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Careers Administrative Assistant - Programmes

£28,314 - £28,314

Job Description

Do you have admin experience working in a student environment? Are you passionate about helping young people to build their employability? If so, this role could be perfect for you!

The post holder will undertake programme administration around student and employer correspondence, recruitment, marketing and database management as well as coordinating training sessions and employer visits. The post holder will also provide general information, administrative and marketing support to the wider Careers and Enterprise Team.

This is a full time position (35 hours per week) for an inital 3 months. We will paying the successful candidate £14.52 per hour plus holiday pay. 


Main duties and responsibilities

Team administrative support: 

  • Manage shared inboxes and provide appropriate and accurate information about work experience programmes and employer activities to a range of stakeholders such as students, staff, businesses/external organisations or signpost where relevant.

  • Organise and manage sharepoint folders. 

  • Manage team and shared diaries to ensure all programme recruitment and delivery events are diarised .

  • Administration of vacancy and event management on TargetConnect - ‘QMCareers Hub’


Programme administration: 

  • Be the first point of contact for student participants. 

  • Set up virtual learning modules (e.g. QMplus) with content created by the coordinators.

  • Set up training and communication platforms such as Zoom, MS Teams or similar. 

  • Be responsible for room bookings for the in-person delivery of programmes.

  • Enrol student participants onto virtual platforms and record and monitor attendance for programme sessions in line with the relevant absence policies. 

  • Administrate programme evaluation (including following up with students who haven’t completed the survey).  

  • Contact past student participants in order to obtain case studies and gather information on their next steps in regards to employment.

  • Monitor timesheets where necessary.


Student recruitment: 

  • Administrate student applications via the internal application platform, TargetConnect. 

  • Register new candidates and shortlist applications

  • Undertake marketing administration duties, e.g. liaising with the service’s Digital Content & Campaigns Officer about scheduling adverts via social media, send marketing materials to Careers Consultants/Careers staff for dissemination. 

  • Communicate outcome of applications to students.


Other Duties


  • Covering the Careers and Enterprise Information Desk on a regular basis, booking appointments signposting students, staff and employers to appointments, events and services

  • Other duties commensurate with the grade as directed by the Programme Coordinators, Employability and Student Development Programmes Manager or Head of Careers and Enterprise to support the wider work of Careers and Enterprise



Relevant Vocational qualifications or relevant experience.


  • Experience of undertaking administration tasks in an office environment

  • Experience of using Microsoft Packages – Word, Excel, Outlook and PowerPoint

  • Experience of writing for the web and social media

  • Experience of using social media and social media analytics for marketing purposes

  • Experience of candidate shortlisting processes

  • Experience of managing a database or Client Relationship Management System      

  • Ability to multi-task and self-organise when running multiple activities and ensure multiple deadlines are completed

  • Excellent writing skills with the ability to produce accessible and interesting content for blog posts, marketing materials and student case studies

  • Good level of spoken and written English to have the ability to communicate clearly and appropriately to employers, university staff and students by email, over the phone and in person

  • Ability to identify and focus on priorities when under pressure

  • Excellent attention to detail, in particular when corresponding with stakeholders

  • A diplomatic manner when dealing with employers and other stakeholders (including colleagues, students, academics and other professional services staff)

  • Ability to work collaboratively with team members


Ideal role for a recent Grad with an understanding (personal and/or professional) of students searching for and applying for jobs. Initially a 6-7 month contract with the possibility of extension.

The Careers Administrative Assistant provides administrative support to the in-house recruitment agency. This includes guidance for students how to complete registration,  compliance checks, scheduling interviews, and carrying out reporting tasks. In addition to managing the shared inbox there will also be administration involved with student correspondence, marketing and database management.

• Manage shared inboxes and provide appropriate and accurate information to a range of stakeholders such as students, staff, businesses/external organisations or signpost where relevant.

• Manage team and shared diaries

• Be the first point of contact for students and external candidates.

• Administer the registration of new candidates including ensuring they are legally compliant and have the right-to-work in the UK and monitor timesheets where necessary.

• Schedule interviews with participants in a timely manner and communicate outcome of applications to students. 



Ideally a degree holder

Good level of general education


Office administrative tasks and MS packages

Knowledge of Client Relationship Management sytems (CRM) or simiar database

Experience of a recruitment related role - Ideal

Multi-tasking and time management skills

Excellent communication skills

Demonstrable skills in diplomacy and resilience



This is a fantastic opportunity to work on Queen Mary Academy’s new educational research and development project on: 

•    Exploring awarding and continuation gaps with undergraduate Black students 


We are recruiting one student researcher for a 15-hour contract. 

