Careers Administrative Assistant - Programmes

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


We have an exciting opportunity for a Purchasing and Finance Assistant to join us for 6 months at Queen Mary University of London. We are looking at a start date of w/c September 11th on a full time or part time (0.8 basis). We are looking to offer the successful candidate £17.22 per hour plus holiday pay. Please note that this is a full time position so will not be suitable for a current student. 

The role will be working with the Finance Manager and Finance and Purchasing Officer and will be mainly working on putting through orders on Agresso and dealing with any queries and also ensuring that the stores area containing general stock is fully stocked up. 

The Finance Assistant will be part of the School Finance team by raising Purchase Order requisitions and goods receipting items received, ensuring compliance with all financial regulations. Assisting with the management of the School’s stores and ensuring that it is fully stocked.


Main duties and responsibilities

  • Raise Purchase Order requisitions for items including office supplies (stationery, kitchen supplies or furniture for example), travel for staff or students and conferences or events, lab consumables, ensuring that adequate budget is available and that Queen Mary finance policies are being adhered to in all cases.

  • Take full responsibility for seeing purchases through to completion, ensuring that items are goods receipted and that they are delivered to the correct individual in a timely manner.

  • Liaise with suppliers to ensure that correct procedure is being followed at all times within the terms of agreement.

  • Liaise with Queen Mary Procurement team regarding large purchases or new suppliers

  • Provide additional finance support during periods of absence within the finance team, raising purchase orders on behalf of colleagues within the finance team for items such as laboratory consumables or equipment.

  • Act as a point of contact for SBBS staff regarding purchase orders for the items listed above, providing guidance to colleagues regarding the purchasing process.



  • Work with colleagues within the School to identify areas of improvement within finance procedures and to provide input to possible solutions, ensuring that there is visible guidance to staff and students on relevant processes.


Educated to A Level, or equivalent experience (Essential)

IT skills qualification (Desirable)

Finance related qualification (Desirable)



  • Experience of working in a higher education environment

  • Experience of completing financial transactions such as raising purchase orders, ideally using Agresso


  • Good problem solving and analytical skills, with the ability to identify potential problems and opportunities, and to resolve them effectively, independently where appropriate

  • Excellent communication skills, with the ability to communicate with a variety of audiences to influence, negotiate and build good working relationships

  • Excellent attention to detail and a systematic approach to work


  • Ability to work unsupervised and to exercise initiative

  • A commitment to working collaboratively and flexibly as part of a team whether locally or in the wider University

  • *The ability to meet UK ‘right to work’ requirements.

Calling all students with T4 Content Management System Experience!

We have an exciting opportunity for a Web Content Editor to join the School of Politics and International Relations for an initial one month duration, working 2-3 days per week, 9am - 5pm. We will be paying the successful candidate £18.50 per hour plus holiday pay.

The postholder will be required to edit and update the School website: removing obsolete pages, updating basic information (contacts, dates), replacing text with new copy (to be provided), refresh and simplify layout.




  • Experience of using Terminal 4 Content Management System is essential

  • Must have experience of editing webpages

  • Good written skills

  • Attention to detail

  • Ability to employ creative solutions to problems

Part-Time Porter at QBS  - Applicants must be QWORK Compliant 

Availability needed between 08.00 – 18.00 Monday Friday

20 Hours per week

Flexibility is required for evening and weekend work if necessary.


  1. Liaise with Facility and Events Co-Ordinator to provide seamless delivery of classes within the Student Hub, moving partition walls in various spaces to meet timetable requirements.

  2. Re-arrange rooms for meetings, classes, exams, conferences, functions, etc., for internal and external bodies as required.

  3. Provide technical assistance for using equipment, e.g. audio-visual equipment/systems.

  4. Assist with cleaning, storing and restocking teaching equipment, including whiteboards and flipcharts.

  5. As required, assist with the movement of equipment, furniture and posts between buildings on the campus.

  6. Work closely with the reception team and building cleaners/janitor, ensuring all spaces are maintained to the highest possible standard. 


1. Educated to Secondary School level.



1. Educated to Secondary School level.

2. At least 1 year’s work experience in a customer-facing role.

3. Appropriate level of numeracy and literacy skills.

4. Basic knowledge of audio visual equipment.

6. Good communication skills.

7. Good interpersonal skills.

8. Ability to work as part of a team.

9. Casual overtime is available and there is a requirement, from time to time, to work outside normal office hours.