Teaching and Learning Administrator

UCL; Greater London; On-site; GBP 26,000 - 34,000; Full time

Job summary

UCL is seeking an organized administrator to support undergraduate and postgraduate programmes, ensuring smooth processing of enrolments, records, and assessment activities. You will liaise with academic staff and offices to maintain accurate documentation and provide high-quality service to students and staff.

The role involves coordinating induction, timetables, examination logistics, and data management across Moodle, with a focus on attention to detail and professional communication.

Qualifications

• Provide specialist administration to undergraduate and postgraduate programmes.
• Assist in handling enquiries and enrolment procedures with accuracy.
• Coordinate teaching and learning activities, committees and assessment processes.

Responsibilities

• Deal with enquiries by telephone, email, or in person regarding entry requirements and enrolment.
• Coordinate start-of-session arrangements and induction weeks.
• Manage timetables, room bookings, and distribution of materials.
• Maintain student records and cooperate with various offices.
• Assist with examinations, assessment processes, and exam boards.
• Provide general administrative cover during busy periods and sickness leave.

Skills

Administration

Student records

Customer service

Attention to detail

Tools

Moodle

Job description

Main purpose of the job

• Under the direction of the Senior Teaching and Learning Administrator and in conjunction with relevant academic staff, the postholder will provide specialist administration to the undergraduate and postgraduate programmes, ensuring effective procedures are documented and adopted for dealing with all aspects of its administration. This post will assist in achieving high quality and timely service to current and prospective students, and staff relating to the designated courses/programmes and beyond.
• The role will provide support for all matters relating to the teaching and learning activities of students from enquiry to completion, incorporating supporting committees and processes relating to assessment, student and course records. The role holder must be efficient, organised and take great care in attention to detail. In addition, the role requires interaction with many people within and external thus a professional attitude, willingness to help and a positive outlook are required in order to adequately execute the duties outlined

Duties and responsibilities

• Course/Programme Administration
  • Deal with enquiries by telephone, email, letter and in person relating to entry requirements and enrolment etc.
  • Assist in recruitment initiatives and publicity including key events including the co[1]ordination of Open Day events, workshops, induction weeks, interviews and other teaching related events, as required.
  • Co-ordinate start of session arrangements; registration of new students, collate welcome packs, safety booklets, timetables and other necessary documentation.
  • Work with the Senior Teaching and Learning Administrator to set up induction week(s).
  • Work with the teaching programmes administrator/departmental administrator/academic programme director to create and manage the departmental timetable for all designated taught courses, including the managing of room bookings and liaison with our staff in the implementation of the common college timetable.
  • Allocate students to tutorial and lab groups in accordance with timetable structure and upload information on Portico.
  • Process and co-ordinate teaching materials, such as course outlines, study packs, assignments in different formats, necessitating liaison with teaching staff and students.
  • Update and brief academic/teaching staff on student application procedures and course/programme procedures and regulations.
  • Liaise with relevant offices elsewhere in other department, particularly the Faculty Office, Admissions Office, Global Engagement Office and Student Records Office.
  • Assisting in the maintenance of programme content on Moodle.
  • Create and distribute registers/attendance lists to academic staff as appropriate.
  • Maintaining a file of all registers and reminding academic staff to compile these for each module.
• Student records and enquiries
  • Act as a first point of contact for students in person, on the telephone and by email, and provide information on procedures, regulations, programme and module choice etc.
  • Create and maintain student files - electronic and paper.
  • Signpost, support and promote 1st year students to local Student Support Advisors.
  • Process course changes, withdrawals and interruptions of study for students both internally and externally, through correspondence with local authorities/sponsoring bodies/placements etc.
  • Monitor and record student attendance, assisting the Senior Teaching and Learning Administrator monitor student engagement, in particular those on a Tier 4 Visa.
• Examinations and assessment
  • Provide support on various exam-related tasks including the processing of final marks, coordinating and producing mark sheets for examinations; undertaking arrangements for Board of examiners.
  • Track, collate and co-ordinate all examination questions and solutions, formatting examination papers, as necessary.
  • Service examination boards including room and catering bookings, agenda setting and minute taking.
  • Collect and accurately record coursework marks during the academic session, monitoring student progress during the year and organising re-distribution once marked.
  • Create and maintain paperwork for extenuating circumstances meetings, including medical and other documentation as necessary.
  • Co-ordinate in-person departmentally managed examinations including collecting and dropping off exam packs, arranging invigilators to run exams, ensure exam hall regulations are maintained. When required, the post-holder will provide cover as an invigilator for the exam.
  • Assist the ELO and module leads with arranging the collection and storing of exam scripts from the Central Assessments Teams.
  • Ensuring all mark records for the exam period are correct. In particular, ensuring all mitigation decisions for extenuating circumstances claims, late submission penalties, approved technical failures and academic misconduct penalties are applied and minuted on PORTICO.
• Administrative Support
  • Provide cover for other colleagues in busy periods or when staff are on annual or sick leave.
  • Assist the LM and others such as Director of Studies/HoD/DA as and when required with correspondence and enquiries etc.
  • Respond to requests made under the Data Protection Act and Freedom of Information Act relating to designated courses/programmes and new regulations under GDPR.
  • Maintain lists of student and staff contacts as appropriate.
  • Make arrangements for workshops, meetings, seminars and other events relating to the designated courses/programme as and when required.
  • Work closely with course directors to review administrative systems which support learning and teaching activities