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QAAC Quality Manual – Section 00
Index and Revision Status
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 4
Quality Manual
Section 00 – Index and Revision Status Rev. A
Section 1 – Scope Rev. A
1.1 Quality Policy
1.2 Introduction
1.3 Application
Section 2 – Management Rev .A
2.1 Mission
2.2 Vision
2.3 Values
2.4 Organization Structure
Section 3 – Terms and Definitions Rev. A
Section 4 – Supported Documents Rev. A
Section 5 – Secretary (JT-2) Rev. A
5.1 Job Description (JD-2-rev.a.1)
5.2 Work Instruction (WI-2-rev.a.1)
Section 6 – Project Management Specialist (JT-3) Rev. A
6.1 Job Description (JD-3-rev.a.1)
Section 7 – Project Coordinator (JT-4) Rev .A
7.1 Job Description (JD-4-rev.a.1)
Section 8 – Information Technology Specialist ( JT-5) Rev. A
8.1 Job Description (JD-5-rev.a.1
Approved By:
Date:
Index and Revision Status
Quality Manual Section 00 Rev.: A Page 2 of 4
Section 9 – Public Relations Officer ( JT-6) Rev .A
9.1 Job Description (JD-6-rev.a.1)
9.2 Work Instruction (WI-6-rev.a.1)
Section 10 – Designer (JT-7) Rev .A
10.1 Job Description (JD-7-rev.a.1)
10.2 Work Instruction (WI-7-rev.a.1)
Section 11 – Data Analyst (JT-8) Rev. A
11.1 Job Description (JD-8-rev.a.1)
11.2 Work Instruction (WI-8-rev.a.1)
Section 12 – Programmer (JT-9) Rev .A
12.1 Job Description (JD-9-rev.a.1)
Index and Revision Status
QAAC Quality
Manual
Section 00 Rev.: A Page 3 of 4
Quality Forms
QF-1-rev.a.1 Meeting Agenda
QF-2-rev.a.1 Meeting Minutes
QF-3-rev.a.1 Attendance sheet
QF-4-rev.a.1 Office Supply List
QF-5-rev.a.1 AIMS Login Account Request
QF-6-rev.a.1 Senior Exit Survey
QF-7-rev.a.1 Alumni Survey
QF-8-rev.a.1 Faculty Survey
QF-9-rev.a.1 Employer Survey
QF-10-rev.a.1 Training Workshop Survey
QF-11-rev.a.1 General Opportunities for Improvement plan
(OFIs)
QF-12-rev.a.1 Event Report
QF-13-rev.a.1 Designer Checklist
QF-14-rev.a.1 New QAAC Survey Checklist
QF-15-rev.a.1 Survey Analysis Report Template
QF-16-rev.a.1 Audit Schedule
QF-17-rev.a.1 Faculty checklist
QF-18-rev.a.1 Audit Summary Report
QF-19-rev.a.1 AIMS Data Audit Checklist
QF-20-rev.a.2 Course Syllabus Form
QF-21-rev.a.1 Academic Program Specifications Form
QF-22-rev.a.1 Faculty CV Form
QF-23-rev.a.2 Program Self Evaluation Report Template
QF-24-rev.a.2 SER Rubric Template
QF-25-rev.a.2 QAAC Self Evaluation Improvement Plan
Index and Revision Status
QAAC Quality
Manual
Section 00 Rev.: A Page 4 of 4
QF-26-rev.a.1 Inactive Member Letter
QF-27-rev.a.1 Letter Confirming Membership
QF-28-rev.a.1 Recognition Recruitment Letter
QF-29-rev.a.1 Secretary Course Portfolio Audit Checklist
QF-30-rev.a.1 QAC(DAC)/QAC director Course Audit
Checklist
QF-31-rev.a.1 Grade Distribution Form
QF-32-rev.a.1 Assessment Distribution Form
QF-33-rev.a.2 Assessment of PILOs, CILOs Form
QF-34-rev.a.1 Handover Notes
QF-35-rev.a.1 QAAC Director Course Portfolio Audit
Checklist
QF-36-rev.a.1 QAAC Course Portfolio Improvement Plan
QF-37-rev.a.1 Improvement Action Planning Form
QF-38-rev.a.1 Mapping Scorecard
QF-39-rev.a.1 Qualification Mapping Arrangement
QF-40-rev.a.1 NQF Mapping Report and Validation
Quality Procedures
QP-1-rev.a.1 Procedure for analyzing QAAC Survey
QP-2-rev.a.1 QAAC Website Handout
QP-3-rev.a.1 QAAC Survey Workshop Handout
QP-4-rev.a.1 QAAC Website Editorial Guidelines
QP-5-rev.a.1 Using the AIMS Online System
QP-6-rev.a.2 Assessment Info. Management Sys
QP-7-rev.a.1 Auditing Procedure
QP-8-rev.a.1 QAAC Recommended Standards
Index and Revision Status
QAAC Quality
Manual
Section 00 Rev.: A Page 4 of 4
QP-9-rev.a.1 Workshop on An Overview of Outcome-
Based Assessment at UOB
QP-10-rev.a.1 workshop on Developing Course Learning
Outcomes and Portfolios
QP-11-rev.a.1 Workshop on Performance Indicators and
Program Self-Evaluation
QP-12-rev.a.1 QAAC-Performance Indicators-Arabic
QP-13-rev.a.1 QAC Handover Procedure
QP-14-rev.a.2 Mapping UOB Programs to the NQF level
QP-15-rev.a.1 QAAC Survey Procedure
Process Map
PM-1-rev.a.1 Submission & Audit of Course Portfolio
PM-10-rev.a.1 AIMS Data Internal Audit
PM-11-rev.a.1 Academic Program Assessment Process
PM-12-rev.a.1 Overall Program Quality Assurance Process
PM-13-rev.a.1 Program Annual OFIs and Action Plan
Process
QAAC Quality Manual – Section 1
Scope
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 1
1.1 Quality Policy
Quality Assurance and Accreditation center at university of Bahrain is committed to:
1) develop and improve performance of the UOB through the development of academic and
administrative performance in the field of education and learning, scientific research and
community service.
2) Meet the requirements and needs of all stakeholders in order to provide educational
service of high quality.
3) Establish a culture of quality in the UOB employees, and increase their efficiency
through continuous training
4) follow-up and periodic review of quality objectives to ensure the continuity of the
improvement and development of quality system
1.2 Introduction
1.2.1 The Quality Manual is a valuable source of information for QAAC staff. It tries to set out
as clearly as possible the Center's policies and working procedures .
1.2.2 The purpose of this manual is to define and describe the quality system, to define
authorities and responsibilities of the management personnel involved in the operation of the
system, and to provide a general description of all processes comprising the quality system.
1.2.3 Another purpose of this manual is to present the quality system to the stakeholders, and to
inform them what specific controls are implemented at QAAC to assure quality.
1.2.4 The manual is divided into eleven sections. Sections are further divided into several
subsections representing main quality system processes .
1.3Application
The quality system defined in this manual applies to all staff and all processes at the QAAC.
QAAC Quality Manual – Section 2
Approved By:
Date:
Management
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 2
2.1 Mission
To support institutional decision-making and operational and strategic planning; coordinate and
support quality assessment efforts for continuous improvement, accreditation and review; and
conduct activities that spread the quality assurance culture and processes within UOB.
2.2 Vision
To achieve and sustain excellence at UOB and become a source of knowledge in the field of
quality assurance and institutional research.
2.3 Values
1. Responsiveness and service
2. Quality data and meaningful information
3. Collaboration and shared resources
4. Innovation and use of technology
5. Integrity and accountability
6. Reflection and self-evaluation
Management
Approved By:
Date:
QAAC Quality
Manual
Section 2 Rev.: A Page 2 of 2
2.4 Organization Structure
مدير املركز
JT 1
شعبة الدعم واملتابعة
اخصائي تقنية معلومات
JT 5
عالقات عامة/ مصمم
JT 6
مصمم/مترجم
JT 7
/ محلل بيانات
جودة البيانات JT 8
مبرمج
JT 9
مراسل
JT 10
شعبة مشاريع الجودة والتميز
اخصائي إدارة مشاريع
JT 3
اخصائي إدارة مشاريع
JT 3
منسق مشروع
JT 4
منسق مشروع
JT 4
منسق مشروع
JT 4
سكرتيرة
JT 2
QAAC Quality Manual – Section 3
Terms and Definitions
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 2
3.1 Terms and Definitions
UOB – University of Bahrain
QAAC - Quality Assurance and Accreditation Center
QAO - Quality Assurance Office
QAC - Quality Assurance Committee
QMS – Quality Manual System
QP - Quality Procedure
QF - Quality Form
WI - Work Instruction
PM - Process Map
JT - Job Title
JD - Job Description
Center - Quality Assurance and Accreditation Center
University - University of Bahrain
QAAC Quality Manual – Section 4
Supported Documents
Approved By:
Date:
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 22
4.1 Supported Documents
Permit Leave During Working Hours Form Personal Department
Leave Request Form Personal Department
Non-Bringing ID Card Form Personal Department
Telecom. Requisition Form General Services Department
Transportation Requisition Form General Services Department
Postal Form General Services Department
IT System Staff Account Application Form Information Technology Center
Technical Support Request Information Technology Center
Licensed Software(s) Request Form Information Technology Center
MAG. Card Requisition Form University Security
Approval To Work/Use Facilities outside working Hrs. University Security
A Nomination Form for Training Within the University Managerial Training
Request a Cash Advance From the University Finance & Budget Department
Petty Cash Voucher Finance & Budget Department
Requisition Form Purchasing Department
Store Issue Order Form Department of Assets
Transfer/Exclude of Fixed Assets Form Department of Assets
Maintenance Request Building & Maintenance Dept.
Supported Documents
Approved By:
Date:
QAAC Quality
Manual
Section 4 Rev.: A Page 2 of 22
Function Request Form Dept. of Public Relation & Info.
Printing Request Printing Press Department
Supported Documents
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QAAC Quality Manual – Section 5
Secretary JT-2
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 14
5.1 Job Description (JD-2-rev.a.1)
5.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Secretary is responsible for providing secretarial, clerical and administrative support in order to
ensure that work are done in an effective and efficient manner.
5.1.2 SCOPE
(The way that the position contributes to and impacts on the organization)
Secretary reports to the director and is responsible for providing senior level secretarial and clerical
services for the director.
