College Administrator

HOURS: Full-time (36 hours per week) or part-time (18 hours per week). You will be required to work 36 hours per week during the campus business hours outlined below. Part-time workers will work agreed hours within these times.

Business Hours – Term Time: • Monday to Thursday: 8:30 am to 7:00 pm • Friday: 8:30 am to 4:00 pm • Hours subject to campus requirements

Business Hours – Non-Term Time: • Core hours: 8:30 am to 4:00 pm • The 36-hour working week must be completed between 8:00 am and 6:00 pm Your specific working pattern within these parameters will be agreed with your line manager.

LOCATION: The post holder may be required to work in any of the College’s buildings as necessary SALARY/GRADE: Band 3 (£24,790 - £25,183) MAIN DUTIES & RESPONSIBILITIES General Duties • To act in adherence with operation procedures in relation to the delivery of a quality service within the College • To always provide a high-quality administrative support service including but not limited to: o Organising meetings and taking and distributing documents and minutes • Deal with incoming and outgoing mail, telephone calls, email, and SMS. • Collating, verifying, quality checking and managing primary documents and escalating issues as appropriate. • To support the delivery of the College Admissions and Retention process. Incorporating enquiries, applications and enrolments including fees. • To provide high quality customer service and be able to communicate effectively with the diverse student body and a range of stakeholders both internally and externally. • Process Education Maintenance Allowance administration • Administration of the process for AccessNI SOSCARE checks • Supporting marketing and events • Support student funding processes • Telephone and reception duties

Financial Processing • To act in adherence within Financial Operation procedures and guidelines to include: • Prepare Bank lodgements as required • Purchasing materials and resources as directed • Ensuring that invoices and purchase orders are properly completed, authorised and passed to finance for payment • Ensure that student refunds are processed in accordance with the Refund Policy • Collating documentation to support payments processing for college contracts

Data Management • To maintain College Information Systems. • Cleanse data as directed, to ensure data integrity. • Assist with reporting on statistical information obtained from all College information systems. • Monitor, Evaluate and Report on student attendance.

General • To ensure the effective application of health and safety procedures for all staff and learners within the Department • To contribute to the achievement of the College’s mission, values and strategic directions. • Act, if directed as Fire Marshall or Fire Warden. • Carry out, if directed, the role of First aider (subject to College policy & procedures). • To promote, implement and ensure compliance with all statutory obligations and College policies and procedures in particular the College’s Equality Scheme and Equal Opportunities Policy and actively promote equality and good relations in all aspect of College business. Personnel Specification Essential Criteria Qualifications1 5 GCSEs including English & Maths (as below) at Grade C or above (or equivalent) & 1 year's admin experience: English GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Communication, or equivalent Maths GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Numeracy, or equivalent Experience Experience working with confidential information (e.g. personal or financial details) Experience of planning and organising administrative tasks Experience of providing excellent customer service Experience using Microsoft Office applications to include Outlook, Word, and Excel. Competencies The competencies required for effective performance in post are: Planning, Prioritisation and Organising Information and Data Analysis ICT Literacy Collaboration and Teamwork Customer Service Orientation Communication & Personal Impact