Campus Administrator/Departmental Administrator & Register

MAIN DUTIES & RESPONSIBILITIES

The post-holder will work under the direction and guidance of the Campus Administration Officer to ensure an efficient and effective student services and administrative support to the front-line services of the College.

DUTIES & RESPONSIBILITIES:

The post-holder will form part of a front-line team of administrators and will be expected to assist in the delivery of a range of front-line services including:

· Answering customer enquiries from students, staff and/or the general public.

· Processing course applications and enquiries (according to College agreed processes)

· Processing student enrolments (Rapid enrolment and full FESR data entry to QLS)

· Taking student fees including examination fees – cash-ups, receipting and lodgements

· Participating in all aspects of the full-time and part-time admissions and enrolments process

· Dealing with student finance and related enquiries

· Bank lodgements

· Financial advice and support to students including:

o EMA Administration

o Discretionary awards

o Higher Education

o Bursaries

o Scholarships

· Student support referrals

· Student attendance updates on e-Registers

· Office administration including word-processing/typing letters, memos and reports, photocopying, post, fax and switchboard

· Arranging and servicing meetings as required, taking minutes and circulation of same

· Telephone and reception duties

· Dealing with incoming mail and preparation of outgoing mail

· Maintaining appropriate filing systems

· Receiving and handling of cash in accordance with audit requirements.

· To support the admissions and enrolment process as instructed.

Attendance Recording/Monitoring

· To ensure that monthly returns for staff are processed in accordance with College processes.

· To process time and attendance (including additional hours) details for full-time lecturers, part-time lecturers, and agency staff members.

· To record and monitor sickness absence in accordance with the Sickness Absence Management Policy.

Procurement and Contract Management

· To prepare quotations for purchase of goods and services within college procurement policy guidelines and assist in collation of information for business cases as necessary. Assist in preparation of documentation for Single Tender Actions.

· Once quotations are approved, raise requisitions in Agresso, undertake goods received note process in Agresso on a timely basis and liaise with Finance regarding any invoice queries

· To monitor aspects of the budget as directed by the School or Curriculum Managers.

· To process and prepare records of areas of the curriculum’s income and expenditure as directed.

· To assist in collation of information with regard to third party contractor performance

Student Updates

· To process refund requests and course transfers on a cross college basis.

General

· To contribute to the achievement of the College’s mission, values, and strategic directions.

· Participate in the Colleges performance appraisal system

· Participate in College developments, attend internal and external meetings and training programmes required

· Adhere to general standards of conduct embodied in College policies

· To implement and embed the College’s equality and diversity policies and respond to its equality and diversity duties as they relate to all stakeholders.

· Act, if directed as fire marshal or warden

· Carry out, if directed, the role of first aider

· To undertake such other relevant duties as may be reasonably expected of the post holder.

Working Pattern

Please note that in line with your contract of employment, the arrangement of the weekly working hours (hours of duty) will be as required for your place of employment and your post. For the post of Campus Administrator Band 3, the working hours are 36 per week. You will be required to work 36 hours per week between the business hours of the campus as set out below.

Term Time

From 8.30am to 7.30pm Monday to Thursday, and

from 8.30am to 5.00pm Friday, and, subject to the requirements of the campus,

from 9.00am to 12.00noon Saturday,

Your working pattern within the parameters set out above will be determined by line management.

Outside Term Time

The provisions of the scheme of flexible working hours will apply, which means that adequate staff presence must be maintained during the hours 8.30am to 4.45pm from Monday to Friday, with flexibility permitted within the flexible bands as determined by line management.