Administrative Assistant - Belfast, United Kingdom - Blue Arrow

Blue Arrow

Verified Company

Belfast, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Administrative Officer - Academic Office (International)

Responsible to:
Academic Office Manager

Main

Responsibilities:

To provide administrative support to ensure the effective operation of the International office.
To work in collaboration with other administrative staff on the design and delivery of administrative processes to support the continuous improvement of the administrative service provided.
To be the main point of contact for incoming and outgoing international (3 areas: Study Abroad, Turing and Erasmus) students and deal with day-to-day student enquiries and signpost to other services/colleagues as required.
To liaise with other teams to ensure international students are enrolled on the correct modules and prepare individual timetables in line with agreed Learning

Agreements, and ensure students have the relevant access to timetables and the VLE.

purchase and travel on the correct visa, ensuring compliance with the UK Visa
and Immigration and all records maintained for audit purposes.

To develop and maintain a database of all International Partners, tracking all interactions across the Team.
To work with relevant academic colleagues to provide administrative support for setting up International students' study programmes and learning agreements.
To work with relevant academic colleagues to provide administrative support for implementing itineraries and schedules for visiting individuals and groups.
To provide administration support and co-ordination of key events for the International Team, liaising with colleagues from other teams/departments such as Hospitality and Marketing.
To liaise with placement providers, both orally and in written communication, to

organise and manage student placements for incoming international students within required timeframes.

To service relevant meetings and committees as required, including preparation of agendas, taking minutes, organising hospitality, as appropriate, and distribution of relevant documentation.
To prepare and collate marks and attendance records for both incoming and outgoing International students for the relevant Boards of Examiners.
To be able to use (after training) student management systems and virtual learning environments to access and maintain records, including financial records.
To work with colleagues to ensure all incoming and outgoing International students have up to date and relevant information.
To assist the International Team with the preparation of documents and information for the International Website and the College's intranet sites.
To maintain accurate financial records relating to relevant international budgets and ensure all purchases are procured in line with College procedures.

Criteria - Essential

Qualifications:

A minimum of five GCSE passes or equivalent at Grade C or above, to include qualifications that demonstrate literacy/proficiency in English language and numeracy.
A recognised Level 2 IT qualification incorporating training in the use of spreadsheets and databases (eg ECDL) Experience, Skills and Abilities
Minimum of 3 years' recent (within the last six years) administration experience gained in a complex working environment.
Evidence of excellent organisational skills and the ability to work effectively in a pressurised environment, in which meeting deadlines, working accurately and maintaining confidentiality are essential.
Experience of liaising effectively with external and internal contacts.
Excellent communication skills both oral and written.
Ability to work and make decisions using own initiative.
Experience of working with Information Management Systems.
Proven ability to work as part of a team.
Excellent IT skills, with experience of using Microsoft Word, Outlook and advanced Excel to include design, manipulation and the use of formulae.
Experience and proficiency of minute taking maintaining financial records.

Criteria - Desirable: