1. Job Details

Job title: Widening Participation and Studentships Co-ordinator
School/Support Department: College of Arts, Humanities & Social Science (CAHSS)
Unit (if applicable): Scottish Graduate School of Social Science (SGSSS)
Line Manager: Manager SGSSS

2. Job Purpose

To support the operations of the Scottish Graduate School of Social Science – Doctoral Training Partnership (SGSSS). Based in the SGSSS office at the University of Edinburgh, the post holder will work closely with the Director and Manager of the SGSSS. The Widening Participation and Studentships Co-ordinator will plan and deliver a range of widening participation activities, including responsibility for the delivery of specific outreach projects. Will also act as the first point of contact for academic and administrative staff in our partner Universities, as well as current and prospective postgraduate students accessing SGSSS seeking advice and support.

3. Main Responsibilities
(Approx. % of time)

• To develop and deliver a range of outreach activities and provide advice and support to raise the profile of doctoral training in social science and achieve an increase in the number of applicants and entrants from under-represented groups to doctoral training provided by the SGSSS. To liaise with and build relationships with our 16 partner HEIs in Scotland, further education colleges and relevant organisations to inform strategy and enhance partnership working in line with SFC, ESRC and SGSSS policy and strategic directives. (35%)

• ESRC studentship competitions – Support the Deputy Director (Studentships & External Engagement) by coordinating the ESRC –funded studentships competition by the SGSSS. This will require annual planning, promotion and working with the online application portal and ensuring that applications are complete. Co-ordination with applicants and their prospective academic supervisors at our partner HEIs where necessary. Supporting Associate Directors to coordinate and administer review panels. Process applications for Overseas Fieldwork (OFW), Overseas International Visits (OIV), Difficult Language Training (DLT), and monitor the budget. (30%)

• Data collection – responsible for the collection of qualitative and quantitative data on widening participation activities and studentship application processes (including equal opportunities information), for analysis and reporting as requested by line manager. (5%)

• Administrative support – to provide comprehensive administrative support to the SGSSS Directorate; act as the main point of contact and maintain a contacts database across all participant HEIs and academic pathways. Deal with a range of complex enquiries from academics and administrative staff at our partner HEIs, and from current and prospective students on ESRC regulations and processes. Co-ordinate the dissemination and monitoring of ESRC studentship funding and of SGSSS expenditure against budgets; processing transactions relating to these budgets; provision of general administrative support at the annual summer school. (20%)

• Internship programme – to provide administrative support with the application process for the internships through the SGSSS as directed by the Events and Executive Coordinator. (5%)

• SGSSS Pathway Convenors Group and HEI Administration Leads Group meetings – the post-holder will attend all Pathway Convenors Group and HEI Administration Leads Group meetings. Will serve as Clerk to these meetings and produce, circulate the minutes and monitor the implementation of agreed action papers; to administer the agenda of groups, including the drafting and dissemination of briefing papers and agenda papers. (5%)

4. Planning and Organising

• Planning a programme of work over an annual cycle, balancing changing short-term demands with longer term development projects.
• Manage multiple deadlines using his/her own initiative to prioritise a fluctuating and complicated workload.
• Collect data and information from a variety of sources and communicate via appropriate channels.
• Be flexible, act swiftly, mobilise resources, coordinate with internal and external partners and liaise with senior staff to maximise opportunities.
• To build and maintain good relationships with internal and external community to support the delivery of key objectives.

5. Problem Solving

• The post-holder will use their expert knowledge of policy and procedure on matters regarding widening participation and ESRC regulations, responding to problems and making autonomous decisions. In instances where complex problems are outwith normal ESRC regulations, refer these to the Director or Manager SGSSS for advice.
• Ability to manage competing demands and prioritise issues, levels of importance, addressing immediate problems and addressing others in a timely manner.
• Provide expert support and advice to colleagues across SGSSS.

6. Decision Making

• The post holder makes the majority of decisions on a day-to-day basis independently.
• Where necessary the post holder will seek advice from the Manager SGSSS, Events and Internships Co-ordinator and/or other members of the SGSSS Directorate.
• To work on a problem within existing policies, specifications and standards.
• Be the main point of contact for specified WP projects
• Represent SGSSS at relevant widening participation meetings and forums as requested by line manager
• To decide when an issue is sufficiently complex/sensitive to refer upwards.
• To make suggestions for improvements to existing processes and procedures.