5.1.3 Qualification Required
Diploma in Secretarial and administration offices or higher
5.1.4 Practical experience
Two Years experience in Secretarial works
5.1.5 Career Path
Fourth grade - fifth grade
5.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
manage office space
prepare and manage correspondence, reports and documents
handle incoming mail and other material
Maintain the general filing system and file all correspondence
maintain schedules and calendars
organize and coordinate meetings, conferences, travel arrangements
take, type and distribute minutes of meetings
Secretary JT-2
Approved By:
Date:
QAAC Quality
Manual
Section 5 Rev.: A Page 2 of 14
arrange and confirm appointments
organize internal and external events along with the Public Relation Officer.
Receive, direct and relay telephone messages and fax messages and liaison with internal
and external contacts
communicate verbally and in writing to answer questions and provide information
collate information and coordinate the flow of information both internally and externally
implement and maintain office systems
operate office equipment
Maintain an adequate inventory of office supplies
Perform other related duties as required
5.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
relevant training or qualification
knowledge and experience of relevant software applications - spreadsheets, word
processing, and database management
knowledge of administrative and clerical procedures
knowledge of business principles
proficient in spelling, punctuation, grammar and other English language skills
proven experience of producing correspondence and documents
proven experience in information and communication management
required typing speed
5.1.8 Skills
(The Skills required for satisfactory job performance)
verbal and written communication skills
attention to detail
planning and organizing
time management
stress management skills
analytical and problem solving skills
decision making skills
5.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
be honest and trustworthy
be respectful
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 3 of 14
possess cultural awareness and sensitivity
be flexible
demonstrate sound work ethics
confidentiality
initiative
reliability
5.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
5.1.10.a Physical Demands
Secretary will have to spend long hours sitting and using office equipment and computers which
can cause muscle strain. Secretary may also have to do some
lifting materials and inventory of office from time to time
5.1.10.b Mental Demands Secretary will have to manage a number of requests and situations at one time. Stress may be
caused by the need to complete tasks within tight deadlines
5.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 4 of 14
5.2 Work Instruction (WI-2-rev.a.1)
5.2.1 manage office space
1. Clean out each desk drawer, to free up even more valuable storage space.
2. Clear off the top of your desk, then wipe off the surface of the desktop.
3. Keep essential items on your desktop (computer, phone, fax, card file).
4. Use a variety of containers or cabinet to organize office supplies, paper clips and pens.
5. Use a variety of desktop organizers or trays to organize papers that come across your desk.
6. Filing system should be simple easy and manageable
7. Never overload filing system. It will make it difficult to retrieve information in the future.
8. Sub-divide large files with interior file folders
9. Empty workspace of everything except the project you’re working on to cut down on
distractions
10. At the end of each project or event, organize paperwork and file or store it.
11. Straighten desk at the end of the day and especially at the end of the week so that you can
start each morning with a clear desk
12. If you want to transfer or exclude or maintain any part of the office furniture Fill out
Maintenance Request or Transfer\Exclude of Fixed Assets Form and cooperate with the
person or department concerned
5.2.2 Organize and coordinate meetings
a) Preparing an agenda for a meeting (QF-1-rev.a.1)
1. Before creating an agenda, contact QAAC director to set the date and location
for the meeting ,also to request topics to include on the agenda. The agenda( QF-
1-rev.a.1) is a list of the topics you'll address to get to that objective, with a time
limit to keep you on track.
2. When you type up your agenda, follow the quality form (QF-1- rev.a.1) .
2.1 one- or two-word fragments to describe each agenda topic.
2.2 It's often helpful to include time expectations for each topic on your agenda.
This gives participants an idea of how much time to block out for the
meeting.
b) Preparing for a Meeting
1. Prepare a notice, this should include the date, time, agenda (QF-1-rev.a.1 ), and
venue of the meeting. Distribute the agenda to the members in good time before
the meeting
2. Attach the minutes of the previous meeting .This gives members the chance to
bring up anything they do not understand or disagree with.
Secretary JT-2
QAAC Quality
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Section 5 Rev.: A Page 5 of 14
3. Obtain the approved meeting agenda , minutes from the last meeting, and any
background documents to be discussed.
4. Get basic items in place. Set out chairs and tables before the meeting begins.
Provide pens and paper for everyone. Place a pitcher of water in the middle of the
table and put glasses around the table.
5. After the chairperson asks everyone to stop talking as the meeting is about to
begin. Pass around the attendance sheet and ask everyone attending QF-3-rev.a.1
to sign their names at the beginning of the meeting. These names will be entered
in the minutes QF-2-rev.a.1
6. Note who arrives late or leaves early so that these people can be briefed on what
they missed.
7. Write down items in the order in which they are discussed. If item 8 on the agenda
is discussed before item 2, keep the old item number but write item 8 in second
place.
8. write down the main Discussion and conclusion of the meeting for typing up later
9. if there are any other business, known as AOB, write it down for typing up later.
10. Set a date for the next meeting and formally close the meeting.
c) Writing a Meeting Minutes QF-2-rev.a.1
1. Follow the quality form QF-2-rev.a.1
2. Transcribe the minutes into a formal report QF-2-rev.a.1 as soon as possible after
the meeting. By transcribing quickly, the meeting will remain fresh in your
memory, which will help you include all relevant information.
3. Place the title, the number(Taking the first letter of each word in the title of the
meeting / serial number for this meeting type / year ex: QAO/3/2012) , also place
the meeting date, time and location at the top of the minutes QF-2-rev.a.1.
4. Summarize each topic discussed by using actionable verbs and omitting
conversational pieces.
5. After each topic, Write down decisions made, action plans, responsible persons and
due dates.
6. If you have doubts about what was said, contact the appropriate person for
clarification.
7. Write down items in the order in which they are discussed. If item 5 on the agenda
is discussed before item 2, keep the old item number but write item 5 in second
place.
8. Proofread the final minutes for content, spelling and grammar and distribute it to
attendees and absentees, to see if there is any modification or correction
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 6 of 14
9. If the members receive a copy of the minutes it is not necessary for them to
receive all the attachments. When they do not receive the attachments, the
minutes should include a brief summary of the attachments.
10. Always maintain the confidentiality of your draft minutes until the QAAC director
has approved them
11. Get the minutes approved. Minutes aren’t finalized until they’ve been approved by
QAAC director.
12. After the minutes have been corrected and approved ,they should be signed by
the secretary by Writing "Submitted by" and then sign your name and the
date. The word “approved” and the date of the approval should also be included.
13. Attach Attendance sheet QF-3-rev.a.1, all reports and other supplementary
materials distributed at the meeting to the minutes as an appendix.
14. File the official copy of the minutes electronically in DMS system and in hard
copy in the Minutes Book and kept by the secretary.
5.2.3Arrange and confirm appointments and interviews with visitors
a)Arrange and confirm appointments
if the QAAC Director has asked you to set up an appointment for him, You will need to:
1. Get the following information from the director (Name of person he wants to
meet, Venue of appointment - their office or his, Day, Date and time, The subject
he wishes to discuss, How long he needs for appointment ) to enable you to do it.
2. contact the office and schedule the appointment. You may sometimes need to
have a couple of dates or times as the first may not suit the other party
3. leave with the other party (Your boss' name for appointment, Contact telephone
Number, Your name) just in case the other party needs to change the appointment
4. Write a written message to your boss detailing all the information( Day, date, time,
Name of person the appointments with, Where the appointment is to be held,
Telephone contact details)
5. make the entry in the calendar on the QAAC website.
b)Arrange and confirm interviews with Visitors :
1. Allow interviewers necessary after discussion with the QAAC Director.
2. make the entry in the calendar on the QAAC website then inform the visitor the
specific time for the interview .
3. do not rely on memory to determine the dates
4. Review the Calendar daily.
5. take care of the office for the convenience of visitors
6. received the visitor before allowing him to meet with the director.
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 7 of 14
7. inform the QAAC director before entering the visiting
5.2.4 organize internal and external events along with public relation officer
a) Planning
1. Conduct with QAAC director, public relation officer and other staff for preparing
schedules and budgets, to making invites and posters
2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent
expenses should be included.
3. Prepare a draft schedule of the activities in the event
4. Prepare a time line (with deadlines) for each activity
b) Take Action
1. Fix the date, venue, (chief guest), name of the event
2. Get approval for your budget, schedule, and etc, from QAAC director and the
relevant departments
3. in cooperation with the Public Relations Officer and IT Specialist, make sure to
update any websites connected to the event specially QAAC website,
4. in cooperation with the Public Relations Officer and designer, market the event by
Preparing brochure, releasing advertisement, informing the media, sending
mailings and making phone calls.
5. It is important to make sure administrative actions are being taken care of as well.
Things like poor accounting, and lack of correspondence can create problems for
any event.
6. Fill the function Request form and send it to Department of public relations and
information to Make arrangements for Photos, videos food and refreshments
microphones, speakers, computers, LCD projectors, podiums to be set up at the
venue, then file it in the appropriate file.
7. Gather items needed for the event. These items might include prizes, or certificates.
8. Prepare a list with all relevant mobile, phone numbers, emails ids for VIP, and
supplier of any goods or services
9. Make sure you communicate with everyone on how to reach the venue and the time.
10. Keep these information in your database and save it in your PC and in DMS system
, in case you need them again.
c) Work to be done 24 hours to 36 hours before the event
1. Check whether all invitations have been sent and responded to. Create a list of
invitees
2. Remind VIPs about the events
3. Check whether all activities are going on schedule
4. Go to the venue and check whether all things are ready
5. Check whether participants kit is ready. This kit might include a bottle of water,
snack bar, note paper, pen, brochure and any information they may need. It is also
a good idea to include small mementos.
6. Make a checklist of the things to be taken to the venue.
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 8 of 14
d) On the Day of Event
1. Arrive early to the venue with your team members. Check for the electric reading
and that all electronic equipment is in working order
2. Make sure the host speaker has the schedule
3. Take care of any special requests, especially those of the outstations and chief
guest.
4. Take photos of all important things
5. Take the feedback from participants.
6. Check to make sure nothing valuable has been left behind, and then, leave the
venue.
7. File all related papers, forms, correspondence in the correct file (internal/external
outgoing mail ) and (internal /external incoming mail) and in QAAC events file.
5.2.5 Maintain schedules and calendars
1. type the schedule in the calendar on the QAAC WEBSITE..
2. Write appointments and tasks in it as soon as you learn
3. Refer to the calendar frequently. Look at it every time you schedule anything new. Take
a minute each morning to look ahead to tomorrow and next week , at the least.
4. It’s preferred to set reminders to pop up in advance of any appointments. So set it so that
you have enough warning.
5.2.6 Handle incoming mail and other materials.
When you work with incoming mail, follow these steps:
1. Open the incoming mail upon arrival
2. Emptied the contents and make sure the envelope has become completely free
3. Make sure you have all the attachments mentioned in the letter
4. Type the reference number (Serial number /year: ex. 108/2012) and date of receipt of
correspondence received
5. Take a copy of the correspondence received and file it in the incoming mail file
6. Make a scan of the correspondence received and save it in the incoming mail Excel sheet
on your PC.
