Ishmail Jabbie

Administrative Support to the Faculty Leadership Team: • Undertake the arrangement of appointments, meetings, room bookings, hospitality, and travel arrangements • Prepare reports and presentations, collation and distribution of material for meetings for example present reports to the Executive Dean gathering data through liaison with academics, achievement, assessment specialists • Develop and maintain effective administrative systems for tracking workflow and retrieving archives enabling the Faculty to respond to requests for information by the required deadlines • Support the Executive Dean in student discipline and complaints including dealing sensitively with students and gathering information to enable complaints to be dealt with at the 1st formal stage by the Executive Dean. • Support the Faculty Business Manager in undertaking well defined projects for the Faculty Leadership Team • Act as first point of contact for visitors to the Faculty providing a professional and welcoming environment to the Faculty and liaise with representatives for example from business, government departments, research council’s on various issues Project facilitator: • Familiarisation and understanding of core project themes, partnership and structure. • Manage a portfolio of complex initiatives and liaise with project partners. • Assist the Project-Director and member of the Executive Group in administration of their projects. • Manage the organisation of events, including travel arrangements • Keep the work plan up-to-date and track progress on a regular basis. • Supervise the preparation and submission of deliverables and of documents • Attend regular project meetings in person and virtually when necessary. Procurement, Contracts and Payments: • Liaise with technical staff, CCSS and suppliers to ensure the purchase of and leasing of competitively priced IT hardware, software and peripherals ensuring compliance with University equipment procurement and contract procedures • Liaise with Faculty staff to ensure that current and future equipment needs, in cooperation with the Faculty Planning Manager, are met including the provision of office supplies ensuring compliance with University equipment procurement and contract procedures • Liaise with Faculty staff to arrange payments for Faculty or student memberships of professional bodies, residential, field trip activities, and course material Committees and Events: • Secretariat support including organization and co-ordination of Faculty committees and working groups including the provision of advice and guidance on Faculty procedures • Arrange all inaugural lectures for the Faculty and Visiting Professors, also organize and co-ordinate internal and external events organized by the Faculty Academic Staff: • Provide administrative support across a broad range of HR activities including core recruitment through to conclusion of probation, arrangements for staff travel and development activities, co-ordination of absences and organisation of EPPs • Advise and update staff on general University policies and/or University and Faculty’s procedures • To undertake any other duties and specific projects as may reasonably be required • Facilitate and co-ordination of any given project • Keep the work plan up-to-date and track progress on a regular basis. • Familiarisation and understanding of core project themes, partnership and structure of Hub. Other Duties: • Any other tasks that may be required by the Executive Dean and/or the Faculty Leadership Team, including organization of conferences, away days and with particular reference to major events such as, enrolment and induction, examination invigilation and graduation ceremonies, when all administrative staff are expected to participate

• Negotiating academic programmes for exchange students in consultation with academic staff and partner Universities, applying the University’s policies of academic recognition and credit and grade conversion while assisting and advising students in preparation of Learning Agreements • Ensuring administrative compliance with all the requirements of the ERASMUS+ programme, including the accurate recording of student exchanges, student work placements and staff mobility on the online database of the UK ERASMUS+ Agency • Responsible for maintaining data and documents as required for audits by the National ERASMUS+ Agency • Managing information about the University’s Exchange Agreements, including monitoring the balance between numbers of incoming and outgoing students, maintaining accurate and up to date information about the University’s Exchange Partners for students and staff, and providing annual reports on mobility numbers for each academic department • Promoting the ERASMUS+ programme within the University, working closely with the University’s marketing team and with academic staff, with a focus on increasing participation in all aspects of the mobility programmes for students and staff, including ERASMUS + student traineeships. • Preparing and distributing pre-departure information for exchange students including holding preparation meetings for outgoing students • Requesting and receiving transcripts for exchange students from their Host Universities and arranging and providing documentation for the Exchange Grades Assessment Panel, in liaison with the Registry Assessment Office • Calculating and arranging payment of ERASMUS+ grants to students and staff in accordance with UK ERASMUS+ Agency’s requirements and the University’s financial systems • Establishing processes for incoming exchange students in line with the requirements of the University’s Admissions Office and Schools, and communicating these to the University’s Exchange partners and to prospective incoming exchange students • Assessing incoming exchange students’ applications, checking qualifications and providing guidance and advice on module choices and recording final programme decisions • Supervising and providing induction and training for student assistants, mentors, ambassadors and interns • Developing, editing and maintaining information relating to ERASMUS+ and student exchanges on the University’s web pages (Corporate site; Unihub; staff intranet) • Preparing and arranging Middlesex’s annual Erasmus Staff Mobility Week for visiting staff from Partner Universities and providing assistance for other staff visits • Providing administrative support, when required, for any other projects within the ERASMUS programme

 Prepare and deliver talks, presentations and workshops to groups of children, young people and adults (size of groups will vary).  Facilitate off campus events held in local schools and colleges.  Conduct mock interviews with school students to prepare them for future job, college and university interviews.  Represent Middlesex University at Higher Education Fairs/UCAS Conventions.  Assist in the delivery of general Student Ambassador Training sessions and offer guidance to new ambassadors.  Attend compulsory training sessions for specialised events.  Any such other duties required by Middlesex University which are consistent with the role. o Assist with social events and workshops

• Responding to emails and calls both written and personal enquiries from potential applicants, providing detailed responses to their enquiries about the application process, fees and course selection as necessary • Providing written and verbal (including telephone) advice and guidance to applicants for all the courses, including advising on procedures for Student Finance applications to avail government funding - tuition loans, maintenance loans and maintenance grants. • Assisting the Head of Admissions with the overall admissions procedure to ensure that proper correspondence and documentation is received and acknowledged, filed, and that departments are notified as appropriate • Assisting with maintaining Admissions Department records - enquiry forms, application forms, assessment sheets, rejected/withdrawn applicant files and other miscellaneous filing. • Recording all decisions on the electronic system in line with agreed procedures and service levels • Contributing to monitoring of agreed service levels, including turnaround times, chasing outstanding decisions as required. • Providing administrative support in setting up interviews and tests

• Welcome, meet, and greet new students as they arrive – at the airport, in halls of residence and on campus • Assist in conducting assessment test and invigilating • Helping out with related administrative task • Registration of students on interview days • Calling applicants to book for interviews they need to attend • Guide students through the administrative processes they need to fully enrol with the University • Resolve queries from new students, and direct them as appropriate • Be available at designated Welcome Help Points to answer general queries