Come and work for CAIS

As a result of increasing student numbers and expanding course availability, we're currently advertising for three new members of the CAIS administrative team who will support the functions of the department. Information on each of the positions is available below, but if you would like an informal discussion on any aspect of the work please contact Patricia Whatley, Director, Centre for Archive and Information Studies on +44 (0)1382 385597.

Further details and an application pack are available from the University website at www.jobs.dundee.ac.uk. Alternatively, please contact Human Resources, University of Dundee, Dundee, DD1 4HN, +44 (0)1382 384817 (answering machine). The closing date for all posts is 13 November 2009.
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The Centre for Archive and Information Studies

CAIS, based in the School of Humanities, provides fully supported online distance learning in Archives, Records Management, Information Rights and Digital Preservation. Currently, over 170 students are enrolled on CAIS masters programmes, including a growing number of international students. CAIS also offers courses for Continuing Professional Development and postgraduate certificates and short courses in family and local history.

Modules on the CAIS programmes are written and tutored by CAIS staff and external subject experts, with the Centre providing the central hub and support framework for this devolved teaching arrangement. Each student has a professional mentor and the processes associated with mentor management are also managed centrally. CAIS also organises student and research focused events and attends external events to promote the programmes.

CAIS has a management team consisting of the Director and two Programme Leaders.

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POST 1: CAIS ADMINISTRATOR

REF: CS/2988

Grade 7 (£28,839 – £35,469)

Purpose of the Post:

This post requires an experienced administrator to manage and develop the administrative functions necessary for the successful operation of the Centre for Archive and Information Studies at the University of Dundee. This post will require flexibility in working hours to accommodate Student Study Schools and other CAIS events.

Principal duties:

The oversight and management of all administrative processes under the direction of the Director and Programme Leaders to:

1. Co-ordinate the implementation of CAIS strategic direction and policy, as determined by the CAIS management team
2. Be responsible for co-ordinating contact between students, tutors and CAIS staff
3. Organise and attend student interviews and compile student offer documentation
4. Ensure the successful operation of CAIS programmes including the processes required for the management of student, tutor and mentor activities
5. Facilitate the organisation of conferences, study schools, tutor meetings, external examiners’ meetings and other events
6. Monitor the successful delivery of CAIS programmes via the University’s Virtual Learning Environment
7. Monitor CAIS budgets under the direction of the Director
8. Develop and maintain the CAIS website
9. Develop and maintain appropriate marketing materials
10. Liaise with the office of the School of Humanities and ensure that CAIS policies and procedures are maintained in line with the School of Humanities and University standards
11. Contribute to the identification of areas for change and development within the CAIS remit
12. Represent CAIS at the University’s Distance Learning Forum
13. Develop and manage any other administrative systems not listed above or conduct any other duties as required by the Director

Person specification:

The successful candidate should:

1. Have a good undergraduate degree
2. Be an excellent communicator at all levels
3. Be an experienced administrator, preferably in a Higher Education environment
4. Be willing to develop knowledge of the sector
5. Have experience of marketing and events management
6. Have knowledge and experience of monitoring budgets
7. Have or be prepared to develop a knowledge of web authoring and design
8. Be comfortable working under pressure and to tight deadlines
9. Be able to work independently and as part of a team
10. Be adaptable, flexible and pro-active in their approach to their duties

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POST 2: PROGRAMME ADMINISTRATOR

REF: CS/2989

Grade 6 (£23,449 - £28,839)

Purpose of the Post:

This post requires a proficient administrator to support the administrative functions necessary for the educational programmes offered by CAIS. This post will require flexibility in working hours to accommodate Student Study Schools and other CAIS events.

Principal duties:

The management of all administrative processes under the direction of the Director, Programme Leaders and CAIS Administrator to:

1. Provide overall technical support to students and tutors for the operation of the Virtual Learning Environment (VLE)
2. Monitor and maintain all CAIS modules through the VLE
3. Provide administrative support for students and tutors, including the provision of study packs, the management and monitoring of assignment submissions and books on loan
4. Maintain student databases including the University student management system SITS and CAIS financial and student databases
5. Issue student invoice requests, process invoices from tutors and external bodies and deal with general course finance management using CODA, the electronic financial system
6. Update and research online resources
7. Process student enrolment and final completion paperwork
8. Liaise with other University departments, including Registry, ICS, Finance and VLE staff.
9. Assist in updating course guidelines for CAIS and ensuring that these are also made available electronically through the VLE
10. Assist with the organising of course events such as study schools, trade fairs, tutor meetings and external board meetings
11. Any other duties as specified by the CAIS Director, Programme Leaders and CAIS Administrator

Person specification:

The successful candidate should:

1. Have a good undergraduate degree or equivalent experience
2. Be an excellent communicator at all levels
3. Have experience in administration, preferably in a Higher Education environment
4. Be willing to develop a knowledge of the professional sector
5. Have a knowledge and experience of financial processes
6. Be comfortable working under pressure and to tight deadlines
7. Be able to work independently and as part of a team
8. Be adaptable, flexible and pro-active in their approach to their duties

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POST 3: PART-TIME CLERICAL ASSISTANT

REF: CS/2990

Grade 3 £14,477 - £17,026 (pro rata) (FTE 50%)

Purpose of the Post:

This post requires a competent and efficient clerical assistant to support the functions necessary for the successful operation of the Centre for Archive and Information Studies at the University of Dundee. A flexible approach to accommodate CAIS events is required for the post.

Principal duties:

To provide clerical support to the Administrative staff of CAIS to:
1. Assist in the processing of enquiries and applications
2. Assist in the maintenance of student records and databases (including the use of SITS system)
3. Maintain filing and other record keeping systems
4. Assist in processing financial vouchers
5. Support the organisation of CAIS events, including bi-annual study schools
6. Duplicate and distribute study packs, assignments and other associated materials
7. Any other duties as instructed by the CAIS management team or the Administrators

Person specification:

The successful candidate should:

1. Have five or more standard grades including English and Maths
2. Have demonstrable clerical experience, preferably in a Higher Education environment, including experience of maintaining filing and financial systems
3. Be willing to gain knowledge of the Archives/Records Management sector
4. Be comfortable working under pressure and to tight deadlines
5. Be comfortable working in a team and taking on different roles within any team, dependent on circumstances
6. Be adaptable and pro-active in their approach to their duties