Administrator - Centre for Excellence

MAIN DUTIES AND RESPONSIBILITIES 

1. Centralised Administrative Processes

• Admin support to CfE – meeting bookings, minutes, management diary co-ordination etc.
• Co-ordinating the processing of external training requests via the college standard process – including the booking of flights and accommodation via the central approved provider
• Logistical management regarding resources – stationery, hospitality books, venue bookings etc.

2. Staff Development & Training

• To support the Staff Development Coordinator in rolling out the annual staff development schedule and all that entails
• To provide support as required to internal, and externally procured, trainers in terms of coordinating admin requirements and ensuring booking of rooms, production of materials etc.
• Screen and organise all staff development requests and enter them on the system prior to passing to the relevant team manager for sign off
• To manage the input of data onto the main software systems used to capture data including (currently) Agresso (financial) and JANE (HR software)
• To pull MIS reports from these systems for the team managers as required
• Respond to all staff development  requests providing written permissions for attendance/reasons why approval was not granted, in a timely manner

3. Quality Assurance

• To work closely with the Quality Assurance Team and provide secretariat functions for quality meetings such as the HE and FE quality groups, Exam Boards and SER review panels
• Provide specific admin support for ETI & QAA inspections

4. Financial & Information Administration

• Supporting Centre for Excellence related financial information administration – including data entry on Agresso, generating purchase order numbers, updating budget spread sheets and processing invoices for external payees, and internal journaling for internal services

5. Logistical & Administrative Support

• Ensure appropriate and timely ordering of stationery and other resources
• Work with the staff development team to map projected need for resources to ensure effective resourcing flow
• Develop effective working relationships and liaise closely with key personnel/services including Estates and Catering to enable effective delivery of staff development programmes
• Be the CfE Health & Safety Rep
• Provide minute taking (secretariat) function for the cross college mental health Charter Working group, and Steering group
• Provide admin support for staff and organisational development teams, including occasionally specific project work for the Head of Excellence

6. General

• To promote, implement and ensure compliance with all College policies and procedures. In particular, to ensure equality of opportunity and the effective application of health and safety procedures.
• To contribute to the achievement of the College’s mission, values and strategic directions.
• To represent the College as necessary at national, regional and local level to ensure its effective promotion as a world class organisation.
• To participate actively in relevant regional and national professional networks.
• To undertake such other relevant duties as may be reasonably expected of the post holder.

Further Education is an ever changing service and all staff are expected to participate constructively in College activities and to adopt a flexible approach to their work.

Note: No job description can cover every issue that may arise within this post at various times and the post holder is expected to carry out other duties which are broadly consistent with those contained in this document. The job description will be reviewed and varied periodically by Management in the light of the business needs of the College.

Belfast Metropolitan College is a child-care organisation and complies with the requirements of the Protection of Children and Vulnerable Adults Regulations.