Apprentice Office Administrator

The opportunity

• To provide day-to-day organisational and administrative support for the Study Abroad and Short Course Immigration Compliance office
• To work collaboratively with colleagues across Academic Enterprise, UAL Short Courses Ltd, and academic and administrative teams in each of the Colleges to ensure a seamless provision of support for potential, current, and past Study Abroad students

Duties and Responsibilities

Office administration

• Manage information and organise records and storage
• Act as a point of contact for office colleagues when they are off site
• Undertake online stationery and other ordering and verify deliveries
• Generate reports and organise the provision of resources
• Provide support to Manager and colleagues as required

Meeting support

• Provide administrative support to Study Abroad team meetings: agenda, minutes, organisation of room and refreshments, distribution of papers and assistance to the Chair as required

Study Abroad administration

• Monitor email inboxes, identify new Study Abroad applications, and log these on the Filemaker student records system
• Assist with the preparation of joining instructions for new students
• Assist with the preparation and distribution of tutor packs
• Assist with arranging Welcome events for new students, and awards events (occasional evenings may be required)
• Assist with the enrolment of new students
• Collate and input data for students’ Records of Study and Achievement, and mail to institutions
• Collect student feedback via Surveymonkey, and circulate to colleagues
• Maintain progress logs for Study Abroad legal agreements, and facilitate flow of documents
• Update student record system as required

Immigration compliance administration

• Issue visa letters to short course students
• Provide lunchtime cover for the Immigration Compliance desk
• Provide seasonal assistance with inputting visa data in the CourseManager student record system

Finance

• Check finance system for student payments
• Check mailing company invoices for payment
• Update student record system with financial information

Marketing administration

• Liaise with mailing house for brochure mailings to overseas institutions, and assist with internal and external mailings
• Collect information on cultural and other events for the weekly email round-up to students
• Assist with coordination of incoming partner visits
• Record outgoing partner visits and meetings on system
• Update mailing lists

Other

• Perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University
• Undertake health and safety duties and responsibilities appropriate to the role
• Work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work
• Undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities
• Make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness
• Conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations

About you

Skills required

• Proficient in Microsoft Word and Excel
• Ability to communicate information correctly both verbal and in written format.
• Ability to work within a team
• Professional and courteous telephone manner Administration and organisation skills
• Ability to adapt to the changing needs of the service
• Ability to prioritise workload under supervision
• Good time management skills

Qualifications required

• GCSE English and Maths (A to C grade) or equivalent
• A levels or equivalent

Personal qualities

• Good interpersonal communication skills
• Ability to deal with people who may phone or attend face to face who may be upset or angry and deal effectively with their needs
• Smart professional appearance.

Training:

Successful candidate will be provided with the opportunity to complete a fully certified Apprenticeship in Advanaced Business and Administration, which will cover the following frame work:

• Level 3 Intermediate Apprenticeship in Business Administration

• Knowledge component

• Employment rights and responsibilities (ERR)

• Personal Learning and Thinking Skills (PLTS)

• Functional Skills Maths & English

  This Apprenticeship is funded for the duration of:18 months

Please note that the recruitment for this role is being managed by Hawk Training – to apply for this role click on the following link:

http://hawktraining.com/vacancies/apprentice-office-administrator-university-of-arts-london

What we offer

We are UAL Short Courses

Our culture