Research Student Administrator - LDoc Studentships (0.8FTE) - Job Description

Royal College of Art Postgraduate Art & Design ROYAL COLLEGE OF ART JOB DESCRIPTION Post: Research Student Administrator – Ldoc & Studentships Directorate: Research & Innovation Responsible to: General Manager FTE 0.8 FTE Grade: Term: Fixed term contract until 31 October 2022 Background The Royal College of Art, the world’s number one university for art and design, provides students with unrivalled opportunities to deliver art and design projects that transform the world A small, specialist and research-intensive postgraduate institution based in the heart of London, the RCA is a high performing, radical traditionalist in a fast-paced world The RCA's approach is founded on the premise that art, design, creative thinking, science, engineering and technology must all collaborate to solve today's global challenges The College employs around 1000 professionals from around the world – professors, researchers, art and design practitioners, advisers and visiting lecturers – to teach and develop students in 30 academic programmes RCA students are exposed to new knowledge in a way that encourages them to experiment Working across scientific and technical canvases and beyond set boundaries, RCA students seek to solve real-world problems The RCA runs joint courses with Imperial College London and the Victoria & Albert Museum InnovationRCA, the College’s centre for enterprise, entrepreneurship, incubation and business support, has helped over 50 RCA business ideas become a reality that has led to the creation of over 600 UK jobs The RCA GenerationRCA campaign, launched in 2019, propels the College’s radical new academic vision by focusing on three key pillars: ‘Place, Projects and People’ This programme sees the RCA transform its campuses and the ways in which the College teaches, researches and creates It includes the construction of the Herzog & de Meuron-design flagship building in Battersea and introduction of future programmes centres on nano and soft robotics, computer science and machine learning, materials science and the circular economy Royal College of Art Postgraduate Art & Design Alumni include Sir David Adjaye OBE, Christopher Bailey MBE, Sir James Dyson CBE, David Hockney OM CH RA, Tracey Emin CBE, Thomas Heatherwick CBE, Lubaina Himid CBE, Dame Zandra Rhodes DBE, Sir Ridley Scott and Clare Waight Keller Research and Knowledge Exchange Research and Knowledge Exchange provides central infrastructure, expertise and support across the strategically important areas of research, knowledge exchange, executive education and research degrees The Research and Knowledge Exchange office at the RCA is led by the Director of Research and Innovation, who is also responsible for the RCA's Research Centres and lnnovationRCA and is a member of the College's Senior Management Team The Research and Knowledge Exchange Administrative team, led by the General Manager, Research and Innovation, provides key administrative support across the diverse areas of research development, research information management, knowledge exchange, executive education, postgraduate research students, Critical and Historical Studies and Master of Research Purpose of the post: Support the delivery, coordination, organisation and administration of the RCA's studentships This is a key role supporting the General Manager, Research & Innovation and Head of Research Programmes in pursuit of excellent standards of postgraduate education and an unrivalled student experience The role will span all elements of administration across the funded student lifecycle, including work on planning and development, marketing, events, admissions, student induction, student records, assessment and feedback and examination administration This role currently leads on the day-to-day administration and financial management of the London Doctoral Design Centre (LDoc), a specialist consortium for doctoral training with a focus on practice-led design research, for which RCA is the lead institution While this role is focused on funded research students and is managed by, and works directly to, the General Manager, emphasis is placed on teamwork, and it is expected that the postholder will work with colleagues across the directorate according to the demands of fluctuating workloads and priorities Main Duties and Responsibilities: • • • • • Studentships Administration Act as first point of contact for funded research student enquiries Where RCA is the lead partner (e.g Ldoc) maintain accurate records and oversight of claims and the distribution of funds, ensuring timely receipt of partner claims and checking invoices from partners Manage the process for AHRC and other funded studentship applications, working with Head of Research programmes to ensure a robust and fair process is in place Provide all necessary administrative support for the organisation and delivery of activities as part of RCA's doctoral training partnerships, including working Royal College of Art Postgraduate Art & Design • • • with academic and administrative staff to develop and implement ideas for training and other events Develop and maintain effective working relationships with a diverse range of students, staff in at RCA and in partner institutions as well as external partners, being responsible for dealing with a range of queries Act as secretary to relevant committees and steering groups, including setting meeting dates and agenda, preparing and circulating agenda and papers, ensuring actions are completed and providing written and verbal updates as required Finance • • • Working in conjunction with the RCA's Finance department, lead on the day-to-day financial management of all studentships funds including distributing funds among the consortium partners, planning and monitoring funded students payments and maintenance of J-eS records and other UKRI compliance processes Administer the engagement and payment of visiting lecturers and casual workers Raise purchase orders and manage financial activities using Agresso Record-keeping and Reporting • • • Be responsible for the production, monitoring and checking of key statistics and data across all aspects of funded research students including submissions, completion times and rates working in conjunction with the General Manager, Research & innovation, the Research Information Manager and other senior staff Monitor and maintain appropriate records of financial, student and other data (e.g., application information, equal opportunities data, doctoral submission rates etc.) as required, in line with relevant RCA and AHRC quality assurance and data