Campus Administration Officer (Temporary)

To assist the Curriculum Management Team on policy formulation relating to the College Front-line services function.
• To maintain and ensure the consistent application of all policies and procedures necessary for the effective and efficient operation of the Campus services function across the Campus or Campuses as identified by Business Support Unit manager.
• To represent the College on sector wide committees and/or relevant external bodies.
• To liaise with and advise College managers on issues related to front-line services.
• To develop, promote and implement effective communications systems and processes within the Directorate, across the College and with all stakeholders.Campus

Administrative Services
• Manage a team of Campus Administrators on a Campus basis in order to manage a team of administrative support staff in the delivery of a range of front line services including;
 Customer enquiries
 Processing course applications
 Student enrolments (Rapid enrolment and full FESR data entry to QLS)
 Student fees including examination fees – cash-ups, receipting and lodgements
 Student finance and related enquiries
 Financial advice and support to students including:
o EMA
o Discretionary awards
o Higher Education
o Bursaries
o Scholarships
 Student support referrals
 Campus administration including photocopying, post, fax and switchboard
• Oversee enrolment processes including the training and supervision of staff and ensure adequate staff and resources are provided to support this service.
• Oversee processes which secure, reconcile and lodge income.
• Deploy staff effectively to ensure an efficient administration support service is provided.
• Organise staff rotas to cover all opening hours, holidays, enrolments projects and periods of staff shortages.
• Compile and update all forms necessary for day to day use by students and staff e.g. parental consent forms, educational visit forms, late notes etc in consultation with relevant line managers.
• Provide information and advice when responding to requests from statutory bodies i.e. DEL DfE, DHSS, FE Awards, SLC and Inland Revenue queries regarding student body.
• Be responsible for the College front line customer care service through, reception points and offices.
• Offer basic guidance, support and advice to students and staff on all aspects of enrolments including fee concessions, student support, student finance grants and loans available or refer to the student finance team for further information.
• Be responsible for the reconciliation of all income from enrolment sessions and other sources i.e. sale of materials, photocopying, parking etc
• Monitor and audit sources of income from various offices and sections ensuring financial guidelines are adhered to.
• Ensure safe keeping of all College lodgements and decide on appropriate resources required and methods used to secure and lodge such monies.
• Be responsible for handling and coordinating a cross college approach response to all customer complaints which may arise through front line posts and switchboard.
• Coordinate and process refund requests and course transfers on a cross college basis.
• Attend as and when required and report to internal College committees/boards.
• In conjunction with Business Support Unit manager, Heads of School and Campus Administrators, support the organisation of events including Graduation ceremonies, Parents' Evenings and Open Days.

• To assist the Curriculum Management Team in the promotion of the Campuses in the local community
• Maintain Campus based log books and campus-related records as appropriate.
• Assist in processing of Data Protection and Freedom of Information enquiries.

Support & Training
• Organise and provide appropriate support and training in relation to all aspects of the area of responsibility.
• To provide the necessary support for staff and students in relation to all operational aspect of the services within Front Line Services.
 

Record Keeping
• To keep detailed records relating to all areas within the area of responsibility.
• Establish appropriate monitoring and reporting procedures on all aspects of Front Line Services.
 

Attendance Recording/Monitoring
• To ensure that monthly returns for staff are processed on a timely basis;
• To ensure the approval of time and attendance (including additional hours and flexi), expense claims for full-time and part-time lecturers in line with College procedures and internal controls;
• To ensure College procedures are followed for the recruitment, management and attendance recording for agency staff
• To record and monitor sickness absence in accordance with the Sickness Absence Management Policy.
 

Procurement and Contract Management
• Oversee the processes in place for purchasing goods and materials as directed by the Business Support Unit Manager;
• Ensure that quotations, purchase orders, goods receipting, and invoice processing is performed accurately and on a timely basis and that business cases and single tender actions are completed where necessary;

Risk Management
• As part of the risk management team, identify and assess risk management.
Resource and People Management
• To review the staffing of the campus service team to ensure the effective and efficient use of staff.
• To identify and lead multi-disciplinary teams to address issues and complete tasks related to Front Line Services.
• To ensure that effective arrangements are in place for staff development in the department and that performance reviews are conducted in accordance with agreed procedures.
• Be responsible for the leadership and management of all staff employed in the Front Line Services Sections for a specific Campus or Campuses.
• Act as the designated line manager for staff employed within the Campus Services Sections for a specific campus or campuses in all Human Resource Management activities, including conduct and discipline, performance management, attendance management, staff appraisal and staff development.
• Establish an effective system of communications to ensure campus service staff awareness of College objectives, policies and ongoing issues.
• Encourage staff to make best use of the technology available to increase productivity across all functional areas.
• Participate, as required, in the recruitment and selection of staff for the Front Line Services in accordance with procedures.
 

Customer Services
• To develop an appropriate customer service framework that will ensure that the services are provided efficiently and effectively.
• To ensure that there is continual service improvement through review and analysis of service level achievements.
 

General
• To ensure the effective application of health and safety procedures for all staff and learners within the Faculty
• To lead the campus contribution 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 deputise as required

• To coordinate the interaction with support departments including, marketing, MIS, HR and Estates to ensure the effective operation of academic requirements with the faculty and site.
• Act, if directed, of Fire Marshall or Fire Warden
• Carry out, if directed, the role of First Aider (subject to College policy & procedures)
• To promote, implement and ensure compliance with all statutory obligations and College policies and procedures in particular the College’s Equality Scheme and Equal Opportunities Policy and actively promote equality and good relations in all aspects of college business.