Business Support Administrator

JOB PURPOSE

The post-holder will work under the direction and guidance of the Head of Business Support and Business Development Executives to ensure an efficient and effective administrative support to the Business Support services of the College.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The postholder will form part of a front-line team of administrators and will be expected to assist in the delivery of a range of Business Support Services including:

• Answer and process client enquiries including email and digital correspondence with clients.

• Process client enrolments including full data entry to EBS and/or Customer Relationship Management System (CRM).

• Prepare requisitions and generate purchase orders for BSI staff including data entry onto Agresso.

• Process certificates for BSI programmes including liaising with Exams for outstanding certificates, keep records of all certificates and necessary copies for funding claims.

• Process monthly claims for staff using Part Time Claim Portal or other college system.

• Take and/or process client fees including cash-ups, receipting and lodgements.

• Assist with direct mail and telemarketing campaigns.

• Prepare and forward client information packs and any other marketing materials for all Business Support events and/or learners.

• Assist Business Development Executives in quote preparation.

• Assist with research and marketing campaigns and the compilation of associated statistical data.

• Assist the Client Relationship Executive with monitoring of business activity.

• Assist in the development of marketing literature, e.g.:

Course Information Packs

A range of standard letters to cover all stages of client interactions

Standard course information sheets

Scheduled training provision booklets

General BS Brochures/flyers

Standard PowerPoint /DVD presentations

• Assist in the preparation for and delivery of all events, conferences, open days, breakfast seminars, information sessions, etc.

• Act as private and confidential secretary to the Head of Business Support.

• Assist the Head of Business Support and Managers in the maintenance of staff time and attendance.

• Maintain an appointments and desk diary for the Head of Business Support.

• Office administration including word-processing/typing letters, memos and reports, photocopying, post, fax and switchboard.

• Arrange and service meetings as required, taking minutes and circulation of same.

• Host and prepare light hospitality for visitors to the Business Support Centre as required.

• Telephone and reception duties.

• Deal with incoming mail and preparation of outgoing mail.

• Maintain appropriate filing systems.

• Receive and handle cash in accordance with audit requirements.

General

• Participate in the enrolment cover rota.

• Be required to undertake work outside normal working hours.

• Provide reports, written and oral, as required.

• Ensure that all documentation and authorisation procedures are adhered to.

Conditions

• Promote the College positively at all times.

• Abide by all College procedures and ensure these are implemented in area of responsibility.

• Within the context of the post, ensure full compliance with College health and safety requirements.

• Within the context of the post, ensure full compliance with College equality requirements.

• Any other duties appropriate to the grade and post, as assigned.

The location of the post will reflect the needs of the College and may be changed subject to the requirements of the College. Duties may change as the College develops; therefore, the person appointed will be expected to be flexible in relation to duties performed as required.

It is anticipated that the post-holder will be required to adopt a flexible approach to the duties and responsibilities as outlined in this Job Description.

This is a description of the job as it is at present constituted. It is the practice of the College to periodically examine employees’ job descriptions and to update them to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed. This procedure is normally carried out through discussions between the post holder and the line manager. It is the College’s aim to reach agreement to reasonable changes following consultation with the post holder.

Personnel Specification

Applicants must, as a minimum, meet the essential eligibility criteria listed below.

Eligibility Criteria

Essential

A minimum of a Level 3 qualification (or higher) in any subject area.

A pass grade at GCSE Level in English Language or Essential Skills Level 2 in Literacy or an equivalent qualification.

A pass grade at GCSE Level in Mathematics or Essential Skills Level 2 in Numeracy or NICATS Access Maths Modules or an equivalent qualification.

A minimum of one year’s (within the last five years) relevant administrative experience in a busy office / industrial environment.

A working knowledge of a range of software packages including Microsoft Office suite.

Desirable

OCR/RSA Stage 2 (Parts I & II) Word Processing or equivalent qualification, e.g., ECDL.

Other Essential Criteria

The role may entail travel between sites and you are required to demonstrate how you are able to meet this requirement, e.g., whether you hold a full (i.e., not provisional), current driving licence which enables you to drive in Northern Ireland, and a car for official business, or have access to a form of transport which will enable you to meet the requirements of the post.

Competencies

The competencies listed below will be assessed during the interview process for those candidates who have been successful at shortlisting stage.

Skills & Expertise – Level 1

Communication – Level 1

Working with People & Team Working – Level 1

Customer Focus & Continuous Improvement – Level 1

Planning & Organising – Level 1

Leadership & Strategic Thinking – Level 1

In preparing for your interview, you will find it helpful to refer to the Competence Framework document, which is available on the “Job Related Documents” section of the GetGot recruitment site. This document will outline the ‘Effective Behaviours’ that will be tested at interview; the relevant level for each competence has been identified above.