Admin Officer

Role:
Administrative Officer

Location:

Stranmillis, Belfast

Pay Rate: £14.35

Hours:

36.5 hours per week

MONDAY - THURSDAY 08.50 AM - 5.00 PM, FRIDAY 08.50 AM TO 4.25 PM

• Provide administrative support to ensure the effective operation of the International office.
• Work in collaboration with other administrative staff on the design and delivery of administrative processes to support continuous improvement of the administrative service provided.
• Serve as the main point of contact for incoming and outgoing international students (Study Abroad, Turing and Erasmus) and handle day-to-day student enquiries and signpost to other services/colleagues as required.
• Liaise with other teams to ensure international students are enrolled on correct modules and prepare individual timetables in line with agreed Learning Agreements, ensuring students have relevant access to timetables and the VLE.
• Ensure all students receive relevant information to enable them to purchase and travel on the correct visa, ensuring compliance with the UK Visa and Immigration and maintain records for audit purposes.
• Develop and maintain a database of all International Partners, tracking all interactions across the Team.
• Work with relevant academic colleagues to provide administrative support for setting up International students' study programmes and learning agreements.
• Work with relevant academic colleagues to provide administrative support for implementing itineraries and schedules for visiting individuals and groups.
• Provide administrative support and co-ordination of key events for the International Team, liaising with colleagues from other teams/departments such as Hospitality and Marketing.
• Liaise with placement providers, both orally and in written communication, to organise and manage student placements for incoming international students within required time frames.
• Service relevant meetings and committees as required, including preparation of agendas, taking minutes, organising hospitality, and distribution of relevant documentation.
• Prepare and collate marks and attendance records for both incoming and outgoing International students for the relevant Boards of Examiners.
• Use (after training) student management systems and virtual learning environments to access and maintain records, including financial records.
• Work with colleagues to ensure all incoming and outgoing International students have up-to-date and relevant information.
• Assist the International Team with the preparation of documents and information for the International Website and the College's intranet sites.
• Maintain accurate financial records relating to relevant international budgets and ensure purchases are procured in line with College procedures.

• 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, meeting deadlines, working accurately and maintaining confidentiality is essential.
• Experience of working with Information Management Systems.
• Excellent IT skills, with experience of using Microsoft Word, Outlook, and advanced Excel including design, manipulation and use of formulae.

If this sounds like the role for you then please apply today!

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