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JOB DESCRIPTION

1. JOB TITLE: Policy Implementation Officer: Collaborative Provision and

Partnerships (Reference No: HRMS/10086a)

2. ROLE CODE: PIOAQSS

3. DEPARTMENT: Academic Quality Support Services (AQSS)

4. ORGANISATION CHART: Attached

5. JOB PURPOSE:

 To co-ordinate processes for the approval of new collaborative partnerships,

including the analysis of proposed partners.

 To co-ordinate processes for the periodic review of collaborative partnerships,

including the assembling and servicing of review panels.

 To advise the Principal Assistant Registrar (Academic Development) on the

current status of collaborative provision proposals and on sector-wide

developments which have a bearing on the refinement of procedures and

regulations.

 To provide advice and guidance to academic and administrative staff

colleagues, including those external to the University, on the interpretation of

internal and external regulations and requirements, (such as through

validation panels), as they affect partnership approval and periodic review,

and on relevant procedures.

 To service Partnerships sub-Committee and regular operational meetings

with Associate Colleges and others.

As appropriate, to contribute to the overall work of AQSS in such matters as the

servicing of other University committees, validations, internal audits and working

groups, and Awards Assessment

6. BACKGROUND INFORMATION:

Academic Quality Support Services (AQSS) exists to provide advice, guidance and

administrative support in the areas of quality assurance and enhancement, and in

relation to academic audit and review. It is also charged with the maintenance of the

University’s Quality & Standards Manual and other documentation associated with

quality assurance and quality control, and seeks to ensure adherence across the

institution and among its collaborative partners to the regulations and requirements

contained therein, in the light of the national academic infrastructure.

7. WORK PERFORMED AND/OR KEY RESULT AREAS:

 Provides effective liaison between AQSS, Faculty Administrators, University

programme leaders and link tutors, and external partners, so as to ensure

that documentation associated with partnership approval and review is

properly processed and progressed.

 Co-ordinates schedules, deadlines and both internal and external panel

membership in relation to partnership review, both in the UK and overseas.

 Participates in the work of partnership approval and in partner review panels,

in the UK and overseas, advising panel members concerning procedures,

regulations and good practice, and writing reports to tight deadlines for

submission to the chairs of the panels or to Partnerships sub-Committee and

Quality & Standards Committee, as appropriate. This involves the

communication (oral or written as appropriate to context) of often complex

conceptual ideas or complex information which may be highly detailed,

technical or specialist. It also requires an input to decision-making which has

a moderate impact, given the normal three-to-six-year life cycle of an

approved partnership and the potential risk to the University’s reputation

which such partnerships entail.

 Participates in the work of validations, under the co-ordination of the Policy

Implementation Officer: Validations, through acting as Quality Adviser or

Minuting Sectrary to validation panels.

 Delivers formal and informal training to academic and administrative support

staff on partnership approval and review procedures, including annual

updates thereto.

 Services Partnerships sub-Committee and twice yearly operational meetings

with senior representatives of the University’s Associate Colleges, frequently

being the senior quality assurance officer present and advising accordingly on

the rationale, purpose and operation of complex procedures.

 Ensures that the University’s register of collaborative partnerships, and of

approved partner staff entitled to Sharepoint access and to deliver and

assess students on collaborative programmes is kept up-to-date, liaising with

LIS as appropriate.

 Prepares, distributes and monitors formal documents relating to agreements

with partners and their programmes, including financial annexes.

 Prepares user-friendly guides to procedures for collaborative partner staff and

students and assists the Principal Assistant Registrar with revisions to the

official Collaborative Provision Handbook.

 Fulfils other duties as required within the remit of AQSS, commensurate with

the responsibilities attached to the post.

7.1 Communication

The role holder is required to communicate information clearly and accurately, orally

and in writing, frequently on a daily basis. This communication (oral or written as

appropriate to context) often involves complex conceptual ideas or complex

information which may be highly detailed, technical or specialist, relating to the

interpretation of the QAA’s Code of Practice section 2 on collaborative provision and

partnerships. This includes advice based on the interpretation in particular situations

of the University’s Principles & Regulations and Handbook on Collaborative

Provision, taking account of the precise nature of the partnership and the applicability

of procedures in specific contexts.