7. Key Contacts/Relationships

• Within SGSSS – Director of SGSSS, Deputy Director (Studentships and External Engagement), Deputy Director (Training), Manager of SGSSS, Knowledge Exchange and Partnerships Manager, Communications, Web & Social Media Officer and, Events and Internship Co-ordinator, 6 Associate Directors.
• Wider SGSSS & Doctoral Training Partnership – Pathway convenors, HEI Administration leads at other partnership member HEIs, supervisors and other academic colleagues and doctoral students.
• Within the University of Edinburgh – Staff within the College e.g. Technology Support, Communications & Marketing, Widening Participation and University Information Services
• External – ESRC, SFC, Widening Participation teams at other HEIs, other Doctoral Training Partnerships, funding bodies, industry and other collaborative partners, prospective students and enquirers.

8. Knowledge, Skills and Experience Needed for the Job

Essential

• HNC/HND or equivalent level qualification plus typically a minimum of 3 years’ relevant work experience in widening participation with demonstrable experience of ESRC studentships OR Broad experience (typically a minimum of 5 years), acquired through a combination of job related training and considerable on-the-job experience, demonstrating development through involvement in progressively more demanding relevant work/roles
• Good interpersonal skills – able to work effectively as part of a small, focused team and adopt a consultative approach; able to diplomatically maintain relations with a variety of stakeholders both academic and non-academic.
• An excellent communicator – well developed oral skills and an ability to write clear and concise analytical reports and take accurate minutes at meetings.
• Excellent administrative and secretarial skills including IT skills and good working knowledge of MS Office including Outlook, Excel and SharePoint.
• Highly developed and demonstrable analytical skills, with a proven capacity for problem solving and an ability to be attentive to detail and deal with large amounts of information accurately.
• Experience of administering widening participation activities and events
• Resourcefulness and an ability to use initiative
• Ability to work calmly under pressure, and to plan and prioritise.
• Knowledge of data protection and information security/governance.
• Respect confidentiality at all times.

Desirable

• Knowledge of higher education sector in general.
• With reasonable notice, occasionally work flexibly to attend meetings and support widening participation and training activities such as the annual Summer School.

9. Dimensions

• Direct reports: 0
• Approximate number of indirect reports: 0
• Approximate number of individuals affected by the post holder: c45 academic and research staff, c450 ESRC – funded students (research and taught), c8000 social science doctoral students at 16 HEIs, c15 external stakeholders
• Approximate number of individuals affected by the post holder: c45 academic and research staff, c450 students (research and taught), c15 external stakeholders
• Financial: Monitor the OFW/OIV/DLT budget.

10. Job Context and Any Other Relevant Information

Established in 2011, the Scottish Graduate School of Social Sciences brings together the expertise of sixteen universities across Scotland to provide a world-class research environment for social science PhD researchers. Following recommissioning, our Doctoral Training Partnership (DTP) is part of a UK-wide national network of 14 Doctoral Training Partnerships. The DTP welcomed its first students in October 2017.
As Scotland’s national graduate school for social sciences, we are able to respond to and influence best practice across the sector, act collaboratively to promote social science research and doctoral training policy, and promote the very best doctoral experience
The School’s website is its primary communications and marketing vehicle and used by very large numbers of users per year. It provides the initial point of contact for the vast majority of potential students and staff.

Application Procedure

All applicants should apply online via our Vacancy Website and submitting an up to date. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments.

You will be notified by email whether you have been shortlisted for interview or not.

The closing date is 5pm GMT on Wednesday 11th April 2018.

Eligibility to Work

In accordance with the Immigration, Asylum and Nationality Act 2006 the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, the University of Edinburgh requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.

For further information on eligibility to work please visit our eligibility to work website

In the circumstances where the vacancy does not meet the Home Office and Visa Services advertising, salary and/or qualification level criteria for sponsorship the successful applicant must have the existing right to work in the UK.

Conditions of Employment

Pension Scheme

This role is grade UE06 and therefore the post holder is automatically included in membership of the Universities Superannuation Scheme (USS), subject to the USS membership criteria, unless they indicate that they choose not to join the Scheme.

For further information please visit our Pensions website .

Salary

The role is grade UE06 and attracts an annual salary of £27,285 to £31,604 for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.

The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.