UALSC Summer Assistants (x 3)

Purpose of the role 

This role, based within either the online or onsite UAL Short Courses team, will assist with the coordination and delivery of the scheduled online and onsite courses, customised short courses and special projects The role will work specified hours which may vary at different times in the year, which are confirmed on appointment. 

Key duties and responsibilities  

For ONSITE: 

• To monitor shared inboxes supporting tutor and student enquiries 

• Liaise with tutors to identify, order and collate resources required to support course delivery, including materials and technical equipment. 

• To assist with the preparation of course materials including printing registers and students ID cards. 

• To assist with the meet and greet duties on the first day of the short courses, providing a high level of professionalism and customer service at all times. 

• To book, set up and test audio visual equipment (such as laptops and data projectors) before courses are due to start, liaising with IT technicians, the Central Loan Store, Digital Learning team and IT Service Desk as necessary.  

• To accompany students and academics during off-site visits as required. 

• Support the co-ordination team in the delivery and supervision of short courses at designated sites, including liaising with Estates and facilities teams at the building where appropriate.  

• To financially record, order and control material allocations for tutors, using the UAL finance software – Agresso Business World (ABW) to raise requisitions and record materials budget spends. 

• To check appropriate rooms have been booked to facilitate each course. To trouble shoot room clashes in advance and place signage on studio doors as required, to communicate short course occupancy. 

• To ensure risk assessments are completed, maintained and archived for auditing purposes 

• To provide basic maintenance of technical equipment and virtual teaching platforms 

• To provide cover for and support the Short Course Administrator and other Short Course Assistant/s when required. 

Key working relationships 

• Short Course Coordinators, Short Course Manager, Short Course Administrators, Customer Service Assistants 

• Short Course tutors  

• Short Course students 

• Material suppliers 

• Facilities / Estates staff 

General duties 

These duties below are in addition to the duties and responsibilities listed above: 

• Perform duties and tasks consistent within the scope and grade of your role as reasonably may be expected and assigned to you from anywhere within the company.  

• Undertake health and safety duties and responsibilities appropriate to the role.  

• Work in accordance with the UALSC Staff Charter and Dignity at Work Policy and anti-racism plans, promoting equality diversity and inclusion in your work.  

• You may be required to work such additional/different hours as may from time to time be necessary for business reasons which may include evenings, Saturdays, Sundays and bank holidays. 

• You may be required to regularly travel to other sites as necessary. 

• Undertake continuous personal and professional development, and to support it for any staff you manage through effective use of UAL Short Courses Planning, Review and Appraisal (PRA) scheme and staff development opportunities.  

• Make full use of all information and communication technologies to meet the requirements of the role and to promote organisational effectiveness.  

• Conduct all financial matters associated with the role in accordance with policies and procedures, as laid down in the Financial Regulations.  

Experience, knowledge and qualifications 

• A high level of competency in Microsoft Word, Excel and Outlook.  

• Experience of setting up and troubleshooting audio visual equipment and/or online platforms.  

• Background in fashion, arts, design or communications (desirable) 

• Knowledge of art and design materials (desirable). 

• Administrative support in a busy customer focused environment. 

• Experience of and understanding of the art and design FE and HE education system. (desirable) 

• Liaising with external suppliers (for onsite) 

• Stock checking and inventory (for onsite) 

• Manual Handling (for onsite – training available) 

Communication skills 

• Communicates effectively orally, in writing and/or using visual media. 

Planning and managing resources 

• Plans, prioritises and organises work to achieve objectives on time  

• Ability to work independently with attention to detail 

Teamwork 

• Works collaboratively in a team, across the university and with relevant professional groups 

Student experience or customer service 

Provides a positive and responsive student or customer service.  

• Demonstrates diplomacy and empathy. 

Creativity, innovation and problem-solving 

• Uses initiative and creativity to investigate and resolve day-to-day problems.