The role holder frequently prepares detailed reports relating to the approval and

review of partnership arrangements, selecting material for inclusion and

communicating both the discussion and the conclusions clearly and accurately for

consideration by relevant committees.

All this involves information which needs careful explanation or interpretation to help

others understand, taking into account what to communicate and how best to convey

the information to others, and sometimes requires detailed and specialist knowledge

and an understanding of the complexities pertaining to different types of collaborative

partnership and the procedures appropriate to each type.

7.2 Teamwork and Motivation

The role holder is required to participate in the work of the AQSS team as a whole,

especially that involved in collaborative provision and partnerships. It is also

important for the role holder to maintain good positive relationships both with external

partners and with panels working and travelling together to approval and review

events.

7.3 Liaison and Networking

The role holder liaises with the Principal Assistant Registrar (Academic

Development) who is the immediate line manager on behalf of the Dean of Academic

Quality & Standards. There is regular contact in person, by telephone, in writing and

electronically with potentially all University staff from Senior Management to junior

academic and support service colleagues, with external advisers to panels, and with

staff of collaborative partner institutions, including those who are in the process of

applying for partner status. This contact is usually initiated by the role holder,

working within the University’s overall procedures but adapting them as appropriate

to context. The role holder will be required to represent the University to external

partners, both existing and potential, and will therefore carry considerable

responsibility for maintaining the enhancing the image and reputation of the

institution.

7.4 Service Delivery

The role holder is required to deal promptly and constructively with those who contact

AQSS in connection with collaborative partnerships or other quality-related matters.

Much of this contact will relate to routine enquiries regarding procedures, but

occasionally sensitive and complex situations will arise, such as discussions over the

finances to be charged to partners or the qualifications of a partner member of staff.

Decisions on these more complex matters will normally be referred elsewhere but

clarity and tact will be required in dealing with them.

7.5 Decision Making

The role holder reports to the Principal Assistant Registrar (Academic Development)

and the Dean of Academic Quality & Standards as necessary for a wide range of

responsibilities, but has considerable freedom to act independently in order to

accomplish objectives, within an overall framework set by the line-manager. This will

frequently involve decision-making on such matters as the personnel to be invited to

participate in a panel (with a need to ensure breadth and balance of composition),

the selection of information to be disseminated to partners, and the scheduling of

approval and review events in the light of competing pressures.

In a panel-servicing role, the role holder will often be the senior quality officer present

and accordingly will advise Chairs and members of partnership approval and review

panels on procedures, regulations and good practice, helping to build co-operation by

setting an example and showing a flexible approach to delivery of results. The role

holder works with panel members to reach optimal conclusions and collaborative

decisions which have a moderate impact, given the three-to-six-year life-cycle of

partnerships

7.6 Planning and Organising Resources

The role holder operates a PC with word processing and spreadsheet software,

which provides access to the central Sharepoint network and to a laser printer. The

role holder monitors a budget for partnership approval and review fees and

expenses. The role holder is required to plan, prioritise and organise their own work

and that of others involved in the process of partnership approval and review.

The role holder is not a line manager but co-ordinates the work of an Administrator in

helping to fulfil the duties outlined above, as well as co-ordinating the contributions of

those involved in partnership approval and review processes.

7.7 Initiative and Problem Solving

The role holder is expected to demonstrate individual initiative and to exercise

professional judgment and considerable discretion in the operation of information

flows within the University, in relation to quality assurance procedures, in the

management of partnership approval and review processes, and in the guidance

offered to staff, students, partners and external advisers. The Dean of Academic

Quality & Standards and the Principal Assistant Registrar to whom the role holder

immediately reports will often be engaged in other duties elsewhere within the

University or beyond, with the result that the role holder will be obliged to take a high

proportion of operational decisions on her/his own initiative.

In any event, the task- and project-based approach adopted within AQSS demands

independent working practice and sets a premium on problem-solving and finding

workable solutions to operational matters, in conjunction with other members of the

AQSS staff team as appropriate. This often requires the completion of projects and

production of written reports to tight deadlines.

