Fixed Term Inclusion Administrator (maternity cover)

Job Summary

Robert Gordon University (RGU) – Aberdeen’s university of choice for thousands of staff and students - has a well-established reputation as an innovative and modern workplace, with multiple awards and recognition of our courses and Schools.

The Inclusion Centre supports disabled students and students with specific learning differences to have equal access to their studies. More than 3,000 students have disclosed support needs and the Centre offers a variety of services, including a mentoring service, diagnostic service for dyslexia and other specific learning differences and an assessment centre for Disabled Students' Allowance.

An experienced administrator, you will support the Inclusion Centre by providing high-level administrative, secretarial, financial and project management support to all team members. You will be the first point of contact for students and staff so first class customer service and interpersonal skills are essential.

Your admin skills will be fully utilised as you take responsibility for diary management, procurement of equipment and managing timesheets and finances for the department.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days (pro rata) annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

To apply please submit your CV along with a cover letter detailing your suitability for the role against the requirements set out in the person specification.

RESPONSIBLE TO : Inclusion Manager

RESPONSIBLE FOR : No supervisory responsibility

PURPOSE OF POST : To provide high-level administrative support for the Inclusion Centre, reporting to the Inclusion Manager. Undertake administrative, secretarial and project management functions.

PRINCIPAL DUTIES :

1. To provide a first point of contact for students, prospective students, parents and academic teaching staff who may require information about the services available at the Robert Gordon University for disabled students.

2. To ensure the smooth administration of the assessment of needs process for Disabled Students' Allowance, including making appointments, administering evidence, keeping records of application progress and communicating with the Students Awards Agency for Scotland and other relevant bodies as appropriate.

3. Finance - Income: To raise invoices to reclaim assessment fees for Disabled Students' Allowance and for reimbursement of mentor support and support worker hours. This involves checking eligibility and status in addition to ensuring accuracy of invoiced hours. This is a key aspect of the role as the income is crucial to the smooth operation of the Centre.

4. Finance - Expenditure: Procurement of all equipment and materials for the Centre. To arrange payment of invoices using the University's computerised financial system. To process various financial forms including travel and expenses. Procurement card holder and travel booker for the Service and the wider Student Life Department.

5. To maintain diary for the Inclusion Centre, ensuring that students are seen by appropriate team members. Ensure that appointments are coordinated where a student requires to see more than one member of the team.

6. To arrange diagnostic assessment appointments for students with Educational Psychologist (EP)or relevant professional. To maintain list of students requiring assessment, work with colleagues to prioritise waiting list and contact the EP each week to provide background information. To ensure students receive assessment report and are offered follow-up appointments.

7. To provide administrative support to the Service. To process Disabled Students' Allowance applications to the Students Awards Agency for Scotland ensuring all relevant paperwork is completed. To send information to prospective students, Schools, Colleges and other agencies. To send confidential requests for medical assessments to GPs and medical professionals.

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

Higher or equivalent

Knowledge and skills

Ability to interrogate databases / Excel / Word.

Experience

Experience of working with financial systems, raising invoices and purchase orders.

Experience of implementing and reviewing business and administrative processes.

Experience of working in a busy, pressurised environment where multi-tasking and prioritisation were key.

DESIRABLE REQUIREMENTS

Knowledge

Knowledge and understanding of the Equality Act, especially as it relates to disabled students.

A knowledge of disability issues.

Experience

Experience of working in a Higher Education Institution.

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress and dealing with difficult welfare situations or confidential matters

Behaviour 3: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work. Ensuring the smooth, accurate and timely running of the Centre’s financial processes and of working to tight deadlines.

Behaviour 4: Planning and Organising Resources - Experience of planning, prioritising and organising your own work or resources to achieve agreed objectives