The aim of this research is to identify and understand Black students’ perspectives on barriers and facilitators to their academic excellence at QMUL. Equality, Diversity and Inclusion Key Performance Indicators shows the largest awarding gap and continuation gaps are experienced by Black students, and this project goal is to inform how Queen Mary Academy and/or other QMUL institutions can support this student population to perform better. You will work with the Queen Mary Academy and be supervised by professional members of staff at the University. 


You will be expected to work collaboratively to help run small focus groups, and present and analyse data.  Findings will be shared internally and externally through publication and presentations. 


This position is assigned 15 hours. Successful candidates will be expected to complete these hours between May 2024 and June 2024. This role will be paying £13.99 per hour plus holiday pay to the successful candidates. 

We would particularly welcome applications from student who self-identifies as Black / African / Caribbean / Black British/ or any other Black / African / Caribbean background.



•    Assist in literature reviews to gather relevant information and background for projects. 

•    Participate in the design and implementation of focus groups

•    Collaborate with project lead to conduct data analysis 

•    Contribute to the preparation of research reports, presentations, and other final outputs. 


Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities



  • Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities

  • Ability to work independently as well as collaboratively within a team 

  • Effective communication skills, both written and verbal

  • Excellent organizational skills 

  • Comfortable using common software tools, such as Microsoft Office 

  • Enthusiasm for learning and willingness to take on new challenges 


  • Experience of collating and analysing both quantitative and qualitative data

  • Experience of running focus groups

Interested candidates should submit their CV and a short cover letter to QTEMPS. Applications will be accepted until midnight BST 22 April 2024. Online interviews will be scheduled for early May.


This role forms part of a team of Programme Administrators who share responsibility for a complex range of programmes and courses, that include Language Learning, Year Abroad, Pre-sessional, In-sessional, Foundation, BA, MA and PhD degrees. The team, under the line management of a Programmes Team Leader, is responsible for the production, maintenance and dissemination of information and records relating to the student journey at Queen Mary.

Main duties and responsibilities

• To provide advice and guidance to students and advisers relating to the administration of their studies and School and University policies and procedures

• To proactively manage all administrative processes relating to student data within the School, providing reports as required for internal and statutory purposes, liaising with colleagues within the School and in ARCS

• To manage module registration procedures, communicating regularly and promptly with students, and with partner Schools on joint programmes

• To manage the administration of students on non-standard courses such as non-credit bearing modules and pre-sessional programmes

• To manage all administrative processes relating to students undertaking periods of study abroad, in liaison with the Year Abroad Co-ordinators in the School and the central services as required.

• To manage change of circumstance procedures such as programme change or withdrawal, liaising with ARCS, and admissions colleagues within and outside the School

• To assist the Teaching and Learning Manager with the production of timetables, room bookings and student allocations in Scientia/Enterprise

• To assist the Student Support Officer and Programme Convenors in monitoring student engagement and Tier 4 reporting

• To support the School’s effective use of the virtual learning environment (QMplus)

• To liaise with the Exams and Assessment Administrator in the administration of mark entry on QMplus and transfer to MySIS

• To support colleagues in the Teaching and Learning Team with Subject Examination Boards, producing minutes and reports, ensuring actions have been taken, students’ progression is confirmed, and results are released to students

• To administer the module evaluation process, and other student surveys as required

• To attend meetings in the School, and to represent the School at appropriate Queen Mary groups and committees


Degree (or equivalent qualification) or equivalent experience


  • Experience of administering teaching activities within Higher Education including timetabling, registration, assessment and quality assurance

  • Experience of working within established regulations, and ensuring compliance with policies and procedures

  • Excellent IT skills with good knowledge of Microsoft Office (Outlook, Word, Excel, Powerpoint)

  • Knowledge of eLearning systems such as Moodle

  • Experience of academic timetabling

  • Experience of servicing examination boards

  • Excellent oral and written communication skills

  • Ability to use initiative to review processes and procedures and develop systems/solutions

  • Excellent attention to detail

  • Analytical and problem-solving skills with an ability to analyse strategic and procedural information

  • Ability to work both independently and as part of a team

  • Strong interpersonal skills with the ability to deal professionally with people at all levels with a customer focussed approach