Job Profile
Job title Programme Officer
Reporting to Head of Operations – Education and Training Division
Employer Anna Freud
£31,366 FTE per annum, plus 6% contributory pension
Salary
scheme
Hybrid (a mixture of home/onsite working): staff are
currently working onsite for at least 20% of their working
Location hours, at our London site (4-8 Rodney Street, London N1
9JH). The post-holder will also be expected to support any
in-person teaching days as required.
Full-time (35 hours per week): usual working hours are
Working hours Monday to Friday, 09:00-17:00. Flexible working is
possible.
Holidays 27 days plus Bank Holidays FTE
Contract type Fixed-term, 14 months (maternity cover)
DBS level Standard
About Anna Freud
We are a world-leading mental health charity for children, young people and their
families. Our purpose is to take everything that we have learned over the last 70
years, and to transform the mental health of current and future generations of
children and young people, to close the gap between mental illness and mental
wellness – and to create a more compassionate society for everyone. Our vision is a
world where all children and young people are supported effectively to enable
them to develop their emotional and mental health, build on their strengths and
achieve their goals in life. Our mission is to close the gap in wellbeing and mental
health by advancing, translating, delivering, and sharing the best science and
practice with everyone who impacts the lives of children, young people and their
families.
Job Profile 1
Purpose and overview of the role
Anna Freud works in close collaboration with University College London (UCL) to
deliver a series of postgraduate programmes that are accredited and awarded by
the university. Further details can be found online:
[Link]
programmes/.
The Programme Officer will be based within the Postgraduate Studies team in our
Education and Training Division. With a growing programme portfolio and
increasing number of students, the post-holder will provide administrative support
for the delivery of postgraduate programmes at Anna Freud.
Working under direction and daily supervision from their line manager, and
alongside the direction of the relevant Programme Directors, the post-holder will
work as part of a wider team of Programme Officers. The most substantive
element of the post will entail providing programme administration support. This
will include supporting the delivery of key elements of the student life cycle to
provide a high-quality service to prospective and current students, as well as
programme staff. In addition to providing specialist support to enhance the student
experience, the post-holder will contribute to a range of other activities to support
the delivery of Postgraduate Studies.
Main responsibilities of the role
Programme Organisation:
• Keep up-to-date with changes in UCL academic regulations and ensure UCL
• procedures are followed;
• Attend any briefing meetings or consultations led by UCL to ensure
programmes adhere to UCL regulations and contribute to the development
of new protocols that are fit for purpose with respect to Anna Freud’s
professional programmes;
• Support programme development through completion of the annual
Academic Review and module/diet maintenance task;
• Undertake training in relevant UCL and Anna Freud systems and procedures
such as Portico;
• Set up a range of IT and AV equipment on teaching days in the required
rooms;
• Provide support with delivery of online teaching using a range of online
teaching platforms as needed, and attend relevant training sessions;
• Distribute, collect and collate end of module, assessment and end of year
student feedback forms, providing support to programme leads to analyse
the findings;
• Support programme staff with other administrative tasks related to the
delivery of postgraduate programmes;
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• Handle confidential and sensitive student data in line with GDPR
requirements.
Admissions and Recruitment:
• Assist in recruitment initiatives and any associated events including the co-
ordination of interviews, as required;
• Ensure that entries in the UCL prospectus, advertising materials, programme
handbook and web pages relating to designated programme matters are
accurate, up to date and CMA compliant;
• Manage student applications via UCL Select, including making offers to
successful candidates and managing programme acceptances;
• Support programme staff with reviewing applications and making decisions
in line with admissions procedures and programme entry criteria;
• Working with the Senior Education Manager and relevant Programme
Directors and teams to coordinate start of session arrangements including
induction arrangements;
• Collation of welcome packs and enrolment arrangements for the registration
of new students;
• Carry out routine updates to staff/student handbooks, programme
handbooks and module outlines as well as maintaining any other relevant
programme documentation.
Student Records, Timetabling and General Enquiries:
• Act as a first point of contact for all staff/student enquiries, dealing with a
range of queries received by telephone, email, letter and/or in person,
delegating queries or concerns where appropriate;
• Work with relevant colleagues to coordinate student timetables for
designated programmes, including facilitating advanced planning and room
bookings;
• Liaise with UCL Disability Services to seek appropriate provision for students
with disabilities and a Summary of Reasonable Adjustments;
• Create and maintain electronic student files as necessary;
• Support programme staff to monitor and record student attendance,
engagement and progress;
• Create and distribute registers/attendance lists to academic/teaching staff
as necessary;
• Liaise with relevant colleagues in UCL, including the Faculty of Brain
Sciences;
• Division of Psychology and Language Sciences, Academic Services,
Admissions;
• Examinations and Student Records;
• Create and maintain Moodle pages to upload relevant programme / module
/ teaching content and manage assessment submissions;
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• Process programme/module changes, withdrawals and interruptions of study
for students, as well as requests for extenuating circumstances.
