Assistant Clerk - Oxford, United Kingdom - University of Oxford TSS

University of Oxford TSS

Verified Company

Oxford, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Web advert

Vacancy ID:13234
Do you have administrative experience in an academic setting? Are you confident shuffling and prioritising complex tasks? Would you like to work in a a studentfacing role at a prestigious University department?
We are currently recruiting for an Assistant Clerk role at an Oxford city centrebased department.

Further details are as follows:

The Proctors and Assessor bring to their roles their experience of working with students and of colleagues' interests and concerns, from across the collegiate University.

They may not have detailed knowledge of University statutes, regulations and policies when they take up office, and so they are supported in these matters by Departmental staff, and the Assistant Clerk to the Proctors plays an important role in this context.

Responsibilities:

1. Casework handling
You will assist the Clerk and deputy clerks to support the Proctors' handling of student complaints, appeals and discipline cases (including both academic and non-academic misconduct) in accordance with the relevant University rules and procedures, including:

recording and collating all documentation related to individual student cases

- liaising and communicating with students and staff
- clerking interviews held by the Proctors
- setting up internal disciplinary hearings and assisting in the preparation of cases for referral to the Student Disciplinary Panel
- assisting in the preparation of case statements and summaries
- assisting in the drafting of outcome decisions and correspondence
- maintaining records in the student cases database
- monitoring the progress of cases and preparing regular management information reports
- assisting in the preparation of annual reports for relevant University committees

You will contribute to discussions about necessary changes to the administrative procedures, IT and office support to ensure the efficient handling of cases.

2. Examinations
You will assist the Proctors' oversight of examination matters, including:

with reference to the Examination Regulations and guided by best practice, advising the Proctors and Assessor on procedure when dealing with examination matters

- distinguishing between standard matters to be handled directly and more complex matters to be escalated to the Proctors or referred to the Education Committee; making recommendations based on precedent and best practice, guided by the Clerk and the deputy clerks; advising the Proctors on existing or potential operational difficulties and providing practical solutions
- drafting letters including explanations in connection with the above when requested by the Proctors or Assessor
- collaborating with the other assistant clerks on the best allocation of tasks, including to the clerical assistant, and on directing and overseeing workflow in the team
- contributing to ensuring continuity and consistency between sets of Proctors by participating in each year's induction of new Proctors
- participating in team meetings and cross-departmental meetings relating to examinations matters in order to contribute to policy formation
- contributing towards the planning, development and implementation of departmental and University protocols and procedures in this area
- providing training, supervision and guidance to newly appointed or temporary members of staff
- processing the payment by students of late-submission administration fees
- maintaining files and back-up records of permission granted or instructions given by the Proctors
- undertake such additional duties as the Clerk to the Proctors or Deputy Clerks may from time to time reasonably request

3. Advice and guidance

You will provide advice and guidance to individual students and members of staff across the collegiate University on the scope and operation of the relevant regulations and procedures and, where appropriate, in relation to individual cases.

4. Administrative support
You will provide general administrative support to the Proctors, the Clerk and the deputy clerks

This will include:
- dealing with general enquiries
- maintaining web-based guidance for staff and students on relevant University regulations and procedures governing student cases
- handling requests for information in compliance with freedom of information and data protection legislation
- maintaining, and proposing improvements to, appropriate record-keeping; standard documentation for communications to and from the Department in line with University policies; databases and other tools used in collaborative processes with other administrative units
- in connection with late or non-submission of work, or for extensions of time for submission

4. Other duties
You will undertake other duties as required from time to time by the Clerk or deputy clerks; these may, for example, include supporting the Proctors' and Assessor's governance or ceremonial roles or undertaking discrete projects in connection with the