7. Distributed mail to the person concerned.
8. Make sure to update the backup electronic incoming mail file on the DMS system from
time to time.
5.2.7 Prepare, manage and file correspondence ( outgoing mail)
When you work with outgoing mail, follow these steps:
1. Use the official papers of the QAAC Center.
2. Follow the pattern in the writing of correspondence as follows:
a) reference number and date:
Secretary JT-2
QAAC Quality
Manual
Section 5 Rev.: A Page 9 of 14
1. Type the reference number of the internal correspondence (between the
center and other collages and department inside the university ) as follows:
QAAC\In\ Serial number (ex : QAAC\In\108)
2. Type the reference number of the external correspondence(between the
center and outside the university) as follows: QAAC\Ex\ Serial number (ex
: QAAC\Ex\109)
b) Double space (or as much as you need ) to put the recipient name then his/her title.
c) Enough space to include the subject in the middle.
d) Body of the latter.
e) Close the letter with a thank you…etc
f) Include 4 spaces and type the QAAC Director name and his title
g) Let the director sign the letter between the end of the letter body and the typed name
and title
3. Catch the attitude of the incoming letter and reply accordingly
4. type all the information you want clarification or want to inquire about it and as directed
by the QAAC Director
5. Be clear, courteous and precise. Avoid ambiguity.
6. Revise the draft of the letter and Check the spelling of it before being approved and
signed by the QAAC Director.
7. After the letter has been corrected and approved ,it should be signed by the QAAC
Director.
8. Stamp the letter.
9. Make sure you have all the attachments mentioned in the letter
10. Take a copy of the signed letter and file it in the outgoing mail file.
11. Make a scan of the signed letter and save it in the outgoing mail Excel sheet on your PC.
12. Use a clean and appropriate envelope, preferably with QAAC name on it.
13. Send the singed letter to the person concerned .
14. Make sure to update the backup electronic outgoing mail file on the DMS system from
time to time
5.2.8 operate office equipment
For the operation of office equipment should know the following:
1. Knowledge of the advantages and specifications of office equipments which helps to
optimize utilization.
2. Superficial knowledge of the process of maintenance of office equipment.
5.2.9 Receive, direct and relay telephone messages
a) Receive the telephone calls and messages
1. Speed to answer and answer the phone and mention the name of the center
2. Speak calmly and clearly
3. Address the person by name if known
4. Identify the caller information
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5. Listen and not to interrupt the talk
6. transfer the call to the QAAC Director or to the required person
7. If the director is outside the office or in a meeting, ask the caller information such
as: The caller's name – cause of call - call time - at any time wish to contact him
in case of director return
8. do not end the call before the caller
9. Maintain the confidentiality of communication
b) Call the others
1. Make telephone calls with others at the request of the Director, either internally or
externally
2. Before interest picked up the phone to place a phone Write subject headings that you want
to Be notified to the other so as not to get lost you things while you talk.
3. Introduce yourself immediately
4. Should be left free time between the call and the other to give the opportunity to receive
calls
5. Return calls in batches. Leave specific messages and the time you called if the person
you’re trying to reach isn’t available.
5.2.10 collate information
1. Classified data and information that you received or reached by you
2. Link between this information and give it meaning
3. Analyzed the results and write them correctly in sentences
4. Provide the Director or other staff with the results and save them in the appropriate file.
5. Coordinate the flow of information both internally and externally.
5.2.11 Maintain an adequate inventory of office supplies
1. Make a list of the office supplies (QF-4-rev.a.1) that the center are using and then make a
list of approximately how many of these supplies are used each month. This list needs to
be utilized as an inventory list. This list can be transformed or stand alone as a checklist,
where you can keep track of all your office supply needs; as each item is used, the items
can be checked off so you know exactly how much of each item is left
2. Approximately every two to three months review your office supplies and then check your
expenses.
3. Mark on this list when supplies need to be ordered.
4. Make a purchase order by the following categories:
a) Use Store Issue Order Form which belongs to Purchasing Department for supplies
that are found in the store such as Stationery ,cleaning materials , tissue paper , Desk
and chair for a new employee and Printing Tools (Paper, Printer Ink…)
b) Use Requisition form which belongs to Purchasing Department for supplies that does
not exist in the store and that cost is more than 25 dinars such as PC, Printer…etc
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c) Buy the supplies that does not exist in the store and that cost is less than 25 dinars
then use the Petty Cash Voucher which belongs to Finance & Budget Dept.( in this
case original receipts should be kept attached to the form)
5. After you received the new order attach the old Office Supplies Form QF-5-rev.a.1 with
the purchase order and the Delivery form then file all of them in the incoming mail.
6. Store the received supplies in the appropriate storage cabinet then paste the new Office
Supplies Form QF-5-rev.a.1 on the door of the cabinet.
5.2.12 Maintain the General Filing System
a) storage of files and records
1. Ensure that all staff who need to access the files records are able to do that.
2. Keep the records in a secure area (e.g. locked filing cabinet or locked store) if they
contain sensitive or confidential material.
3. The storage area should be clean, tidy, and away from water threats (e.g. sinks, toilets,
pipes, radiators) and fire hazards (e.g. electronic equipment, kitchen equipment).
4. Do not leave records on the floor.
5. Ensure that the storage area complies with manual handling.
6. Keep reference / library material (e.g. publications, magazines, manuals, “reading” /
“for information”), separate from files and records storage area.
b) Titling and naming of files
1. The naming/titling system should be clear enough to enable a new member of staff to
easily locate the relevant file after a short explanation.
2. Mark file titles clearly on file covers
3. Avoid abbreviations in file titles
4. Arrange the File also the index inside the file in alphabetical order ( subject base and
alphabetical order where you must put the files in the cabinet from left to right and
from top to bottom in the following order:
4.1 AIMS login account request (QF-5-rev.a.1): It is divided into several sections
according to quality offices in the colleges ( alphabetical order from top to bottom)
so that the request (QF-5-rev.a.1) is placed inside the file based on the applicant as it
is in the index .
4.2 Bahrain Center for Excellence : it is divided into three sections in alphabetical
order as following Incoming section , Outgoing section then workshops section.
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4.3 HR : It is divided into several sections based on the alphabetical order of the staffs’
names in the center ( from top to bottom). Each section may contains the following
forms :
a) CV.
b) Job Description
c) Certificates of the training courses
d) Leave Request Form.
e) Permit Leave During Working Hours Form.
f) Non-Bringing ID Card form.
g) Information Technology systems Staff Account Application Form (also you
have to file a copy in outgoing\internal file).
h) A nomination form for training within the university( نموذج ترشيح للتدريب داخل
.(also you have to file a copy in outgoing\internal file) (الجامعة
i) Request a cash advance from the university ( طلب سلفه من الجامعة ) (also you
have to file a copy in outgoing\internal file).
j) Approval to Work/Use Facilities Outside Official Working Hours (also you
have to file a copy in outgoing\internal file).
k) MAG. Card Requisition Form (also you have to file a copy in
outgoing\internal file).
l) Transfers\Exclude of Fixed Assets Form (also you have to file a copy in
outgoing\internal file).
m) Technical Support Request |(also you have to file a copy in outgoing\internal
file).
n) Licensed Software(s) Request Form (also you have to file a copy in
outgoing\internal file).
o) Telecom Requisition form (also you have to file a copy in outgoing\internal
file).
p) Other related documents and records.
4.4 Incoming/External (Incoming mail to the center from any point outside the university):
It is divided into several sections based on the source of correspondence in alphabetical
so that the external incoming is placed in the correct section as it is in the index
4.5 Incoming/Internal ( Incoming mail to the center from any point inside the university)
: It is divided into several sections based on the source of correspondence in alphabetical
order so that the internal incoming is placed in the correct section as it is in the index.
4.6 Outgoing\External(Outgoing mail from the center to any point outside the university):
It is divided into several sections based on The recipient of correspondence in alphabetical
so that the external outgoing is placed in the correct section as it is in the index.
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4.7 Outgoing\internal(Outgoing mail from the center to any point inside the university):
It is divided into several sections based on The recipient of correspondence in alphabetical
so that the internal outgoing is placed in the correct section as it is in the index such as
Maintenance Request , Transportation Request , Postal Form ,Printing Request and
Requisition form.
4.8 President Office: : it is divided into three sections in alphabetical order as following
Decision section , Incoming section then Outgoing section.
4.9 QAAC Documents : it contains all documents related to the QAAC such as:
a) Quality Manual
b) Senior Exit Survey (QF-6-rev.a.1)
c) Alumni Survey (QF-7-rev.a.1)
d) Faculty Survey (QF-8-rev.a.1)
e) Employer Survey (QF-9-rev.a.1)
f) Training Workshop Survey ( QF-10-rev.a.1)
g) Improvement Point Tracking Forms (QF-11-rev.a.1)
h) QAAC Website Editorial Guidelines (QP-1-rev.a.1)
i) Using the AIMS Online System (QP-2-rev.a.1)
j) Other related documents and records.
4.10 QAAC Events: it is divided into several sections in alphabetical order based on the
type of the event such as : Visiting of Quality Assurance Authority for Education &
Training, Quality Assurance Annual Meeting, Quality Assurance lecture, Quality
Assurance workshop and other activity .
Each Section has to contain :
a) Function Request Form
b) All related correspondence Whether they are incoming or outgoing
c) All related Request such as Printing Request for any materials that would be
distributed at the event
d) Attendance Sheet (QF-3-rev.a.1)
e) Event Report (QF-12-rev.a.1)
f) Training Workshop Survey (QF-10-rev.a.1) If distributed in the event
g) Other related documents and records.
4.11 QAO (Quality Assurance Offices): It is divided into several sections according to
quality offices in the colleges ( alphabetical order from top to bottom) so that all
correspondence, documents and Requests are placed inside the file in the correct section
as it is in the index .
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5. Write filing dates of the document/record by handwriting on the bottom left corner on
the back of the first paper then put it in the correct file and correct section based on
this date.
6. keep an electronic copy of all files on the shared drive and on the DMS SYSTEM.
Ensure that staff know where it is and keep it updated. Electronic copy name should
list file titles, user name, action date ex: IDEAS Booklet(Eman)(25.5.2010)
7. Do not use ‘miscellaneous’ or ‘general’ as file titles. Records in such files are
effectively lost as the description is meaningless.
QAAC Quality Manual – Section 6
Project Management Specialist (JT-3)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 5
6.1 Job Description (JD-3-rev.a.1)
6.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Project Management Specialist is responsible for the overall direction, coordination,
implementation, execution, control and completion of QAAC projects ensuring consistency with
UOB and QAAC strategy, commitments and goals.
