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Education Administrator (Primary PGCE)

The Education Administrator (Primary PGCE) provides full administrative support to staff within the Primary team who run the PGCE Full-time programme.

The role is varied and requires a high degree of professionalism, commitment and use of initiative. The post also involves a high level of confidentiality. The administrator is the central point of contact for staff and students, and is responsible for ensuring the efficient management of all administration relating to Primary PGCE whilst also contributing as part of a team when necessary.

Closing date: Sunday 30 Jul 2017

Reference number: IE1705-3350

Job details

Job details

Band 3 £16,289 - £17,897 a year, with opportunity to progress to £19,486 a year
Full time 37 hours a week on a flexitime basis
As soon as possible
Responsible to
Academic Support Unit Manager and Team Leader
Responsible for
Interview date
Interviews to be held on 10th or 11th August 2017 (tbc)

Institute of Education

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“Our high quality programmes provide innovative and intellectually stimulating teaching, producing the very best professionals to support children, young people and their families.”

Ann Jordan, Head of Institute



The Institute of Education offers a wide variety of qualifications in Initial Teacher Education, Education, Early Childhood Studies and Continuing Professional Development. This post sits within the Academic Support Unit which provides essential support to academic staff in the Institute. Administrators have a range of specific duties which they are personally responsible for, working closely with academic staff within their own area. They are also required to work as part of their team, and with other colleagues in the Academic Support Unit when necessary.

Main duties

Main duties

Administration of the Primary PGCE (including School Direct) Full-time programme: 

1.To act as first point of contact for the full range of internal and external contacts, to include: 

• Potential primary PGCE candidates
• Students
• Tutors
• Senior Managers
• Internal departments
• External examiners
• Mentors
• Schools, Colleges and HEIs 

This will involve the use of sound judgment, decision-making and prioritising skills, and discretion. The role also involves giving advice on procedural, administrative, academic or pastoral issues, as well as dealing with student queries relating to Full-time PGCE courses. 

2 To provide administrative support service to the PGCE team, with responsibility for ensuring the accuracy and consistency of documents with regard to the appropriate internal and external quality standards and guidelines. 

3. To provide support with timetable preparation and the associated data input at key points of the year. 

4. To co-ordinate preparation for Examination Boards in liaison with Tutors and External Examiners, to ensure that all documents are accurate and available by the appropriate date. 

5. To produce and maintain the calendar for Primary PGCE courses, meetings and events. 

6. To produce and update student handbooks, training plans, partnership agreements and course materials. 

7. To organise meetings, induction and training days (preparation and distribution of agendas, invitations, room/venue bookings, catering bookings etc.), attend and act as secretary when required, take minutes and ensure timely circulation and follow-up action if necessary. 

8. To create and update Virtual Learning Environment (Blackboard) pages where appropriate, making documents and handbooks available to students electronically. 

9. To arrange collection of student work, receive marked work from Tutors and co-ordinate distribution to students within the appropriate timeframes. 

10. To maintain appropriate filing systems, and ensure all notice boards and publicity materials are up to date. 


11. To contribute effectively to the work team, and to the Academic Support Unit as a whole. This may include periodically undertaking reasonable additional duties commensurate with the grade of the post, and will include contributing to team objectives. 

12. To demonstrate a commitment to your own personal and professional development by seeking new knowledge and skills to continuously enhance professional performance and meet the changing demands of the job, and contribute to the development of others by sharing expertise and good practice. 

13. To act as a Mentor to less experienced colleagues within the team as part of the University’s Mentoring initiative if required (training will be provided).  

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training. 

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students. 

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria: 

1 Ability to communicate confidently and effectively with a range of audiences, including senior managers, students, Tutors, External Examiners and national organisations (such as the Teaching Agency and Ofsted), both orally and in writing. 

2 Ability to maintain the highest standards of professionalism, as a representative of Initial Teacher Education within the Institute of Education. This includes the need to use excellent judgement, and to deal effectively with confidential, contentious and sensitive issues with integrity and discretion. 

3 Ability to operate effectively under pressure and to deal with frequent interruptions, as well as prioritising, managing a complex and varied workload efficiently and working to deadlines. 

4 Excellent organisational and administrative skills. 

5 Ability to use a variety of software effectively, including Word, Outlook, Access and Excel and also ability to learn new software packages when required. 

6 Able to use email and the internet in a professional manner. 

7 Ability to organise and minute/take notes at meetings. 

8 Fast and accurate keyboard skills. 

9 Ability to work effectively under own initiative with minimum supervision, as well as being a willing and proactive team member. 

Desirable Criteria: 

1 Previous experience in education administration. 

2 An understanding of Initial Teacher Education.

Applications from Non EEA Workers:

Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction. 

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at

Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules. 

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background. 

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment. 

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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