Campus Services Administrator

SALARY: £25,583 - £25,989 PER ANNUM

LOCATION: LURGAN CAMPUS (There will be a requirement to travel to other campuses)

REPORTS TO: CAMPUS SERVICES CO-ORDINATOR / CAMPUS SERVICES MANAGER

JOB PURPOSE

The post-holder will work under the direction and guidance of the Campus Coordinator/Campus Services Manager to ensure efficient and effective student services and administrative support to the front-line services of the College.

This job description is intended to provide a guide to the general duties and responsibilities of the specified post and to set it in the context of the framework within which the post-holder will operate.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The post-holder will form part of a front-line team of administrators and will be expected to assist in the delivery of a range of front-line services including:

• Answering enquiries from students, staff, and/or the public both face to face, online, and on the telephone.

• Processing course applications and enquiries (according to College agreed processes).

• Processing student payments, including tuition and examination fees – daily cash-ups, receipting, and lodgements.

• Contributing to all aspects of the full-time and part-time admissions and enrolments process through the College Information System.

• Dealing with student finance and related enquiries.

• Bank lodgements.

• Financial advice and support to students including:

  • EMA Administration

  • Free School Meals

  • Bus Passes

  • Discretionary Awards

  • Higher Education

  • Bursaries

  • Scholarships

• Maintaining student records on the College Information System.

• Telephone and reception duties.

• Dealing with incoming mail and preparation of outgoing mail.

• Maintaining appropriate filing systems in accordance with audit requirements.

• Receiving and handling of cash in accordance with audit requirements.

GENERAL

• Participate in the enrolment cover rota as appropriate.

• Be required to undertake work outside normal working hours on occasions.

• 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 the 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 in Business/Administration or a closely related 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 (within the last five years’) relevant administrative experience in a busy modern office.

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

Desirable

Experience of administrative processes in the Further Education and/or Schools sector.

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 the 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 in the “Job Related Documents” section of the GetGot recruitment site. This document will outline the ‘Effective Behaviours’ that will be tested at interview, and the relevant level for each competence has been identified above.