6.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
Project Management Specialist reports to the Director. The role of the Project Management
Specialist is to plan, execute, and finalize projects according to strict deadlines and within budget.
This includes acquiring resources and coordinating the efforts of team members in order to deliver
projects according to plan. The Project Management specialist will also define the project’s
objectives and oversee quality control throughout its life cycle.
6.1.3 Qualification Required
Bachelor or above in a related field as well as a certificate in project management
6.1.4 Practical experience
2 years direct work experience in project management capacity.
6.1.5 Career Path
sixth grade - seventh grade
6.1.6 RESPONSIBILITIES
Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Leads planning, coordination and execution of QAAC projects, with a clear focus on risk
management and cross-functional stakeholder communication in a fast-growing and
dynamic environment.
Define QAAC project scope, goals and deliverables that support center’s goals in
collaboration with higher level of management and stakeholders.
Approved By:
Date:
Project Management Specialist (JT-3)
QAAC Quality
Manual
Section 6 Rev.: A Page 2 of 5
Develop full scale project plans and associated communications documents.
Plan and schedule project timelines and milestones using appropriate tools
Define project tasks and Estimate the resources and participants needed to achieve project
goals.
leads implementation of project
Direct and manage project development from beginning to end.
Minimizes the risk on project.
Set and continually manage project expectations with team members and other
stakeholders.
Liaise with project stakeholders on an ongoing basis.
Assemble and coordinate project staff
Manage project budget
Determine and assess need for additional staff and/or consultants and make the appropriate
recruitments if necessary during project cycle.
Manage project resource.
Track project milestones and deliverables using appropriate tools
Provide direction and support to project team
Delegate tasks and responsibilities to appropriate personnel.
Identify and resolve issues and conflicts within the project team.
Identify and manage project dependencies and critical path.
Keeps project team well informed of changes within the QAAC and UOB news.
Coach, mentor, motivate and supervise project team members and contractors, and
influence them to take positive action and accountability for their assigned work
Holds regular status meetings with project team
Develop and deliver progress reports, proposals, requirements documentation, and
presentations.
Determine the frequency and content of status reports from the project team, analyze
results, and troubleshoot problem areas.
Quality assurance
Constantly monitor and report on progress of the project to all stakeholders and higher
level of management.
Proactively manage changes in project scope, identify potential crises, and devise
contingency plans.
Implement and manage project changes and interventions to achieve project outputs
Identifies opportunities for improvement and makes constructive suggestions for change .
Define project success criteria and disseminate them to involved parties throughout project
life cycle.
Build, develop, and grow any business relationships vital to the success of the project.
Project evaluations and assessment of results
Conduct project post mortems and create a recommendations report in order to identify
successful and unsuccessful project elements.
Develop best practices and tools for project execution and management.
Ensures project documents are complete, current, and stored appropriately
Perform other related duties as required
Project Management Specialist (JT-3)
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Section 6 Rev.: A Page 3 of 5
6.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
Relevant training or qualification in project management or equivalent.
knowledge of both theoretical and practical aspects of project management
knowledge of project management techniques and tools
Knowledge of analytical methods, procedures, and practices, to include research software.
strong foundation in statistics, research design/analysis, and qualitative/quantitative
evaluation
proven experience in people management
proven experience in strategic planning
proven experience in risk management
proven experience in change management
6.1.8 Skills
(The Skills required for satisfactory job performance)
Strong skill and ability to: collect, organize, synthesize, and analyze data; summarize
findings; develop conclusions and recommendations from appropriate data sources at the
department level.
planning and organizing skills
critical thinking and problem solving skills.
Project Management skills (e.g. theory of constraints, critical path methodology, project
risk management, triple constraints, project scope management, project management
lifecycle etc
Complete ability to create comprehensive project schedules which identify time frames for
key project milestones
Complete ability to accept, direct, and perform responsibilities and work assigned tasks as
a project team member in support of the overall project.
Ability to evaluate job tasks and processes on how well they help meet team objective(s)
Ability to work effectively and cooperatively with fellow employees, peers from other
teams and/or parts of the university.
The ability to work as an individual and as part of a team.
Ability to continuously Improve
decision making skills
Demonstrated experience in personnel management.
Persuasive, encouraging, and motivating.
Ability to elicit cooperation from a wide variety of sources, including upper Management
and other departments.
Ability to bring project to successful completion through political sensitivity.
Strong interpersonal skills.
Adept at conducting research into project-related issues and products.
Project Management Specialist (JT-3)
QAAC Quality
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Section 6 Rev.: A Page 4 of 5
Must be able to learn, understand, and apply new technologies.
Good Verbal and written communication skills.
The ability to work to tight deadlines.
Strong time management skills and prioritization abilities.
The ability to pay attention to detail.
Stress management skills.
strong computer skills
Negotiating skills
6.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Must be keen and accurate.
Organization and flexibility
influencing and leading
Demonstrate sound work ethics
Methodological
careful and patient
adaptability
reliability
initiative
6.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
Project management specialist is expected to work in busy office. The pressures of deadlines and
tight work schedules can be stressful. Dexterity of hands and fingers to operate a computer
keyboard, mouse, and other devices and objects .Physically able to participate in training sessions,
presentations, and meetings.
Project management specialist works a standard 40-hour week, but overtime is common. work
schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job,
especially if there is an emergency or crisis.
Project Management Specialist (JT-3)
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Section 6 Rev.: A Page 5 of 5
6.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
QAAC Quality Manual – Section 7
Project Coordinator (JT-4)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 3
7.1 Job Description (JD-4-rev.a.1)
7.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
project coordinator has to coordinate between all the people working on a project. This job is
extremely important as their main objective is to ensure the smooth working of a project
7.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
project coordinator reports to the project management specialist JT-3. They work for different
QAAC sections and it is the job of the project coordinator to coordinate between all these sections
and all departments which are at work in a project. They need to have the skill of working with
different kinds of people and most importantly, they have to be able to make them work together.
7.1.3 Qualification Required
A bachelor's degree or higher in a related field.
7.1.4 Practical experience
2 years experience in a related field.
7.1.5 Career Path
Fifth grade - sixth grade
7.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Coordinating between all the various departments which are at work in QAAC projects.
Reporting to the project manager
Liaising with all the employees that are involved in the project
Keeping a close watch on the budgets of the project.
Solving all the employee disputes that arise in the office
Being involved in the project from the planning stages
Helping in the execution of the project
Project Coordinator (JT-4)
Approved By:
Date:
QAAC Quality
Manual
Section 7 Rev.: A Page 2 of 3
Reporting to the management on the development of the project
Project coordinator have to be quick in solving problems as any delay stall the whole
process
submit a report to the supervisor after the completion of the project. File all project documents (hard and soft copies) Even after the project is done, they have to look after the whole project's life cycle
Following up on a project even after it is over .
Perform other related duties as required.
7.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
Relevant training or qualification in project management.
Proven experience in information and communication management.
Complete knowledge of Project Management theory, concepts and principles (e.g. theory
of constraints, critical path methodology, project risk management, triple constraints,
project scope management, project management lifecycle etc.)
Knowledge of analytical methods, procedures, and practices, to include research software.
strong foundation in statistics, research design/analysis, and qualitative/quantitative
evaluation.
Knowledge of information gathering techniques, procedures, and practices
Proficient in spelling, punctuation, grammar and other Arabic/ English language skills
7.1.8 Skills
(The Skills required for satisfactory job performance)
Ability to communicate clearly and effectively, both verbally and in writing.
Ability to collect and analyze complex data.
The ability to investigate and analyze information and to draw conclusions
Ability to exercise considerable individual judgment and initiative in conducting the
necessary operations within the program.
Ability to develop initiatives in innovative manner for effective resolution.
Ability to prepare and conduct effective presentations.
Ability to coordinate project activities with diverse groups and individuals
The ability to multi-task and work with cross-functional teams in a very fast-paced
environment.
Possesses problem solving capabilities.
The ability to build working relationship with other outside of the team.
Strong time management skills and prioritization abilities.
The ability to pay attention to detail.
Stress management skills.
Negotiating skills.
Project Coordinator (JT-4)
QAAC Quality
Manual
Section 7 Rev.: A Page 3 of 3
7.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Organization and flexibility
Demonstrate sound work ethics
methodical and accurate
careful and patient
reliability
initiative
7.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
The project coordinator has to be a hands on person, as their help could be required at anytime of
the day . Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
and objects .Physically able to participate in training sessions, presentations, and meetings. The
pressures of deadlines and tight work schedules can be stressful.
Project coordinator works a standard 40-hour week, but overtime is common. work schedules can
be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there
is an emergency or crisis.
7.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
QAAC Quality Manual – Section 8
Information Technology Specialist (JT-5)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 5
8.1 Job Description (JD-5-rev.a.1)
8.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
The Information Technology Specialist is responsible for providing leadership and implementing
a variety of computer-related technical assistance for the QAAC staff so that the efficiency and
accuracy of the center’s development and communications work is enhanced through the use of
technology. Among the areas of responsibility for the ITS are database management, data analysis,
and producing reports, digital photo archiving, developing scanning and electronic document filing
systems, and enhancing mail-merge faxing and emailing, etc. The IT Specialist will be also
responsible for the development and maintenance of various QAAC websites, QAAC AIMS
system and electronic newsletters...etc.
8.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
The Information Technology Specialist reports to the QAAC director. He/ She manages and
provides hardware and software maintenance, training and consultation, and recommendations
about future planning and development of resources. Providing these services in an effective and
efficient manner will ensure maximum access to and implementation of technology services and
resources.
8.1.3 Qualification Required
A bachelor's degree in computer science or higher.
8.1.4 Practical experience
2 years of practical experience in database administration, development, and web design
8.1.5 Career Path
sixth grade- seventh grade
8.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Manage information technology and computer systems
Approved By:
Date:
Information Technology Specialist (JT-5)
QAAC Quality
Manual
Section 8 Rev.: A Page 2 of 5
Plan, organize, direct, control and evaluate the operations of information systems and
electronic data processing (EDP)
Develop and implement policies and procedures for electronic data processing and
computer systems operations and development.
Test and develop programming modifications.
Analyze performance of programs and take action to correct deficiencies based on
consultation with user and approval of supervisor.
Correct errors by making appropriate changes and then rechecking the program to ensure
that the desired results are produced.
Meet with QAAC director and concerned person to discuss system requirements,
specifications, costs and timelines
Ensure technology is accessible and equipped with current hardware and software
Troubleshoot hardware, software and network operating system
Be familiar with all hardware and software
Be familiar with network operating system
Provide orientation to new users of existing technology
Train staff about potential uses of existing technology
Train staff about new and potential use
Provide individual training and support on request
Provide recommendations about accessing information and support
Write or contribute to instructions manuals to guide end users.
