Administrative Officer
An exciting opportunity has arisen for an experienced Administrative Officer to join a leading organisation based in Belfast.
This is a Full-Time, Temporary Position initially for 3 months (with the possibility of being extended thereafter).
Working hours: Monday to Thursday: 8.50am – 5pm and Fridays: 8.50am – 4.25pm. (36.5 hours per week).
With an hourly rate of £14.35 per hour.
A Basic Enhanced Check will be required.
Closing date Monday 20th October
Job Role:
You will be responsible for the recruitment and admissions of individuals as well as working closely with professional support staff across the business to provide full administrative support. You will also be expected to contribute towards achieving the business’s corporate objectives and reporting against agreed KPIs.
Essential Criteria:
- A relevant 3rd level qualification or equivalent e.g. business or similar OR at least two year’s recent administration experience
- At least five GCSE passes or equivalent at Grade C or higher-level qualification, to include qualifications that demonstrate literacy/ proficiency in English language and numeracy.
- Excellent IT skills with the ability to demonstrate advanced knowledge and use of Microsoft Word, Excel and Outlook, as well as using a management information system.
- Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
- Ability to manage and prioritise a busy workload while adhering to deadlines.
- Ability to work on your own initiative as well as part of a team.
- Strong attention to detail ensuring high levels of accuracy with proven ability to work with data.
Main Duties and Responsibilities:
- Manage the processing of all postgraduate and doctoral applications, ensuring accuracy and consistency in the application of admissions criteria and to ensure compliance with all relevant codes of practice and regulations.
- Comply with internal policy and external regulations and Codes of Practice including the QUB General Regulations, the Competition and Markets Authority (CMA), the Quality Assurance Agency (QAA), AccessNI and the General Data Protection Regulation (GDPR).
- Participate in recruitment activities such as events, open days and conventions, and to support other Registry activities.
- Provide guidance or informal training to colleagues on internal processes.
- Prepare routine communications to applicants for courses as per the admissions and enrolment schedule.
- Assist with all communications, supporting the online application process end to end, this includes helping to manage application packs on an annual basis.
- In conjunction with the Timetabling Officer, manage the room booking and timetabling for programmes including liaising with staff to ensure smooth running of the programmes.
- To process documentation received by the office following set procedures (e.g. invoices, application forms, qualification certificates etc.).
- To co-ordinate, process and track Enhanced AccessNI applications and ensure that the process operates smoothly.
- To engage with AccessNI to ensure full compliance with their ‘codes of practice’ throughout the registration and enrolment process.
- Be the first point of contact for potential applicants and existing stakeholders on a range of application and enrolment matters, escalating when required.
- Undertake record keeping, filing and photocopying to ensure accurate records are maintained.