The role holder is expected to demonstrate this initiative and creativity to resolve

problems relating to collaborative provision and partnerships, in circumstances where

the QAA acknowledges that its Code of Practice relating to this area of work is out of

date. In particular, the appropriate relationship with employers with whom the

University is working under HEFCE-funded employer-engagement initiatives is one

which poses considerable challenge for the role holder, who will occasionally have to

contribute to decisions on whether or not each relationship which is established

requires the formalities associated with a conventional partnership arrangement as

defined by QAA. The role holder is therefore at the cutting-edge of quality

management, in an area of great strategic and reputational importance to the

University.

7.8 Analysis and Research

The role holder is required to analyse data or information, for example qualitative and

quantitative assessments of the performance of collaborative partners, largely using

predetermined procedures but with freedom to adapt these as necessary. It is

imperative that the role holder works accurately to complete the task precisely as

specified. The role holder is also required to investigate sector-wide best practice in

the relevant field of activity, in order to advise the University accordingly.

7.9 Sensory and Physical Demands

The role holder is required to complete basic tasks which either would require either

a minimum of instruction or light physical effort, though transportation of supporting

documents to the main campus or other event location is sometimes necessary.

7.10 Work Environment

The role holder is required to work in an environment which is relatively stable, with

shared office and own PC-equipped workstation. Physical effort required is only

such as expected from office work, other than transportation of documentation to

main campus or other location for the partnership approval or review event. The role

holder will be required to travel to locations elsewhere in the country or overseas as

necessary.

7.11 Pastoral Care and Welfare

The role holder may be required to show sensitivity to those who may need help or,

in extreme cases, are showing signs of obvious distress; initiate appropriate action by

involving relevant people.

7.12 Team Development

The role holder is occasionally required to advise or guide new starters working in the

AQSS on standard information or procedures. It is also an important requirement of

the post frequently to advise those new to the programme approval and review

process.

7.13 Teaching and Learning Support

The role holder occasionally delivers training to link tutors or collaborative partner

staff.

7.14 Knowledge and Experience

The role holder is required to apply working knowledge of theory and practice in the

area of collaborative provision and partnerships, sharing this knowledge with others

as appropriate, and to demonstrate continuous specialist development by acquiring

relevant skills and competencies through staff development.

7.15 General

To undertake any other duties commensurate with your grade, and/or hours of work,

as may reasonably be required of you.

To take responsibility for upholding and complying with the University’s Equality and

Diversity policies and for behaving in ways that are consistent with fair and equal

treatment for all.

To comply with all University Health and Safety policies.

MINIMUM REQUIREMENTS

Essential Qualifications

 Degree or equivalent professional qualifications.

Specific Experience

 Considerable experience of administrative procedures is essential, including

office practice; experience of educational administration, preferably in a FE or

HE context, is also desirable; excellent minuting and report-writing skills

essential. Understanding of the principles of quality assurance and their

application in a higher education setting is desirable, as is a sound grasp of

the complexities of policy development, monitoring and implementation

especially in the area of collaborative provision and partnerships.

Other required attributes

 Excellent oral and written communication and interpersonal skills essential;

computer literacy, with experience of applications in an educational setting

and high level word processing skills essential; ability to work on one’s own

initiative in an independent project-based mode is essential, as well as team-

working when necessary; good organising abilities for activities ranging from

small working groups to partnership approval and review events essential.

 Flexibility of approach to problem-solving, sensitivity, meticulous attention to

detail, and considerable tact, diplomacy and integrity are essential personal

characteristics.

Essential Requirements are those, without which, a candidate would not be able to do the job.

Applicants who have not clearly demonstrated in their application that they possess the essential

requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that

would be useful for the post holder to possess and will be considered when more than one applicant

meets the essential requirements.