Maintain current and accurate inventory of technology hardware, software and resources
Monitor and maintain technology to ensure maximum access
Troubleshoot all technology issues
Maintain log and/or list of required repairs and maintenance
Install work stations
Connect and set up hardware
Load all required software
Provide network accounts and passwords as required
Monitor security of all technology
Install and maintain Foolproof and passwords
Input and maintain IP addresses
Advise staff of security breach and/or change in password or security status
Ensure installation of lock out programs
Identify and prepare hardware for disposal when appropriate
Ensure hardware is stripped and secured before disposal
Work to develop the design for the QAAC website and AIMS system.
Assist in the formulation and enforcement of website and AIMS policies and standards
that, among other things, establish procedures to ensure the readiness, quality, and accuracy
of website and AIMS content, and assist in educating campus constituents about policies
and standards.
Establish procedures to ensure the readiness, quality, and accuracy of QAAC websites,
providing guidance and training to faculty and staff
Maintain an up-to-date, accurate QAAC website and AIMS system based on director
direction and standards provided by Quality Offices and the Computer Center.
Information Technology Specialist (JT-5)
QAAC Quality
Manual
Section 8 Rev.: A Page 3 of 5
design and produce electronic forms and filing systems as well as enhanced mail-merge
faxing and emailing systems (especially for invitations to graduation and other University
events) to enhance efficiency and accuracy.
Assist in the production and distribution of electronic newsletters…etc.
Serve as the QAAC liaison with the Computer Center on IT related issues.
maintenance the server of the center and make a backup periodically
submit a report to the director after the completion of the task
Perform other related duties as required
8.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
Relevant training or qualification in information technology.
proficient knowledge in Computer hardware and software systems and programs Computer
networks, network administration and network installation.
proficient knowledge in Computer troubleshooting and Computer viruses and security.
Strong knowledge in HTML, SQL, PHP, CSS, JavaScript, and familiarity with multiple
web browsers
Knowledge in using web editing applications.
Knowledge in using graphic design applications (Photoshop or Fireworks).
Deep knowledge in developing databases.
Knowledge in programming procedure and in major programming languages .
knowledge in computer flow chart and of programming logic and code.
Proficient in spelling, punctuation, grammar and other Arabic/ English language skills
8.1.8 Skills
(The Skills required for satisfactory job performance)
management and supervisory skills
ability to install and administer computer hardware, software and networks.
Ability to maintain database-driven content management systems.
computer skills including the ability to operate computerized accounting, spreadsheet,
word-processing, graphics and website development programs at a highly proficient level
A strong sense of graphic design
Strong writing and editing skills to insure the quality and accuracy of the public
presentation of QAAC’s web site and AIMS system.
The ability to implement and troubleshoot programming change and modification.
The ability to write technical instruction in the use of programs and/or program
modifications
The ability to investigate and analyze information and to draw conclusions
The Ability to process computer data and to format and generate reports
Ability to apply technical standards, principles, theories and techniques.
effective verbal, written ,presentation and listening communications skills .
Excellent, demonstrated interpersonal skills to deal effectively with QAAC staff.
diverse and independent-minded departments.
Information Technology Specialist (JT-5)
QAAC Quality
Manual
Section 8 Rev.: A Page 4 of 5
Strong analytical and problem solving skills.
decision making skills.
team building skills
The ability to work as an individual and as part of a team.
The ability to build working relationship with other outside of the team.
Ability to manage multiple assignments and meet deadlines
Ability to work occasional off-hours duty to permit timely attention to mission-critical
functions.
Strong time management skills and prioritization abilities.
Work in a logical manner.
The ability to pay attention to detail.
Stress management skills.
8.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
be accurate.
Organization and flexibility
influencing and leading
Demonstrate sound work ethics
Numerate with a logical approach
Methodological
careful and patient
reliability
initiative
8.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
The Information Technology Specialist may find the environment to be busy, noisy and will need
excellent organizational and time and stress management skills to complete the required tasks. The
Information Technology specialist may have to manage a number of projects at one time, and may
be interrupted frequently to meet the needs of the QAAC .
ITS will have to spend long hours sitting and using office equipment and computers, which can
cause muscle strain, eyestrain and occasional headaches . He/She will have to do some lifting of
computer equipment, supplies and materials from time to time. ITS deals with a very stressful
environment as many of the tasks are frustrated and require immediate actions.
ITS works a standard 40-hour week, but overtime is common. work schedules can be irregular and
are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency
or crisis.
Information Technology Specialist (JT-5)
QAAC Quality
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Section 8 Rev.: A Page 5 of 5
8.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
QAAC Quality Manual – Section 9
Public Relations Officer (JT-6)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 11
9.1 Job Description (JD-6-rev.a.1)
9.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Public Relations Officer is responsible for all public relations activities at the center including the
writing and preparation of press releases , newsletters, speeches, website content, articles, events,
and suggestions, in order to establish and maintain understanding and cooperation between the
Centre and its stakeholders.
9.1.2 SCOPE
The way that the position contributes to and impacts on the organization)
Public relations officer reports to his/her boss and he / she is responsible for providing public
relations activities with a high level
9.1.3 Qualification Required
Bachelor of Media or higher
9.1.4 Practical experience
Two years experience in public relations
9.1.5 Career Path
fifth grade - sixth grade
9.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Develop and implement communication strategies for the QAAC.
Advise management on communication issues and strategies.
Plan public relations programs including the preparation of cost budgets. Making the QAAC news and getting attention.
Writing and editing speeches and articles .
Approved By:
Date:
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Section 9 Rev.: A Page 2 of 11
Write, edit and arrange production of QAAC newsletters, QAAC annual reports, leaflets,
photographs and QAAC brochures
Assist in preparing QAAC documents such as annual reports, QAAC profiles and
submissions.
Oversee production of visual (film or video), audio and electronic material, including
managing QAAC websites.
Organize Internal and external events such as Bahrain national day, visits, exhibitions and
QAAC Annual meeting , along with the secretary.
Devising and coordinating photo opportunities.
Maintaining and updating information on the center’s website.
Keep an eye on public opinion about The QAAC internally and externally
Manage the center's response to important issues and in times of crisis.
Liaising with and answering enquiries from media, individuals and other organizations,
often via telephone and email.
Arrange interviews with journalists, prepare and distribute news releases and make
statements to the media in corporation with Department of Public Relation & Information
Fostering community relations through events such as national day and through
involvement in community initiatives.
9.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
relevant training or qualification
knowledge and experience of relevant software applications - spreadsheets, word
processing, and database management
knowledge of public relations procedures
proficient in spelling, punctuation, grammar and other Arabic/ English language skills
proven experience of producing correspondence and documents
proven experience in information and communication management
9.1.8 Skills
(The Skills required for satisfactory job performance)
Strong writing and editing skills to insure the quality and accuracy of the public
presentation of QAAC’s web site and AIMS system.
verbal and written communication skills
attention to detail
planning and organizing
time management
stress management skills
analytical and problem solving skills
decision making skills
ability to prioritize and multitask
Ability to form relationships with others
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Section 9 Rev.: A Page 3 of 11
Public speaking.
Negotiating skills.
9.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
be honest and trustworthy
be respectful
possess cultural awareness and sensitivity
Organization and flexibility
demonstrate sound work ethics
confidentiality
initiative
reliability
9.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
Public relations officer may work in busy office. The pressures of deadlines and tight work
schedules can be stressful. PR officer works a standard 40-hour week, but overtime is common,
and work schedules can be irregular and are frequently interrupted. Occasionally, they must be at
the job or on call around the clock, especially if there is an emergency or crisis. Schedules often
have to be rearranged so workers can meet deadlines, deliver speeches, attend meetings and
community activities, and travel.
9.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
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Section 9 Rev.: A Page 4 of 11
9.2 Work Instruction (WI-6-rev.a.1)
9.2.1 Develop and implement communication strategies for the QAAC
a) At the beginning of year :
1. Assess your communications infrastructure: What worked - describe your top three
communications wins and three worst blunders from the last two years.
2. Establish your goals by answering the following question:
a) What are QAAC goals?
b) What image do you want QAAC to be?
c) Why are you launching communications efforts in the first place? What,
specifically, do you want to win?
d) What is your positive vision for the future?
3. Identify, prioritize and get to know your Audiences
4. Frame the Issue : Describe the issue in a way that resonates with the value and needs of
your audience, and is also interesting to journalists, or “newsworthy.”
5. Develop leveraged, high-impact Vehicles (that take your messages to your audiences):
it is Possible to be a conference, interview with journalist , workshop, messages on the
web pages, article, newsletter ..etc.( Please read 9.2.8.b Tools for Implementing a
Strategy)
6. Advise QAAC director on communication issues , strategies and plan.
7. Design and implement Evaluation mechanisms: After each effort, assess what was
successful and what could improve. It might help to wait a week or more after the event
to begin assessment, as this will allow for perspective to develop and can result in more
honest assessment
8. Save all related documents such as approved strategy in your public relations file.
b) Tools for Implementing a Strategy
Most of the tools described below can be used in combination with others for greatest
effectiveness, whether in conducting a concentrated ‘public awareness’ program or just
implementing an annual plan. The more different methods are use to reach the same/different
audiences, the more effective the programs will be.
1. Speakers’ Bureaus: sending the best spokesperson out to talk at luncheons, professional and
other meetings, on TV/radio, etc.. , Speeches should be:
prepared in advance
informative, and
tailored to the audience (what you want from them?)
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Section 9 Rev.: A Page 5 of 11
2. Publications: including studies, QAAC newsletters, QAAC annual reports, etc. - can be
useful if chosen for the right audiences and reasons. Before going into details, there should
be a word of warning: there are a lot of newsletters, so in launching a new one, one should
make sure that there is a clear idea behind it and a certain group of addressees. One should
never assume that a newsletter should be produced on a quarterly basis. If your audience
is mainly foreign and media, then sending them things by e-mail is often a good idea.
Finally, do not hesitate to show colleagues what you write, because someone else might
find a spelling mistake or a better word, or that what you have written does not appear to
make sense. Be receptive to taking others’ advice and reassess, reevaluate, revise your plan
as needed. Finally, when you send out any piece of paper, you have to follow it up, either
with a telephone call or a visit.
3. Special Events: these are not media events but events such as a public awareness campaign,
which the media may cover and for which efforts should be made to get the press to attend.
They can also be fundraising events or used for certain marketing purposes at the same
time. Basically, two major kinds can be differentiated: social events (e.g., concerts, dinners,
walkathons, auctions, etc.), where people come together to do something enjoyable whilst
learning something interesting, and public information events, where the focus is more on
information (e.g.,QAAC seminars, QAAC workshops, conferences, study releases,
contests, etc.). In organizing an event one should think about the mood in the given society
and whether a certain activity would be acceptable or frowned upon..
