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Programme Officer (Undergraduate Physics)


London, Strand Campus


  • Posted on: 08th Nov 2021
  • Salary: £29,127 - £32,256 per annum, including London Weighting Allowance
  • REF: 036486
  • Closes: 30th November 2021
  • Contract Type: Permanent
  • Hours: Full Time

Job description

This is an exciting opportunity to work in an expanding department and provides a good foundation for a career in higher education administration.

The Programme Officer will support the day-to-day delivery and administration of undergraduate Physics programmes within the Department.

You will be responsible for delivery and administrative support of undergraduate programmes in the Department.

You will be the first point of contact and provide advice to staff and students on all aspects relating to the UG programmes in the Department. You will maintain accurate student records and you will ensure the provision of an excellent student experience.

You will have good organisation and time-management skills in order to handle a large volume of work with competing deadlines. Excellent communication and IT skills are essential, as is experience of dealing with a diverse range of enquiries. You must possess the ability to work proactively and flexibly as part of a team, and independently, using judgement, initiative and discretion where necessary.

The selection process will include an assessment and a panel interview

About the Department of Physics at King’s College London:

The Department of Physics has had a distinguished scientific tradition since its foundation in 1829. We are committed toboth educational and research excellence with a wide variety of BSc, MSci, and postgraduate programmes driven by research.

The Department of Physics at King’s College London is diverse, international and friendly with a positive atmosphere of collaboration and support between research groups. We currently hold a silver Athena Swan award and Juno Champion status from the Institute of Physics (IOP). We offer a welcoming environment and welcome applications from applicants of all backgrounds.

Celebrating diversity and supporting staff is important to us and we offer a range of provision including flexible working, caring support (including a Parenting and Carers Fund and the Carer’s Career Development Fund), training, and a variety of diversity and inclusion networks. Staff can apply for flexible working to help them balance the demands of their professional and personal commitments and we offer comprehensive leave policies for parental, adoption, surrogacy, dependant, and shared leave.

The Faculty of Natural, Mathematical & Engineering Sciences (NMES) comprises Chemistry, Engineering, Informatics, Mathematics, and Physics – all departments are highly rated in research activities and have a wide-ranging portfolio of education programmes. The university is making investment in NMES and both student and staff numbers are growing. Our staff come from over 45 countries and 56% of our students are from outside the UK. KCL staff are principally located on the Strand Campus in the heart of central London, further details available at https://www.kcl.ac.uk/nms and https://www.kcl.ac.uk/physics

This post will be offered on an indefinite contract

This is a full-time post – 100% full time equivalent

Key responsibilities

  • Co-ordinate the UG induction and registration programme for new students, including the creation of departmental records and assigning Personal Tutors.
  • Act as the primary, local point of contact for all UG Physics programme-related enquiries from students and staff across the Faculty and College.
  • Responsible for co-ordinating and managing the student ‘Buddies’ scheme.
  • Support and advise members of the departmental student societies with arrangements for student activities and events.
  • Secretary to, and full participatory member of, the UG Staff Student Liaison Committee(s), including scheduling meeting dates, booking rooms & catering (if applicable), inviting attendees, requesting agenda items, circulating agendas & papers and writing up and distributing the minutes.
  • Co-ordinate career meetings for students and distribute career-related information, including employment and work experience opportunities where appropriate.
  • Ensure maintenance of the student-facing and programme-related notice boards in the Department.
  • Ensure the correct set-up and maintenance of programme-related information on e-learning platforms, such as KEATs.
  • Take responsibility for the sale of course notes where applicable.
  • Contribute to submission of teaching information on web data collection system for timetabling purposes, and provide support for checking the draft timetable.
  • Support the administration of Study Abroad students in co-operation with the Study Abroad Tutor and the Study Abroad Office.
  • Secretary to the UG Physics Sub Assessment Board(s), including scheduling meeting dates, booking rooms & catering (if applicable), inviting attendees, requesting agenda items, circulating agendas & papers and writing up and distributing the minutes.
  • Liaise with the external examiners, including sending timely reminders regarding deadlines for external examiner reports and examination paper approval as necessary.
  • Provide analysis of student results for Sub Assessment Boards.
  • Provide Sub Assessment Board reports for student results, including paperwork such as the Exams Office summary sheet and Total Examination Records (TERs) for individual students as necessary.
  • Archive all UG exam papers, coursework and projects.
  • Organise and co-ordinate coursework submissions and UG project submissions.
  • Responsible for the submission of Mitigating Circumstances forms from students, ensuring these are considered in a timely manner, that the decisions are communicated appropriately to the students and that decisions are reported to the Sub Assessment Board(s).
  • Monitor student debtors, notifying relevant staff as necessary and ensuring that academic results are not released to debtors.
  • Responsibility for the production of the UG student handbooks, ensuring the inclusion of accurate and up-to-date information in liaison with academic, Faculty and central services staff.
  • Maintain UG Physics student records, both paper and electronic, providing data reports and analysis as required using university systems and databases, such as SITS, the Admissions Portal, etc.
  • Disseminate relevant aspects of module/programme specifications for use in the prospectus, handbook, web, SITS, Student Records etc. in liaison with academic staff.
  • Support the quality assurance within the department, for example, to assist in the preparation of materials, such as statistics, for audits and reviews.
  • Co-ordinate the set-up and collection of student evaluation questionnaires, both paper-based and online, providing analysis of feedback as required.
  • Monitor module registrations and programme diets using the College database (SITS) and online systems (Student Records), approving module selections as required.
  • Monitor and analyse student attendance and liaise with the Assessments & Records Centre (ARC) as necessary with regard to Departmental policy and UK Visas & Immigration reporting.
  • Contribute to promotional literature for UG Physics programmes, including entries in the prospectus.
  • Responsible for updating Senior Tutors with Faculty and university policies and procedures and disseminate relevant information to students via email, notice boards and the web.
  • Undertake student and teaching-related projects, as required by the Department Manager.
  • Attend Faculty and Campus professional services meetings as required to share good practice and receive/disseminate information.
  • Support equality of opportunity and equity of treatment to all staff and students.
  • Commit to own personal development and training.
  • Contribute to ta culture of professionalism and customer service.
  • Act as evacuation marshal.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.
Skills, knowledge, and experience

Essential criteria

  • Office administration skills, preferably in an academic environment, to include excellent written and oral communication; a good working knowledge of Microsoft Office, databases and other IT tools.
  • The ability to handle a diverse range of enquiries from a wide variety of people in a professional and assured manner, in person, over the phone and via email.
  • Ability to work independently, proactively and flexibly, using own judgement, initiative and discretion where necessary
  • Ability to work as part of a team as well as independently with a minimum of supervision
  • Ability to multi-task, balancing competing priorities under pressure of deadlines and workload
  • Methodical but flexible approach to work with a good eye for detail
  • Ability to comprehend complex issues quickly
  • GCSE English and Maths at grade C or above

Desirable criteria

  • Education to degree level or equivalent
  • Experience of committee administration
  • Experience of using a student records system, such as SITS

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