Careers Administrative Assistant - Programmes Job - London - East | Office, Clerical & Administration

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.

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

Qualifications

Relevant Vocational qualifications or relevant experience.

Skills

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

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To provide administrative support to the Housing Services team.
To advise the Head of Housing Services on noticeable trends in customer enquiries.
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Excellent attention to detail and a systematic approach to work
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Flexible attitude and willing to learn, develop and improve both individually or as part of a team

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Able to manage job role in line with customer expectation of Equality and Diversity Policy
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Main duties and responsibilities

To provide a customer focused first point of contact to students, staff and private landlords, the public and other external bodies, judging when to pass on or escalate complex queries.
To check all applications received for housing eligibility, and issue relevant and timely feedback to applicants.
To represent Housing Services at all Queen Mary internal and external events, particularly at main residential arrival and departure days, to provide and sustain a positive image for Residential Services
To manage and keep updated the Housing Services team diaries.
To check the accuracy and relevance of information and imagery on the Residential Services website..
To provide administrative support to the Housing Services team.
To advise the Head of Housing Services on noticeable trends in customer enquiries.
To be flexible at key times within the university calendar to support the delivery of services that will be outside normal business hours, which will include working in the evenings and at weekends
To comply with all Queen Mary and Directorate policies and procedures and demonstrate a commitment to the Directorate purpose statement and values
To implement recognised good practice in communication and cohesion, to promote the culture and behavioural change programme that has been embarked upon by the Directorate.

Qualifications

GCSE, NVQ (Level 3) or City and Guilds in English and Maths or equivalent

Skills

Significant experience working within an HEI or privately built student residential environment
Significant experience working in a customer service environment providing exceptional customer service
Understanding of the relevant regulations and national codes of practice and the implications of non-compliance
Experience managing conflicts, resolving or escalating complaints, with the ability to use own initiative to handle difficult situations with tact and sensitivity
Familiarity with budgeting and financial management
Knowledge and understanding of HEI Admissions systems, key dates and SITS student record system
Knowledge of the private sector housing market

Skills/Abilities

Excellent written and verbal communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels
Computer literate with a good knowledge of Microsoft Office software, particularly Excel
Able to plan, manage and monitor a variety of commitments, balancing workloads to meet service demands
Excellent attention to detail and a systematic approach to work
Friendly, approachable, diplomatic and able to relate to people
Flexible attitude and willing to learn, develop and improve both individually or as part of a team

Other

Able to deal with personal, private and confidential issues with appropriate discretion (Data Protection Act)
Able to manage job role in line with customer expectation of Equality and Diversity Policy
Able to identify resolutions to problems and utilise analytical skills