4. Media Events: For each message the appropriate event should be chosen and used. News
or press conferences, however, should not be convened if a briefing or news release would
do.
5. Media Materials: These include news releases, news/information kits, appeal letters, fact
sheets, quotable statements, brochures, and all kinds of publications that target a certain
audience and try to get the organization’s message across. Distribution means include hand
outs, mail, e-mail, internet (websites), fax, etc.
6. Professionally Produced ‘Social Marketing’ Materials: they cost money (maybe you can
get donated production services but needs good tight writing/concepts), so it is cheaper to
convince people who write and produce popular dramas/comedies for TV, film or theater
to include your issues in their scripts in a way that could influence the public! (Media
analysis studies are a very effective way to lobby for better coverage of your
issue/constituency in the media.)
7. Traditional and Non-Journalist-Oriented Communications Media: the use of more
traditional low-tech media like banners, posters, balloons, pins, T-shirts and
handbills/flyers should not be underestimated, especially in mobilizing a neighborhood or
community. Interesting symbols/logos related to these items may attract the interest of the
media, too. On the other hand, if no one has ever used newspaper inserts in your
community, you could try that and gain a lot of attention as a pioneer.
9.2.2 Plan public relations programs including the preparation of cost budgets.
1. Plan public relations programs.
2. Schedule plan timelines in general
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Section 9 Rev.: A Page 6 of 11
3. In order to keep to schedules and deadlines, creating a monthly calendar can prove very
useful, in which things can be slotted in like this:
a) Look at any known deadlines (annual report or newsletter publication dates, important
meetings or VIP visits), special dates national holidays, national day QAAC/ UOB
anniversaries, openings, etc) and put them into your plan first. Think of the best way to
use these hooks to promote your issue among key publics and the media.
b) Include administrative work you must do: creating and updating media, and other
mailing list databases, mission statements and other basic pieces
c) Schedule events: relating to the above, and decide which materials you need to execute
them. Back up and create timelines of deadlines for different planning and
implementing phases of each event, including committees and other staff who will help.
d) Find the ‘slow periods’: Maybe now would be a good time to cultivate press contacts,
update databases of media contacts, or improve your photo files.
e) Allow some ‘white time’ for the unexpected crisis, event, or occasion that you did
not/could not plan for. It will come up and destroy your plan!
f) Take this plan to QAAC director. Discuss it and note priorities and less critical issues.
Revise it and research any special costs/ need for outside resources. Make sure you
have the budget/staff to implement it. Agree to review the plan on a monthly basis with
the director. You will change it as you go along: remember it is a plan not a contract.
g) Collaborate with the QAAC secretary to type the approved schedule on the QAAC
calendar on the center website .
4. Define plan tasks and Estimate the resources and participants needed to achieve the goals
5. Be realistic: do not overload your plate and do not bite off more than you can chew.
Allow time to think, write and get QAAC director approvals of drafts, and printing, etc
6. Implementation your plan.
7. If there is something that you have not tried before, try it first on a small scale on a sort of
‘select audience’ and ask them for feedback. Do not pack your year with activities so that
if something unexpected happens, everything falls apart; check the plan on a monthly basis
to see if any changes need to be made.
8. Document your work: take photos, slides, videotape; keep good statistical and financial
records; publish accurate reports; collect success stories and quotes from people
affected by your work.
9. Save all documents in the correct file also in your public relations file.
9.2.3 Making the QAAC news and getting attention.
Take advantage of special dates/places that relate to QAAC issue when planning special/media
events. The more aspects of QAAC event directly relate to the issue, the more it will appear
‘worth covering’ and the more it will communicate to QAAC stakeholders and other audience.
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Section 9 Rev.: A Page 7of 11
The following are some of the tools or options that can be used in order to make the news:
Create controversy. Take a stand. Disagree. Issue a provocative but logical
statement supported by facts and/or experience.
Conduct and release a reliable study, poll or survey on a timely issue.
Involve proven media-magnet VIPs in your activities
Define a problem or a mystery, then solve it.
Document your work: take photos, slides, videotape; keep good statistical
and financial records; publish accurate reports; collect success stories and
quotes from people affected by your work.
Share reliable information and contacts with media representatives
generously, even when QAAC is not the focus of a story.
Create and maintain the most up-to-date media list in Bahrain and follow-
up every media contact by phone.
Gain a reputation for providing both great refreshments and ‘real news’ at
your media events.
9.2.4 Writing and editing speeches and QAAC ( articles, brochures, newsletter and annual
report).
1. Get to know the person for whom you are writing or assist in writing and editing the speech,
article, brochure content, ex: QAAC director…. ). If you know the person, you should
already have a good feel for their personality, values, and beliefs. If not, interview the
person to learn more about them and to research and detect their speech or article patterns.
2. Ask the person what they want to communicate. This provides the basic material for the
speech. It also helps you know their viewpoint and beliefs about the situation.
3. Get details about the speech/article and Find out how long it needs to be.
4. Learn about the audience( faculty, or students or other stakeholders). Identify their
backgrounds, values, situations, and anything else that will help you tailor the speech or
article to this particular group.
5. Research. you will need to learn more about the topic. Take the time to research it, to learn
the language associated with it, and understand the facts. Not everything you read will
make it into the speech or article, but it creates a solid foundation for you to build on.
6. Write the speech. Practice basic speech presentation skills as you ghostwrite. The speech
should be memorable, brief, organized, easy to follow along with strong focus on the big
ideas.
7. Ask the person to approve it. The person giving the speech/article needs to be on board
with what you wrote. If there is anything they do not agree with or that does not seem
natural for them, work with them to make it right.
8. File the approved one in your own Public relations file.
9.2.5 Assist in preparing QAAC documents such as annual report , and oversee production
of visual and audio electronic material also managing QAAC website.
1. Assist in Writing and editing articles and written material as mention in 9.2.1.
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QAAC Quality
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Section 9 Rev.: A Page 8 of 11
2. Collect required information.
3. Collect required photos from your archive photo file or from department of public
relation.
4. Classified photos, data and information that you received or reached by you.
5. Link between them and give it meaning.
6. Analyzed the results and write them correctly in sentences.
7. Take the QAAC approval.
8. Provide the concerned person such as QAAC Director, designer or IT specialist with
the results
9. Save them in the appropriate file also you have to keep a copy in your own Public
Relations file .
9.2.6 Organize Internal and external events such as Bahrain national day, visits, exhibitions
and QAAC Annual meeting , along with the secretary.
a) Planning
1. Conduct with QAAC director, secretary and other staff for preparing schedules
and budgets, to making invites and posters
2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent
expenses should be included.
3. Prepare a draft schedule of the activities in the event
4. Prepare a time line (with deadlines) for each activity
b) Take Action
1. Fix the date, venue, (chief guest), name of the event
2. In corporation with secretary, get approval for your budget, schedule, and etc,
from QAAC director and the relevant departments.
3. In cooperation with the IT Specialist, make sure to update any websites
connected to the event specially QAAC website.
4. in cooperation with designer, market the event by Preparing brochure, releasing
advertisement, informing the media, sending mailings and making phone calls.
5. It is important to make sure administrative actions are being taken care of as
well. Things like poor accounting, and lack of correspondence can create
problems for any event.
6. Fill the function Request form and send it to Department of public relations and
information to Make arrangements for Photos, videos food and refreshments
microphones, speakers, computers, LCD projectors, podiums to be set up at the
venue, required prizes and certification then file it in the appropriate file.
7. Gather items needed for the event. These items might include prizes, or
certificates .
8. Prepare a list with all relevant mobile, phone numbers, emails ids for VIP, and
supplier of any goods or services.
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Section 9 Rev.: A Page 9 of 11
9. Make sure you communicate with everyone on how to reach the venue and the
time.
10. Keep these information in your database and save it in your PC and in DMS
system , in case you need them again.
c) Work to be done 24 hours to 36 hours before the event
1. Check whether all invitations have been sent and responded to. Create a list of
invitees
2. Remind VIPs about the events
3. Check whether all activities are going on schedule
4. Go to the venue and check whether all things are ready
5. Check whether participants kit is ready. This kit might include a bottle of water,
snack bar, note paper, pen, brochure and any information they may need. It is
also a good idea to include small mementos.
6. Make a checklist of the things to be taken to the venue.
d) On the Day of Event
1. Arrive early to the venue with your team members. Check for the electric
reading and that all electronic equipment is in working order
2. Make sure the host speaker has the schedule
3. Take care of any special requests, especially those of the outstations and chief
guest.
4. Take photos of all important things
5. Take the feedback from participants.
6. Take the attendance sheet QF-3-rev.a.1.
7. Check to make sure nothing valuable has been left behind, and then, leave the
venue.
8. File all related documents in the QAAC events file also in your own file.
9.2.7 Devising and coordinating photo opportunities
1. In corporation with Department of Public Relations and enough time before the event,
call the photographer and arranged with him about things and people desired to focus on
them when taking pictures.
2. During the event, be in touch with the photographer and ask him to portray the important
things based on the directives of the QAAC Director.
3. After the event, keep in touch with the photographer to take photos that belong to the
event and keep it in your archive (photo file) on your PC, and on DMS system and
QAAC events file (some of photos).
9.2.8 Maintaining and updating information on the QAAC website and other networking
pages.
The main goal for maintaining website and other networking pages is to keep visitors coming
back and attracting new ones. If the QAAC site is not updated regularly, visitors will not bother
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Section 9 Rev.: A Page 10 of 11
to return. They need the latest and new information or resources to return back. Hence, it is
essential that you have fresh new content added regularly to your website. To do that please
follow these steps:
1. Keep the information list brief, but as detailed as possible.
2. Keep the information list up-to-date. Ideally QAAC information, news, events, newsletter
, brochures and promotional actions should be updated periodically. This means that you
should update it weekly or monthly.
3. Conduct with QAAC director to get permission about the new news, new published
newsletter, schedule events…etc, that you have to announce and published on the
website.
4. Advice the Designer and IT specialist about exactly what to update ( approved updates).
5. Make sure the website has been updated as agreed and as required
Note: In addition to your website content, the design of your website is very important. The most
critical thing to keep in mind is to keep it simple, easy to use but appealing. Research other
popular sites and high ranking competitor web sites for content and design ideas.
9.2.9 Keep an eye on public opinion about The QAAC internally and externally
1. Follow public opinion through the comments and news about the QAAC in other
department newsletter , local newspaper ,comments on QAAC( website, facebook and
twitter account), UOB website , feedback you reached after any event….etc.
