Administrative Assistant

Job Role: Administrative Assistant
Location: Stranmillis, Belfast
Pay rate: £13.27 per hour
Hours: 36.5 per week- Monday to Thursday 850am-5pm, Friday 850am- 425pm
Duration: 3 months min, possibility of extension

Please note a Basic Access NI check required before commencing role.

Your role:
To provide administrative support to contribute to the smooth operation of Academic Registry activities (and other departments when required) and assisting other teams within the College as and when directed.

Your responsibilities:
- To email and phone extensive lists of applicants, students and other stakeholders to encourage responses and ensure actions are taken and the return of vital documentation essential to the operation of the College. To monitor, track and record progress of this activity and report to the Team, such as AccessNI checks, return of a range of documentation from perspective new students etc.
- To process documentation received by the Academic Registry office following set procedures (e.g. invoices, application forms, qualification certificates etc.).
- To assist in the management and provision of basic responses for the Academic Registry inboxes.
- To reproduce letters/documents/presentations typically using standard formats or templates.
- To Assist with the organisation of internal or external meetings/events/conferences through booking meeting rooms and processing catering requests and collating information or materials.
- To co-operate with other colleagues from other teams, as directed, to contribute to the achievement of work objectives.
- To deal with large numbers of queries during the A-level confirmation and clearing period.
- To assist with enrolment and registration activities and organisation of events, such as the Student Residential programme.
- To Interrogate relevant databases to produce management information as required.
- To Enter data onto existing databases and/or spreadsheets.
- To carry out record keeping, filing, photocopying and data entry to ensure accurate records are maintained.
- To run automated or routine reports in relation to student records and interrogate relevant information systems to produce management information as required (e.g., to respond to queries from students and/or staff).
- To enter data into relevant information systems (e.g., QSIS) and follow up on data quality issues.
- To check information/figures against source data and report any anomalies.

You will have:
1. Recent administration experience, including experience of working with data which must be processed accurately.
2. Excellent IT skills, with demonstrable experience of using Microsoft Word, Excel and Outlook.
3. Excellent customer service and oral communication skills.
4. Ability to communicate effectively and accurately in writing.

Apply with your CV today!