PERSON SPECIFICATION

Job Title & Department:

POLICY IMPLEMENTATION OFFICER: COLLABORATIVE PROVISION & PARTNERSHIPS (AQSS)

Criteria

Essential

Desirable

Method of identification

(i.e. application form,

interview, test)

Selection Panel use this

section to match your skills

and abilities to the criteria

outlined

Qualifications:

Honours degree or equivalent professional qualifications

Essential

Application form

Proven Experience:

Considerable experience of administrative practice in an office

environment, preferably within FE and/or HE administration,

Excellent minuting and report-writing skills

Essnetial

Essential

Application form/interview

Knowledge, skills and abilities:

Understanding of the principles of quality assurance in an HE

context

A sound grasp of principles underlying collaborative provision

processes

Desirable

Application form/interview

Other Attributes:

Excellent interpersonal skills, and skills of oral and written

communication.

Computer literacy in applications relevant to education, and high-

level word-processing skills.

Good organising abilities and ability to work on one’s own initiative

in project-mode,

Work independently and as part of a team as required.

Flexibility, tact, meticulous attention to detail and sensitivity to the

context in which collaborative partnerships operate.

Readiness to travel, for instance through possession of a driving

licence and willingness to fly.

Essential

Application form/interview

Application form

Application form/interview

Policy Implementation

Officer

Policy Implementation

Officer (Collaborative

Provision and Partnerships)

Administrative Officer

(Review and Student Affairs)

Admin Assistant

(General office

support) Vacant

Policy Implementation

Officer

External Examiners/Quality

Support

Assistant Registrar

(Information, Monitoring

& Evaluation

Senior Assistant Registrar

(Review, Student Affairs)

Principal Assistant Registrar

(Partnerships and Academic

Strategic Development)

PROGRAMME DEVELOPMENT

& PARTNERSHIPS

REVIEW & STUDENT AFFAIRS

INFORMATION, MONITORING

& EVALUATION

Administrator (Information

& Monitoring)

Assistant Registrar

(Assessment, Quality,

Administrator

(Programme Approval and Partnerships)

ASSESSMENT &

REGULATIONS

Policy Implementation

Officer

(Validation)

Associate Dean

Dean of Academic

Quality & Enhancement

TERMS & CONDITIONS OF EMPLOYMENT

POLICY IMPLEMENTATION OFFICER: COLLABORATIVE PROVISION AND

PARTNERSHIPS

ACADEMIC QUALITY SUPPORT SERVICES

9 MONTH FIXED TERM CONTRACT

SALARY SCALE

University Scale OS7, points 23 - 26, £24,370 - £26,629 per annum, payable monthly in

arrears.

HOURS OF WORK

36.5 hours per week to be worked as follows:

Monday – Thursday 8:30am – 5:00pm

Friday 8:30am – 4:00pm (less one hour lunch break each day)

RESIDENCE REQUIREMENT

It is a requirement of this post that within 12 months of appointment, the post-holder should

live within a 30 mile radius or within a one hour travelling time by public transport from the

University.

HOLIDAY ENTITLEMENT

22 days per annum (pro-rata during the commencement and cessation years), rising to 27

days per annum after five years' continuous service. Two extra statutory days per annum

during the Christmas period.

MEDICAL EXAMINATION

Successful candidates will be required to complete an Occupational Health questionnaire,

and may be required to undergo a medical examination.

ESSENTIAL CERTIFICATES

Short-listed candidates will be asked to bring to interview, proof of qualifications as

outlined on the Job Description and Person Specification provided. Upon appointment,

copies of essential certificates will be required by HRM Services.

PENSION SCHEME

The University is an admitted body to the Cheshire local government pension scheme. All

support staff are eligible for membership of the scheme, and upon appointment, will be

asked to indicate whether or not they wish to join the scheme.

EQUAL OPPORTUNITIES

The University has a policy of equal opportunity aimed at treating all applicants for

employment fairly.

SMOKING POLICY

The University operates a No-Smoking policy.

PROBATIONARY PERIOD

A nine months' probationary period applies to all University posts.

CLOSING DATE

Completed application forms should be returned to HRM Services, University of Chester,

Parkgate Road, Chester, CH1 4BJ, to arrive no later than Tuesday 10

May 2011 at 12

noon and quoting Ref no. HRMS/10086a.