Admin Support Assistant role for 2 periods, 25/11/2024 - 20/12/2024 & 06/01/2025 – 31/01/2025, 28 hours/week, £13.94/hour PAYE.
Responsibilities:
* Monitor team mailboxes and MS Teams sites, allocate emails to Advisers and Experience Officer, reply to standard queries.
* Take minutes for Support Team Meetings.
* Monitor attendance and engagement recording by staff, run and review reports, contact colleagues about gaps in recording.
* Update student records, confirm attendance, allocate Advisers and Cohort Leads, add approved concessions, add engagement events, course enrolments.
* Process concessions, monitor shared mailbox, flag queries for Advisers, transfer data from approved concession forms to online form, update spreadsheet and students' records.
* Send PGR Officer a list of PGR of Concern every month.
* Monitor completed Making Transitions Personal reviews to identify students who disclose high levels of anxiety, email with tailored resource and service information.
* Email visa holders to remind them of their responsibilities to comply with the conditions of their visa.
* Events support working with the Experience Officer, Community Leader and Cohorty Leads: publicity, booking links and attendee lists, room bookings, epay sites, book catering, manage in-house catering supplies and other events resources.
* Support Team newsletter: research relevant content, draft contact, liaise with colleagues in the Support Team and MarCom.
* Data mining and analysis: weekly analysis of Adviser sent emails, themes and volume and report at team meetings.
* Other administration: set up and maintain spreadsheets and mailing lists, MS form surveys, booking links and attendee lists, MS Teams sites, circulate information.
Essential Skills:
* Vocational qualifications (N/SVQ 2/3, ONC or equivalent) plus typically 1 year's relevant work experience or School education to Standard Grade or equivalent plus typically 2 years' relevant work experience.
* Strong customer service work ethic: respectful, approachable, flexible, timely and accurate service, customer focussed.
* Ability to work well independently and with colleagues: respectful, accountable, reliably complete assigned tasks, collaborative, aware of differing responsibilities and priorities.
* Competent written, listening and oral communication skills: ability to communicate clearly with different stakeholders, to understand and be understood, accuracy and attention to detail.
* Competent numeracy skills.
* Experience of relevant computer based systems (e.g. large databases, booking systems).
* Competent user of standard software packages (e.g. Outlook, Excel, Word, SharePoint).
* Awareness of professional boundaries and standards relevant to the role (e.g. confidentiality, duty of care, information security, data protection).
Desirable Skills:
* Experience of working in an administrative role in similar environment.
* Experience of non-standard software (e.g. Canva).
* Events support experience.