Apprentice Office Administrator
3277
Fixed Term - 2 years
Full time - 35 hours per week
28 June 2017 23:55
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
This opportunity is closed to applications.