2. It’s possible to use networking pages – on Twitter and Facebook – to invite to public
discussion regarding QAAC services this can keep you well informed about center
strengths and weakness
3. Take note of the good reviews as well as the bad, and see with the director and other
QAAC staff how you can use this free advice to modify QAAC services and to avoid any
mistakes.
4. save all result and conclusion in your public relation file
9.2.10 Manage the center's response to important issues and in times of crisis, respond to
enquiries from media and arrange interviews with journalist.
1. At the beginning of the crisis must collect information and see how the response of the
media with the theme of crisis
2. Analysis of the press every day
3. Do not delay in the reaction.
4. Prepare a place for the management of the crisis has a telephone, fax, computer and
Internet….etc
5. Develop a list of tasks with names and dates
6. Hold a meeting with the QAAC Director and other related people to discuss the crisis and
how to respond to them and determine what will be said in a reply
7. In corporation with secretary document the meetings.
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QAAC Quality
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Section 9 Rev.: A Page 11 of 11
8. Collaborate with the director to assign a particular official spokesman.
9. Collaborate with department of public relation and QAAC secretary to arrange interviews
with journalist, prepare and distribute news release and make statements to the media.
10. Liaising with and answering enquiries from media, individuals and other organizations,
often via telephone and email.
11. Collaborators with the stakeholders, in order to support the creation of a moral
12. prepare the balance of the strengths and weaknesses during the crisis to take advantage of
it later
13. Do not issue comments before assigning a particular official spokesman
14. Do not give information is not confirmed by QAAC Director.
15. File all related documents, records and correspondence in your public relation file.
QAAC Quality Manual – Section 10
Designer (JT-7)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 5
10.1 Job Description (JD-7-rev.a.1)
10.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Designer is responsible for producing design solutions to communicate center messages with high
visual impact. Graphic design solutions are required for a huge variety of products and activities,
such as QAAC websites, advertising, books, magazines, posters, exhibitions and conferences,
corporate communications and corporate identity.
10.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
Designer reports to his/her supervisor and he / she develop creative ideas and concepts choosing
the appropriate media and style to meet the center's objectives.
10.1.3 Qualification Required
A bachelor's degree in graphic design or higher/ A bachelor's degree in multimedia or higher
10.1.4 Practical experience
QAAC prefer candidates with previous(2-3 years) experience in creative artwork--either with
newspapers or ad agencies , with an emphasis on courses in graphic design, communications,
printing techniques and perhaps journalism and communications.
10.1.5 Career Path
fifth grade - sixth grade
10.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Produce designs for a huge variety of QAAC publications and activities, such as
newsletters, annual reports, websites, advertising, books, magazines, posters, publicity
brochures, , articles, exhibitions and conferences (contributing ideas and design artwork to
the overall brief ).
Approved By:
Date:
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Section 10 Rev.: A Page 2 of 5
meeting QAAC Director or supervisor to discuss the business objectives and requirements
of the job.
estimating the time required to complete the work .
developing design briefs by gathering information and data .
thinking creatively to produce new ideas and concepts.
using innovation to redefine a design brief within the constraints of cost and time.
Presenting and communicate finalized ideas and concepts visually, verbally and in writing
to the director or supervisor.
working with a wide range of media, including photography and computer-aided design
(CAD).
proofreading to produce accurate and high-quality work.
keeping abreast of emerging technologies in new media (particularly design programs such
as Quark Xpress, FreeHand, Illustrator, Photoshop, 3D Studio, Acrobat, Director,
Dreamweaver and Flash) as most graphic design work is now completed on a computer.
working as part of a team with printers, copywriters, photographers, other designers, web
developers.
Perform other related duties as required
10.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
relevant training or qualification in design, creativity .
knowledge and experience of graphic design software applications
knowledge of studio art, principles of design, computerized design, printing techniques,
and Web site design.
proficient in spelling, punctuation, grammar and other Arabic/ English language skills
proven experience in information and communication management.
In addition to design courses, a liberal arts education that includes courses in art history, writing,
psychology, sociology, foreign languages and cultural studies, marketing, and business are
recommended.
10.1.8 Skills
(The Skills required for satisfactory job performance)
Creative flair
Verbal, visual and written communication skills to present and explain ideas.
The ability to pay attention to detail
Planning and organizing
Time management
The ability to balance work on several project at a time
Ability to prioritize and multitask
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Section 10 Rev.: A Page 3 of 5
Stress management skills
The ability to grasp client needs and consider practical solutions
Decision making skills
Strong computer skills Good team work skills. Negotiating skills.
A matter-of-fact approach when ideas or designs are rejected
10.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Organization and flexibility
Demonstrate sound work ethics
Initiative
A strong visual sense
Reliability
10.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
Designer may work in busy office. The pressures of deadlines and tight work schedules can be
stressful. Designer works a standard 40-hour week, but overtime is common, and work schedules
can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if
there is an emergency or crisis.
10.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of
all responsibilities and activities required of the position
Designer (JT-7)
QAAC Quality
Manual
Section 10 Rev.: A Page 4 of 5
10.2 Work Instruction (WI-7-rev.a.1)
10.2.1 Produce designs for a huge variety of QAAC publications and activities
1. At the beginning of the year, hold a meeting with QAAC director, public relation officer
and other related staff to know the events, publications, activates and any required update
for QAAC website which need to make a design works.
2. Schedule events, publications and activates timeline.
3. Enough time before the date scheduled, Sit down with the Director and other related staff
to fill out the Designer Checklist (QF-13-rev.a.1) and take the material to be placed in the
design.
4. Do a search on the Internet or you can collect sample from other department, universities
and institutions for the development of imagination and get different design ideas also to
get photos to support the topic, you may contact with department of public relations or
public relations officer to get these photos.
5. Look at sample designs you or other staff have collected. Identify those that have a style
or format you might like to imitate or borrow. See how much detail each type of design
may include then
6. Present and communicate your ideas and concepts visually, verbally or in writing to the
director.
7. By using the available design software ,make two to three different designs for each topic,
show them to QAAC director to adopt the appropriate design, taking into account the
constraints of cost and time
8. Use the designer Checklist (QF-13-rev.a.1), list the major components. start a work on the
design in terms of colors, font size and distribution of the paragraphs, images and shapes
9. Print a sample of the design before its completion, for example page or two to make sure
the font size and colors, show it to the Director.
10. Complete the design and get the final QAAC approval.
11. Save the final approved design on your PC or in CD/DVD ( save CD/DVD in appropriate
place) , also save the design on the DMS system according to the naming procedure ( refer
to 5.2.12 ).
12. If the design will be placed on the website, send it to the Programmer or IT specialist.
13. If the design will be printed , conduct with Printing Press Department to discuss all issues.
14. According to the Procedures for execution of requests for printing dated on 9/3/2011 from
office of the vice president for information technology, administration & finance. fill the
Printing Request and sign it by the director then send it along with the design
CD/DVD…etc
15. Save all correspondences and other related documents in the correct file according to filing
system .
Designer (JT-7)
QAAC Quality
Manual
Section 10 Rev.: A Page 5 of 5
16. work as part of a team with printers, copywriters, photographers and keep in touch with
the them until you receive the printed design.
17. Send the material to the concerned person such as public relation officer and keep a copy
to put it in your portfolio.
QAAC Quality Manual – Section 11
Data Analyst (JT-8)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 7
11.1 Job Description (JD-8-rev.a.1)
11.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Data Analyst is responsible for analyzing and reviewing a lot of data and make sense of it in the
form of reports in such a way that is understandable to all. The analyst's job is to derive information
from this data as the data is in raw form and is not properly arranged. The job of an analyst is
important for the smooth functioning of all UOB collages and departments. The information they
generate from the data helps the higher level of management figure out which collage or
department is performing and which one is not. Also, the data which is processed will be required
by another department for them to begin their work, hence, the work of an analyst is to ensure the
smooth functioning of all processes.
11.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
Data Analyst reports to his/her supervisor The data analyst has to review and analyze the data
specially QAAC survey data from all UOB Collages and all departments and translate it in such a
way that is understandable to all
11.1.3 Qualification Required
A bachelor's degree in subjects like statistics, mathematics, business administration or computer
science
11.1.4 Practical experience
2-3 years experience as data analyst.
11.1.5 Career Path
Fifth grade - sixth grade
11.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Approved By:
Date:
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 2 of 7
Data analysts develop and design all type of QAAC surveys depending on the needs of the
QAAC and UOB.
Coordinates with QAAC Director, supervisor or other department regarding any issues
affecting survey quality.
Designing efficient data collection techniques to obtain the information the UOB requires.
Data Analysts conduct all type of QAAC survey according to the QAAC Survey Procedure
(QP-15-rev.a.1).
The analyst must organize the collected data for use and correct any inconsistencies in the
results of surveying methods.
Analysts evaluate the source of QAAC survey data to determine whether the information
in reliable and usable.
Check and recheck the QAAC( survey data , annual report data, evaluation report data and
any type of review such as institutional review .
Maintains communication with the relevant on QAAC survey progress
Analyzes QAAC survey results data, including frequencies, cross tabulations, means
tables, multivariate analyses, and tests of statistical significance.
Analysts use the information gathered to create graphic representations of the information.
This involves the use of statistical processing software.
The analyst presents the information to all level of management in user-friendly, simple
and understandable models such as graphs, charts and reports.
The analyst implement the Auditing Procedure to check the quality of the data especially
performance indicators data and (AIMS) data
May occasionally be assigned to other tasks at the discretion of the Director.
11.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
relevant training or qualification
knowledge and experience of relevant software applications - spreadsheets, word
processing, and database management
knowledge of public relations procedures
proficient in spelling, punctuation, grammar and other Arabic/ English language skills
proven experience of producing correspondence and documents
proven experience in information and communication management
11.1.8 Skills
(The Skills required for satisfactory job performance)
Strong computer skills to use statistical processing software.
Verbal and written communication as they have to frequently prepare summaries and
courses for presenting memos and reports.
The ability to build working relationship with other outside of the team.
The ability to work effectively as a member of a Team and in a matrix reporting
environment.
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 3 of 7
The ability to multi-task and work with cross-functional teams in a very fast- paced
environment.
Strong time management skills and prioritization abilities.
The ability to organize, disseminate information efficiently and set expectations.
The ability to pay attention to detail
Stress management skills
Decision making skills
Negotiating skills.
11.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Must be keen and accurate.
Organization and flexibility
Demonstrate sound work ethics
Independent
Numerate with a logical approach
Methodological
11.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
Data analyst may work in busy office. The pressures of deadlines and tight work schedules can be
stressful. Data analyst works a standard 40-hour week, but overtime is common, and work
schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job,
especially if there is an emergency or crisis
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 4 of 7
11.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
11.2 Work Instruction (WI-8-rev.a.1)
11.2.1 Data analysts develop and design all type of QAAC surveys depending on the needs
of the QAAC and UOB.
