Job Description

Job Summary

We are seeking to appoint an experienced administrator within the Vocational Employability team to support the administration of the College's employability programmes. You should be able to work under pressure with excellent customer service and communication skills in dealing with internal and external clients, including Job Centre Plus and employers. The postholder will possess excellent administrative and organisational skills to implement systems and processes for the maintenance of records and able to proficiently use database and spread sheets, within a busy office environment.

Key Purpose

To be responsible for the administration of the employability skills activity, giving support to staff and learners when necessary and provide assistance to the Curriculum Manager as required.

Key Objectives

To develop, organise and undertake administrative duties to support the implementation and achievement of projects and programmes. To establish/maintain effective systems of storing and retrieving data, confidential papers and reports. To obtain information and carry out research for reports and other documents as required. To undertake an administrative role in the maintenance of project portfolios for programme activities as instructed by the Curriculum Manager. To maintain a good working knowledge of the work of the Employability Skills Compliance team and its commitments and priorities.
Main Duties & Responsibilities

1. General Administrative Duties

1.1 To assist in the day to day work of the team in JCP referrals and ensure that tasks are prioritised, delegated and followed up appropriately.

1.2 Where necessary, to assist designated members of the team with general administrative duties, whilst ensuring that own work is sufficiently prioritised and completed appropriately.

2. Duties in relation to Maintaining Effective Data Systems

2.1 To advise on appropriate systems and to maintain effective filing systems of correspondence and other documents to enable prompt retrieval.

2.2 To deal with confidential documents and information discretely and keep these securely.

2.3 To use College data and information systems efficiently in order to retrieve data useful to the team.

2.4 To identify and initiate systems of handling any data specific to the team using appropriate software, such as Excel or Access.

3. Duties in relation to Written Communications

3.1 To reply to routine and straightforward correspondence (letters/memos) on behalf of the Employability Skills team.

3.2 To draft more complex letters and simple reports for editing/signature by the Curriculum Manager as requested.

3.3 To take notes of meetings, draft minutes for editing and undertake follow up action as necessary.

4. Duties relating to an administrative role in the maintenance of project portfolios for activities supported through the Employability Skills Team

4.1. To work with the Curriculum Manager and co-ordinators and undertake any required administrative tasks in the maintenance of Employability Skills activities.

4.2 To produce statistical information, returns, spreadsheets and other analytical data to support projects as requested by the Curriculum Manager.

4.3 To assist the Curriculum Manager in the accurate and timely compilation and submission of claims for funding from external bodies according to agreed procedures.

5. Duties in relation to supporting the Skills or Employment Team

5.1 To draft/complete any necessary forms in relation to financial and numerical data for the Curriculum Manager's consideration.

5.2 To obtain information and carry out straightforward research tasks on behalf of the team into statistics, data or reports and present this clearly for consideration.

6. General Duties

6.1 To implement College policies, particularly those relating to equality of opportunity, health and safety and data protection.

6.2 To implement health and safety and security procedures in accordance with statutory and College requirements.

6.3 To undertake appropriate self-development and training activities and regularly review their performance of duties with the line manager for the post.

6.4 To undertake any other duties consistent with the key objectives and/or duties of the post.

Job Types: Full-time, Part-time

Pay: From 14.93 per hour

Expected hours: 18 - 35 per week

Work Location: In person

Application deadline: 15/11/2025
Expected start date: 01/12/2025