable
• Ability to work as part of a small team and also to use initiative and work autonomously when required - essential
• Good people skills and the ability to relate to people of all ages and backgrounds -Essential
• Ability to be discrete and maintain confidentiality at all times - essential

Experience

• Previous experience in an administrative role – essential
• Previous experience as Academic Administrator - desirable

Personal attributes

• Does not require sponsorship - essential
• Commitment to continuous professional development - essential
• Willingness to commit to the college’s aims and values - essential
• Commitment to equity, diversity and inclusion and understanding how this applies to the role - essential
• A flexible approach and willingness to carry out a variety of tasks - essential

Benefits

• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Policy.
• Statutory maternity/paternity pays.
• Career development opportunities
• Training and self-development opportunities.
• Gym membership discounts
• Retail discount schemes
• Cinema discounts
• Grocery discounts
• Cycle to work
• Investing and savings opportunities
• Financial wellbeing – personal debt advise.
• Financial wellbeing education
• My Mind Pal (mental fitness)