1. In corporation with the QAAC director , establish the goals of the survey: The first step
in any survey is deciding what you want to learn such as What are you trying to find out?
Be very specific. Write them down by using the survey checklist (QF-14-rev.a.1).
2. Determine your sample: whom you will interview, who will be your sample, who will
you ask. You are going to ask the following people to fill out the survey:
a) Prospective students
b) Undergraduate and graduate students
c) Alumni
d) Employers
e) Faculty
f) Staff
g) Supporter and external community
3. Design efficient data collection techniques: how you will interview, what method of
surveying will you use. Here are some choices:
a) Personal Interview - face-to-face interviewing
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 5 of 7
a) Telephone
b) Mail
c) Web based
4. Plan your survey carefully: Once you know who you're surveying and the type of method
you will use: Develop a time line - how long it will take from designing the survey to
analyzing the data.
5. Coordinates with QAAC Director, supervisor or other department regarding any issues
affecting survey quality.
6. Create your questionnaire, design the survey then write the survey based on the method
that you have chosen( number 3 above) according to the following :
a) Question Type:
Choice one answer, multiple choice & open end.
Ranking questions
Matrix- Rating scale
Balanced and unbalanced rating scales
b) Question sequence:
Opening question
Question flow
Location of sensitive questions
c) Survey layout
Introduction
Body of the survey design
End of survey or thank you page
d) Pre- test, if practical, test the questions
Evaluate survey’s competency
Estimate the survey length or time to take the survey
Fill survey Checklist QF-14-rev.a.1.
Rewrite the survey if you need.
7. Get the required approval from QAAC director and other related person such as UOB
president, council.
8. In cooperation with the designer make the appropriate design.
9. In case of the online survey, give your approved survey to the IT specialist or programmer
in order to put it on QAAC website and on AIMS system.
10. File all correspondences and all used forms in the correct file also in your own file .
11. Save an electronic copy on the DMS system and on the share folder.
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 6 of 7
11.2.2 Initiate and run the survey
According to the QAAC Survey Procedure (QP-15-rev.a.1) and in the schedule time , and In
corporation with the public relation officer and any related collages, departments, centers, such as
Deanship of Admission and Registration, Conduct the actual survey. It may to be one of the
following QAAC survey:
a) Senior Exit Survey (QF-6-rev.a.1)
b) Alumni Survey (QF-7-rev.a.1)
c) Faculty Survey (QF-8-rev.a.1)
d) Employer Survey (QF-9-rev.a.1)
e) Training Workshop Survey ( QF-10-rev.a.1)
1. Collect the data and put it into an organized format.
2. Correct any inconsistencies in the result of surveying methods.
3. Evaluate the source of QAAC survey data to determine whether the information in reliable
and usable.
4. Check and recheck the QAAC survey data
5. Maintains communication with the relevant on QAAC survey progress.
6. File all related documents in correct file also in your PC and on the DMS system.
11.2.3 Analyze QAAC survey
a) To analyze QAAC survey (11.2.2.1)
1. follow the Procedure for analyzing QAAC survey (QP-1-rev.a.1) and (QP-
15-rev.a.1).
2. then use the Survey Analysis Report Template QF-15-rev.a.1.
3. file all related documents in the correct file also in your PC on the DMS
system.
b) To analyze new survey please follow the following general procedure:
1. Read and review your data. This is an important first step in any data
analysis, whether qualitative or quantitative. Qualitative data often consist
of interview notes or transcripts, notes from field observation, or written
documents and records
2. Write notes as you review your field notes. The data in a qualitative or
quantities studies are voluminous, the key is to make it manageable for
you. Use file folders to organize your data in a useful way.
3. Convert the note into meaningful data, including frequencies, cross
tabulations, means tables, multivariate analyses, and tests of statistical
significance. Or in other words, the analysts use the information gathered to
create graphic representations of the information. This involves the use of
statistical processing software.
Data Analyst (JT-8)
QAAC Quality
Manual
Section 11 Rev.: A Page 7 of 7
4. Draft a report that details your findings. writing report is an extension of
your data analysis because writing is another way of making sense of the
data by synthesizing and summarizing them.
5. Presents the information to all level of management in user-friendly, simple
and understandable models such as graphs, charts and reports.
6. File all result, graphs, report and other related documents in your file on the
shear folder and on the DMS system , also you have to file all related
correspondences in the correct file according to the general filing system.
11.2.4 Check and recheck the quality of the data in QAAC survey, annual report, AIMS
system, self evaluation report and any type of review.
1. Make sure of the quality of the data and information that are incorporated in the QAAC
survey, annual report, AIMS system…etc. Quality of the data means, is this correct data
or just words to fill the papers
2. To Add any question to the QAAC survey (11.2.2.1) follow the survey workshop handout
(QP-3-rev.a.1) after discussed the new question with the QAAC director and the related
committee/person then get the required approval and design as 11.2.1.
11.2.5 Apply an Auditing Procedure ( QP-7-rev.a.1) to check the quality of the data
especially performance indicators data and (AIMS) data.
1. Implement the Quality Auditing Procedure (QP-7-rev.a.1) which contains the following
actions, to check the quality of the data which have been entered to the AIMS system by
the QAO according to the AIMS Data Recommended Standers (QP-8-rev.a.1)
a) Plan and Schedule Quality Audits (QF-16-rev.a.1)
b) Prepare to Conduct Quality Audits: Audit checklist (QF-17-rev.a.1)
c) Conduct Quality Audits
d) Report on Quality Audits
e) Verify the Effectiveness of Action Taken in Response to Non Conformances
2. File all related documents and record in the correct file also in your own file.
3. Save your final work : auditing report, presentation …etc, On the share folder and on the
DMS system according to the naming procedure (5.2.12.b/6).
Note : for more information please read PM-10-rev.a.1.
QAAC Quality Manual – Section 12
Programmer (JT-8)
Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 4
12.1 Job Description (JD-8-rev.a.1)
12.1.1 PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
Computer programmers are responsible for the design, development and writing the step-by-step
instructions that direct computers to process information. These instructions, or programs, tell the
computer what to do in a series of logical steps. Programmers work on a wide range of projects.
12.1.2 SCOPE
(The way that the position contributes to and impacts on the center)
Programmer reports to his/her supervisor. Programmer Convert all specifications and statements
of problems and procedures to detailed logical flow charts for coding into computer language.
Develop and write computer programs to store, locate, and retrieve specific documents, data, and
information. He/she will program QAAC website, QAAC AIMS system QAAC share folder and
DMS system.
12.1.3 Qualification Required
A bachelor's degree in computer science or higher.
12.1.4 Practical experience
1-2 years experience as a programmer.
12.1.5 Career Path
Fifth grade - sixth grade
12.1.6 RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical
problems encountered in carrying out the responsibilities.)
Write, analyze, review, and rewrite programs, using workflow chart and diagram, and
applying knowledge of computer capabilities, subject matter, and symbolic logic.
Approved By:
Date:
Programmer (JT-8)
QAAC Quality
Manual
Section 12 Rev.: A Page 2 of 4
Test and develop programming modifications.
Write the instructions to guide end users.
Analyze performance of programs and take action to correct deficiencies based on
consultation with user and approval of supervisor.
Correct errors by making appropriate changes and then rechecking the program to ensure
that the desired results are produced.
Document programming problems and resolutions for future reference.
Compile and write documentation of program development and subsequent revisions,
inserting comments in the coded instructions so others can understand the program.
Assist and Consult with IT specialist, and technical personnel to clarify program intent,
identify problems, and suggest changes.
Maintenance the server of the center , QAAC website , AIMS website and the DSM website
and make a backup periodically
Submit a report to the supervisor after the completion of the task
Perform other related duties as required
12.1.7 Knowledge and Education
(The knowledge and Education required for satisfactory job performance)
Relevant training or qualification in computer programming.
knowledge of a variety of computer systems and technologies
Knowledge of programming procedure the major programming languages .
knowledge of computer flow chart and of programming logic and code.
Good technical knowledge.
Proficient in spelling, punctuation, grammar and other Arabic/ English language skills
Proven experience in information and communication management.
12.1.8 Skills
(The Skills required for satisfactory job performance)
Have a good understanding of IT so you can quickly learn about new IT packages and
techniques.
The ability to learn and support new systems and applications.
Ability to apply technical standards, principles, theories and techniques.
Familiar with programming languages such as Java, C++ and oracle…etc.
Database and operating system experience.
Good experience in HTML, SQL, PHP, CSS, JavaScript, and familiarity with multiple web
browsers and OS platforms.
The Ability to process computer data and to format and generate reports.
The ability to implement and troubleshoot programming change and modification.
The ability to write technical instruction in the use of programs and/or program
modifications.
The ability to investigate and analyze information and to draw conclusions.
Programmer (JT-8)
QAAC Quality
Manual
Section 12 Rev.: A Page 3 of 4
Possesses problem solving capabilities.
Good Verbal and written communication skills.
The ability to work as an individual and as part of a team.
The ability to build working relationship with other outside of the team.
The ability to multi-task and work with cross-functional teams in a very fast-paced
environment.
The ability to work to tight deadlines.
Strong time management skills and prioritization abilities.
Work in a logical manner.
The ability to pay attention to detail.
Stress management skills.
12.1.9 Personal Attributes
(The Skills Personal Attributes required for satisfactory job performance)
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Must be keen and accurate.
Organization and flexibility
Demonstrate sound work ethics
Numerate with a logical approach
Methodological
methodical and accurate
careful and patient
adaptable
12.1.10 WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and
which create hardship for the incumbent including the frequency and duration of occurrence of
physical demands and mental demands.)
Most of programmer work will be desk-based but at various critical implementation stages of
projects, particularly the testing stage, they may be more mobile as they travel round to make sure
all is going to plan. programmer is expected to work both independently and as part of a team. The
pressures of deadlines and tight work schedules can be stressful. Because they spend all day at a
computer, programmers are susceptible to eye strain, back problems, and injuries such as carpel
tunnel syndrome.
programmer works a standard 40-hour week, but overtime is common. work schedules can be
irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there
is an emergency or crisis.
Programmer (JT-8)
QAAC Quality
Manual
Section 12 Rev.: A Page 4 of 4
11.1.11 Certification
I certify that I have read and understand the
responsibilities assigned to this position.
Employee Signature:
Name :
Date:
I certify that this job description is an
accurate description of the responsibilities
assigned to the position.
Supervisor’s Title:
Supervisor’s Signature
Date:
Quality Assurance and Accreditation Director Signature:
Date:
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.
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