management standards and policies Compile and submit formal evaluation reports as required by funders, including financial and other data as well as case studies of student work and events Communications • • Ensure a strong and positive social media presence for RCA's doctoral training partnerships, including twitter, posting student blogs, and regular newsletters Coordinate content development for the relevant sections of the RCA, Ldoc website and Intranet, maintaining content accuracy General • • • • • Be responsible for meeting room configuration and set-up including ensuring AV equipment is working and setting up video/Skype calls and proactively liaising with ITS where appropriate Room booking through the RCA's timetabling system (CELCAT) Provide administrative support to committees, open evenings and events as required Proactively seek and suggest more effective administrative and communication systems Contribute as required by Research Information Manager to the collation of data for external and internal reports Royal College of Art Postgraduate Art & Design • • • • • Develop and maintain effective working relationships with administrative and academic staff across Schools and Professional Services Demonstrate a professional and proactive approach to work at all times, and be prepared to suggest improvement to ensure efficient, accuracy and high- quality administration is maintained Provide support and cover for other Administrators in the team as required Work collaboratively with Research and Knowledge Exchange Administrators to ensure all aspects of student administration is delivered to a high standard Assume any other administrative tasks and responsibilities as requested by the General Manager, Research & Innovation Person Specification: Essential characteristics of the postholder: • Educated to degree level or equivalent • Relevant experience of working in higher education • Administrative experience of working in a busy customer focused environment with the ability to deal with a variety of student and education related issues with tact and sensitivity • Highly numerate with experience of working to specific budgets, timescales and guidelines • High level of accuracy and attention to detail • Ability to manage and prioritise a heavy workload whilst retaining excellent customer service standards • Excellent organisational skills • Problem solver • Naturally collaborative • Minute-taking skills • Good level of digital literacy and proficient in the use of productivity suites (email, calendar documents, spreadsheets, databases) such as Microsoft Office or Google for work • Good understanding of standards around managing, protecting and re-using information, including information security best practice and data protection principles • Excellent communication skills with people at all levels • The ability to use initiative, multi-task and work as part of a team • Experience of postgraduate administration, including use of Je-S (Joint Electronic Submission system) and college systems and software - Financial (Agresso, HR/Payroll (Itrent), time-tabling software (CELCAT) and student software/database Desirable characteristics of the postholder: • Experience of compiling formal reports for committees or external funders • Experience of developing or maintaining website and social media content • An interest and enthusiasm for contemporary art, design and culture Royal College of Art Postgraduate Art & Design Additional Information • Fixed term contract until 31 October 2022 • Salary working 28 hours per week (0.8 FTE), £25,758 - £29,510 per annum inclusive of London Allowance • Normal hours will total 28 hours per week over days, 9.30am to 5.30pm with an hour each day for lunch • 25 days annual leave pro rata plus extended breaks at Christmas and Easter NOVEMBER 2021 PAY & BENEFITS Pension The Royal College of Art is a member of the Superannuation Arrangements of the University of London (SAUL) which is a contributory defined benefit pension scheme The college will contribute a sum equal to 16% of your salary while you pay 6% Holiday 15 days paid leave a year plus bank and public holidays normally observed in England and Wales In addition, the college is normally closed for six days a year, one day either side of Easter and the remainder between Christmas and New Year Season ticket loans Interest-free loans are available for staff to purchase annual season tickets Enhanced maternity and adoption pay Qualifying employees are entitled to enhanced maternity/adoption pay: 26 weeks' full pay, 13 weeks Statutory Maternity/Adoption Pay This compares to the statutory provision of 90% of average pay for weeks followed by Statutory Maternity/ Adoption Pay for 33 weeks Enhanced paternity pay Qualifying employees are entitled to two weeks' paternity leave entitlement at full pay This compares to the statutory provision of two weeks' pay at the statutory rate Enhanced sick pay Occupational sick pay after six months' service is three months' full pay/three months' half pay 24/7 confidential support Staff and family members in their household have access to a free, external confidential support service for work, financial, legal, family and personal problems 24 hours a day, 365 days a year Occupational health Occupational Health support for the College is provided by Imperial College's occupational health service at their South Kensington Campus Cycle to Work Scheme The Royal College of Art has signed up to the Cycle to Work Scheme - part of the government's Green Transport Initiative - which allows employees to make significant savings on purchasing new bikes and safety equipment Life Cover Active members of the SAUL pension scheme automatically receive life cover A lump sum of four times your salary together with a refund of your contributions and a 2/3 pension for your dependent/spouse is payable should you die whilst in employment Library All staff are welcome to join the college library Events All staff are welcome to attend exhibitions, lectures and private views held by academic schools and programmes  ... day-to-day financial management of all studentships funds including distributing funds among the consortium partners, planning and monitoring funded students payments and maintenance of J-eS... and Responsibilities: • • • • • Studentships Administration Act as first point of contact for funded research student enquiries Where RCA is the lead partner (e.g Ldoc) maintain accurate records... Centre (LDoc) , a specialist consortium for doctoral training with a focus on practice-led design research, for which RCA is the lead institution While this role is focused on funded research students