Assessment and Examinations:
• Track, collate and coordinate all assessment questions and solutions,
formatting assessment papers and marking criteria, as necessary;
• Coordinate and produce mark sheets for assessments;
• Coordinate student assessment submission, marking, return of timely
feedback;
• Collect, distribute, track and file all courses assignments, mark sheets and
final marks;
• Coordinate programme arrangements for external examination of
assessment scripts, liaising with relevant external examiners to gather
sample work and send out scripts for external scrutiny and ratification;
• Manage all UCL Portico requirements including inputting and processing of
final marks;
• Create and maintain accurate records of any student requests for
extenuating circumstances meetings and related outcomes;
• Help to coordinate the annual Board of Examiners meeting, servicing the
meeting including room and catering bookings, agenda setting and minute
taking.
Meetings and Committee Servicing:
• Maintain regular communication and joint working with all Programme
Officers in the team;
• Maintain regular communication with the Programme teams through email
and regular meetings;
• Attend all internal PGS meetings and programme meetings, taking minutes
as required;
• Coordinate the appointment and induction of student representatives to the
designated programmes;
• Coordinate termly Staff Student Consultative Committee meetings, liaising
with the Chair and programme staff to gather agenda items, distribute
paperwork, contribute to the meeting, taking and circulating minutes and
ensuring that agreed actions are carried out by the relevant staff.
Other duties:
• Assist with ad hoc administration across all postgraduate courses as and
when required;
• Provide cover for other colleagues in busy periods or when staff are on
annual or sick leave;
• Assist with recruitment and other events as required;
• Assist the Senior Education Manager, Programme Directors and programme
staff as and when required with correspondence, diary management,
enquiries, room bookings, etc.;
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• Make arrangements for workshops, meetings, seminars and other ad hoc
events relating to the designated programme as and when required;
• Work closely with the Senior Education Manager to review and enhance
administrative systems to better support learning and teaching activities;
• Management of alumni information, including identifying graduate
destinations and progress, etc.
All employee responsibilities:
• To maintain an awareness of and actively follow and promote Anna Freud’s
policies, including Equal Opportunities, Health and Safety, Safeguarding and
Information Governance;
• To complete all Anna Freud mandatory training, including but not limited to
Safeguarding, Health and Safety, Equality and Diversity and Information
Governance, within the required timescales;
• The welfare of the children, young people and vulnerable adults who come into
contact with our services either directly or indirectly is paramount and all staff
have a responsibility to ensure that best practice is followed, including
compliance with statutory requirements.
• To lead by example by demonstrating the values and behaviours in the Anna
Freud behavioural framework, making sure both how we work and what we
achieve are equally important;
• To contribute to a values-led culture, recognising that the behavioural
framework is shaped by staff across Anna Freud.
To be noted
This is not an exhaustive list of tasks; the employee will be asked to undertake
other ad hoc tasks relevant with the scope and purpose of this role. This job
description reflects the present requirements of the role, and as duties and
responsibilities change/develop, the job description will be reviewed and be
subject to amendment in consultation with the post-holder.
Job Profile 5
Person Specification
Before starting your application, please read the below in full to understand the
requirements of this role. The key criteria which will help us to assess candidates
are listed below. There is guidance to highlight at which stage the criteria will be
assessed. Please ensure all criteria listed to be assessed at application stage are
evidenced in your supporting statement.
Criteria Assessment Method
(Application/Interview/Task)
Experience and/or knowledge
Programme/course administration in Application/Interview/Task
higher/further education or a teaching and
learning environment
Skills and/or abilities
Strong interpersonal, verbal and written Application/Interview/Task
communication skills, with the ability to
diplomatically and confidentially liaise with a
variety of staff and students
Ability to pay attention to detail and work Application/Interview/Task
accurately with high volumes of information
Ability to work pro-actively and autonomously Application/Interview/Task
but also collaboratively and under
guidance/instructions from senior and more
experienced colleagues in the staff team
Ability to manage own workload, work well Application/Interview/Task
under pressure and prioritise conflicting
deadlines with little supervision
Ability to use/willing and able to quickly learn Application/Interview/Task
how to use of a range of technology, including
university- specific databases for prospective
and current student data processing, as well as
online communication platforms such as Zoom
and Microsoft Teams to support delivery of
online teaching and meetings
Confident IT user, particularly Microsoft Office Application/Interview/Task
suite (e.g. Word, Excel, Outlook and
PowerPoint)
Other requirements
Commitment to high-quality service provision Application/Interview/Task
and delivering an excellent student experience
During the interview(s), candidates will be asked at least one question regarding
our values, and one question regarding equity, diversity and inclusion (EDI). We
expect everyone to actively demonstrate our values and inclusive behaviours in all
areas of their work. Our values and EDI statement can be viewed here.
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Equal opportunity
We ask our people to share their diversity dimensions with us as it helps us to
identify, tackle and prevent any bias appearing across the employee lifecycle at
Anna Freud. Monitoring this information allows us to understand how well our
efforts to improve diversity, equity and inclusion are working. Your responses will
be held securely by our HR team in accordance with our privacy policy and will not
be seen by recruiting managers or the interview panel at any stage of recruitment,
therefore your responses will not form part of our selection process.
Further support
We want to ensure all candidates can access and apply for our vacancies equitably,
if you require any additional assistance to apply or would like to find out more
about the role, please contact us on recruitment@[Link]. We aim to
provide reasonable adjustments where operationally possible for the work that we
do.
Post-interview
If successful after interviewing, you will be notified verbally with a job offer and
pre-employment checks will be initiated.
Job Profile 7