Administrative Apprenticeship

Fixed Term contract for 12 months
37 hours per week 52.14 weeks per year

Purpose of the role

• To provide high quality and timely administrative support to the Head of Area, Apprenticeship and Commercial Manager, academic and support staff within Workforce Development.

Key Accountabilities and Duties
Main Duties and Responsibilities

• Providing administrative and clerical support to the Head of Area, Apprenticeship and Commercial Manager, Academic staff and students
• Providing administrative and clerical support to the Apprenticeship Co-Ordinators in maintaining the requirements of the apprenticeship programmes.
• Preparing a range of documents as required.
• Liaising with other College departments and external stakeholders as needed.

Detailed Responsibilities

• Performing general office duties including ordering and distributing stationery, responding to emails and other requests for information, filing, dealing with telephone enquiries, taking and passing on messages etc.
• Meeting and greeting students, visitors and members of the general public.
• Supporting Head of Area and Team Leaders with administrative tasks, diary management and preparation of meetings.
• Processing, photocopying and filing as required of forms such as travel and pay claims, educational visit forms, invoices, petty cash forms, staff sickness forms etc.
• Preparing a range of documents including student reports, letters, memos, agendas and minutes.
• Provide potential students with accurate course information.
• Administration of apprenticeship programmes including file creation and maintenance, checking of health and safety and insurance documents, arranging interviews.
• Updating and entering information on employers onto the College Pro Engage database.
• Assisting with the organisation of events, including booking venues, arranging refreshments, setting up rooms and, where needed, attending internal events e.g. student forums, open days/evenings, consultation evenings, awards ceremonies etc.
• Placing orders using the QLX system and coding pay claims, invoices etc.
• Attending team meetings, arranging refreshments, taking notes and preparing minutes as required.
• Liaising with the Timetables and Registers Unit in relation to registers and room bookings.
• Liaising with Finance regarding orders, invoices and chasing payments.
• Liaising with DMS with regard to examination entries and results.
• Assisting with student enrolment, the preparation and issue of Learner Finance forms to students and the preparation and submission of BP63 forms.
• Performing administrative duties to support full cost provision e.g. booking rooms, organising examinations etc.
• Assisting with the administration of work placements for students.
• Liaising with the Head of Area to set up fee payment plans for students.
• Responding to student requests for copies of certificates, references etc and issuing certificates to students.
• Assisting, when required, administrative colleagues responsible for other provision within the shared administration office e.g. during leave periods, breaks, periods of staff sickness etc.
• Planning leave and breaks in tandem with administrative colleagues in the to shared administration office to ensure that the office is staffed at all times when the College is open.
• Providing Head of Area with sickness reporting documents and maintaining records and file copies.
• Annual inventory of equipment and resources held by the Faculty.
• Conduct room /resource utilisation surveys as required.
• Work closely with relevant external agencies as required e.g. awarding bodies.
• Supervising the day to day work of any junior or temporary staff working in the administration office.

Qualification Requirements

• Appropriate administrative qualification to level 2/3 standard.

Application close date 29th July 2014 at 12noon

The Bournemouth and Poole College
North Road
Poole
Dorset
BH14 0LS