Assessment Administration Coordinator

Confidential; York and North Yorkshire; Hybrid; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Hybrid work

Pension plan

Annual leave

Flexible working hours

Employee Assistance Programme

Wellbeing advice

Job summary

Advance HE in York is seeking an Assessment Administration Coordinator to provide end-to-end administrative support for peer review and assessment services within higher education. You will assist institutional and individual services, coordinating activities, QA checks, and safeguarding data throughout the lifecycle.

The role emphasizes customer service, data accuracy, GDPR compliance, and continuous improvement in a fast-paced environment. Hybrid work with monthly office attendance is expected.

Qualifications

• Experience delivering high-quality administrative support within education or a related professional environment.
• Proven experience delivering excellent customer service and handling customer enquiries and complaints.
• Experience working with databases, CRM systems and case management systems.
• Experience using multiple digital systems to record, manage and monitor data accurately.
• Experience supporting external customers and stakeholders at varying levels of seniority.
• Knowledge and experience of Microsoft Office applications, particularly Excel, Word and PowerPoint.
• Experience managing confidential and sensitive information appropriately.

Responsibilities

• Support the end-to-end administration of peer review assessment processes across institutional and individual services.
• Conduct initial quality assurance checks on applications to ensure eligibility requirements and submission standards.
• Coordinate assessment activities and ensure results are released accurately and within published timescales.
• Provide administrative support for assessment panels, peer review meetings and reviewer activities.
• Prepare, issue and manage assessment outcomes, feedback documentation and certification for successful applicants.
• Maintain accurate records and data throughout the assessment lifecycle in accordance with compliance requirements and service standards.
• Support the administration of peer reviewers, consultants and other associates involved in assessment delivery.
• Respond to application and post-recognition enquiries in a timely, professional and customer-focused manner.
• Escalate complex issues appropriately while maintaining a positive customer experience.
• Build strong working relationships with institutional contacts, contract holders, programme leaders, programme administrators and subject expert teams.
• Support a seamless customer and member experience across all assessment services.
• Maintain up-to-date knowledge of products, services, systems and processes to provide accurate guidance and support.
• Maintain and monitor information within databases, CRM systems and assessment platforms.
• Produce reports and administrative data to support operational monitoring and service delivery.
• Support annual data returns where applicable.
• Ensure all records are accurate, secure and compliant with GDPR and organisational policies.
• Contribute ideas to improve administrative efficiency and enhance customer experiences.
• Support assessment delivery transformation projects, including system testing, piloting and process improvements.
• Actively contribute to a culture of continuous improvement and innovation.
• Keep process documentation up to date and support the implementation of new systems and ways of working.
• Ensure policies, procedures and regulatory requirements are consistently followed.
• Uphold organisational commitments relating to equality, diversity and inclusion, data protection, health and safety and charity governance.
• Handle sensitive and confidential information with professionalism and discretion.

Skills

Customer service

Data management

Stakeholder coordination

Attention to detail

GDPR compliance

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Assessment Administration Coordinator

Location: Nominal office of York, with expected minimum attendance of once per month
Salary: £27,010 gross per annum
Contract: Full Time, Permanent

Applications close on 14th September at 9am. Interviews will take place via MS Teams w/c 28th September

Benefits:

• A generous pension plan with USS
• Enhanced family leave benefits
• 31 days annual leave, plus bank holidays
• Flexible working hours
• Hybrid work
• Employee Assistance Programme access
• Personal Financial Wellbeing advice access

to name a few

The Role:

We are looking for an Assessment Administration Coordinator to support the delivery of a range of prestigious peer review and assessment services across the higher education sector.

This role will provide end-to-end administrative support for either institutional services (including Athena Swan, Race Equality Charter, Inclusive Institutions Framework, Impact Awards and Accreditation) or individual services (including Fellowship, End-Point Assessment and Awards).

You will play a vital role in ensuring assessment processes run smoothly, efficiently and accurately, supporting applicants, reviewers, institutions and subject experts throughout the assessment journey.

Working within a collaborative team, you will help deliver excellent customer experiences while contributing to ongoing service improvements and transformation projects.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys coordinating multiple priorities and has a strong commitment to quality, accuracy and continuous improvement.

There are 3 opportunities available for this role, 1 permanent position within Institutional Services and 2 Fixed Term Contracts within Individual Services.

Job requirements

• Experience delivering high-quality administrative support within education or a related professional environment.
• Proven experience delivering excellent customer service and handling customer enquiries and complaints.
• Experience working with databases, CRM systems and case management systems.
• Experience using multiple digital systems to record, manage and monitor data accurately.
• Experience supporting external customers and stakeholders at varying levels of seniority.
• Knowledge and experience of Microsoft Office applications, particularly Excel, Word and PowerPoint.
• Experience managing confidential and sensitive information appropriately.

Job responsibilities

Assessment Process Administration

• Support the effective administration of end-to-end peer review assessment processes across both institutional and individual services.
• Conduct initial quality assurance checks on applications to ensure eligibility requirements and submission standards are met prior to review.
• Coordinate assessment activities and ensure results are released accurately and within published timescales.
• Provide administrative support for assessment panels, peer review meetings and reviewer activities.
• Prepare, issue and manage assessment outcomes, feedback documentation and certification for successful applicants.
• Maintain accurate records and data throughout the assessment lifecycle in accordance with compliance requirements and service standards.
• Support the administration of peer reviewers, consultants and other associates involved in assessment delivery.

Customer Service and Stakeholder Support

• Respond to application and post-recognition enquiries in a timely, professional and customer-focused manner.
• Escalate complex issues appropriately while maintaining a positive customer experience.
• Build strong working relationships with institutional contacts, contract holders, programme leaders, programme administrators and subject expert teams.
• Support a seamless customer and member experience across all assessment services.
• Maintain up-to-date knowledge of products, services, systems and processes to provide accurate guidance and support.

Data Management and Reporting

• Maintain and monitor information within databases, CRM systems and assessment platforms.
• Produce reports and administrative data to support operational monitoring and service delivery.
• Support annual HESA and international data returns where applicable.
• Ensure all records are accurate, secure and compliant with GDPR and organisational policies.

Continuous Improvement and Transformation

• Contribute ideas to improve administrative efficiency and enhance customer experiences.
• Support assessment delivery transformation projects, including system testing, piloting and process improvements.
• Actively contribute to a culture of continuous improvement and innovation.
• Keep process documentation up to date and support the implementation of new systems and ways of working.

Compliance and Governance

• Ensure policies, procedures and regulatory requirements are consistently followed.
• Uphold organisational commitments relating to equality, diversity and inclusion, data protection, health and safety and charity governance.
• Handle sensitive and confidential information with professionalism and discretion.

What you'll get

You'll have the opportunity to shape how finance supports the organisation, influence decision-making at all levels, and lead a team committed to delivering an excellent service. In return, you'll join a collaborative and values-driven organisation where your expertise, leadership and ideas will make a real difference.

If you're an experienced finance professional who combines strong operational leadership with a passion for developing people and improving processes, we'd love to hear from you.

Advance HE is a member-led, sector-owned charity that works with institutions and higher education across the world to improve higher education for staff, students and society.

Our strategic priorities of: maximising membership impact and value, supporting leadership, management and governance development for transformational change and developing educational excellence for the higher education of the future supports the work of our members and the sector.

It is our people and the people we help that really make us who we are!

Advance HE is committed to providing equal opportunities for everyone regardless of their background.