Description

This is an administrator role which will initially work with the School of Economics and Finance and support EECS and IHSE to coordinate the rollout activities for the project. The role will gain new skills and exposure to working with different parts of QMUL and develop learning and understanding of apprenticeship programme requirements

Job purpose

This role is to specifically assist schools with apprenticeship programmes with administrative tasks as they transition their programmes to using an Apprenticeship Management System. Reporting to the relevant School Degree Apprenticeship Manager, the holder is responsible for the delivery of efficient and effective administrative support, diary and meeting management, email monitoring and general administrative support for the wider apprenticeship teams. The postholder will respond appropriately to challenging and conflicting demands, and ensure that robust processes and monitoring systems are followed. To liaise with programme managers and Administrators within the Schools and Central Degree Apprenticeship teams to support the transition of apprentices to a new management system. To include effective internal and external communication as well as the production and timely sharing of reports, minutes and other documents. Occasionally to be tasked with project-based work in keeping with the seniority of the post. The postholder supports and enables the School to meet its operational needs.

Main duties and responsibilities

To provide comprehensive administrative support to the apprenticeship teams within schools for activities relating to examinations and end point assessment for Degree Apprenticeship programmes, including producing minutes and assisting with the production of reports, ensuring actions have been taken, assisting with the confirmation of progression and release of results to students. 

To support processes relating to ensuring that the Degree Apprenticeship programme is ESFA and Ofsted compliant, including collating and collecting data required, transferring data to the new apprenticeship management system and producing reports for external clients. 

To support the production of student Degree Apprenticeship handbooks and edit teaching content on the School’s VLE (QMplus), ensuring that content conforms to and accurately reflects current academic regulations, and internal school processes. 

To service meetings, including setting agendas, taking minutes and ensuring action is taken. 

To co-ordinate and effectively manage on-line filing systems, filing and retrieving documents and reference materials and ensuring version control and availability of up-to-date documents as required for the school Degree Apprenticeship provision. 

To assist with teaching and learning activities (including tasks associated with assessment and collating exam papers). 

To respond to and assist with queries from staff/ student and visitors, acting as a key administrative contact in relation to degree apprenticeships. 

To assemble and analyse data and to prepare reports, correspondence, communications, presentations and other documents for key staff. 

To support and co-ordinate diaries, project schedules, updates and reminders system, appointments and events schedules, ensuring diaries are always up to date with meetings, appointments and contact details. 

To support and coordinate meetings and events, including follow-ups, collating and distributing reference materials, venue and equipment hire, hospitality bookings, coordination of risk assessments and where required, travel and accommodation arrangements. 

To produce purchase orders and payment requests as and when required, 

To accompany staff to key meetings, events and appointments, taking notes or action points as may be required and following up on the actions agreed with key stakeholders. 

To ensure key staff, apprentices and employers are well informed about all relevant issues affecting them, and to ensure that any agreed formal communication within and between teams is effectively carried out. 

To carry out responsibilities with due regard to Queen Marys’ Equal Opportunities and Health and Safety Policies 

To comply with all H&S policies and procedures and to ensure that all activities are undertaken in a safe manner. 

To assist with other services across the schools’ apprenticeship teams and the central apprenticeship team should the need arise.

Experience/Skills: 

Essential: 

Significant experience of providing administrative support in a busy environment, preferably within the Higher Education and/or Further Education sectors. 

Experience of working in a team environment 

Experience of working independently within guidelines using initiative and judgment as appropriate 

Excellent communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels 

Good organisational skills and the ability to balance competing pressures, deadlines and demands 

Excellent IT skills - knowledge and experience of MS office and other software applications. 

Good analytical skills 

Ability to work under pressure juggling diary conflicts 

Excellent attention to detail.

Desirable: 

Understanding of the operational processes common in an IT environment and how this fits within the broader needs of a university. 

Experience of providing administrative support for apprenticeship programmes or knowledge of apprenticeship programmes and the relevant compliance/evidence requirements. 

Experience of planning and progressing work activities and project schedules including diary management 

Experience in servicing meetings of a significant nature including writing minutes 

Previous experience using apprenticeship/learner management software systems, such as Smart Assessor, Onefile or Aptem. 

Familiarity of budgeting and financial management.

Salary: £17.22 per hour

Duration: either a part-time or full-time basis for up to twelve months (Dec 23 to Nov 24).