Academic Officer

Main Duties and Responsibilities Administrative Duties (including reception services) 1. To provide an effective and efficient administrative support for designated curriculum teams/areas to include:-

• Word processing (including reports, letters to parents/students, Exam Board letters etc) and data processing.
• Manual and computerised filing, including archiving.
• Assisting HOD/DHODs with appointments and diary management
• Planning and organising business visits to and from the College.
• Scanning, printing, photocopying and collating relevant College documents and materials.
• Receiving, processing and responding promptly to correspondence e.g. post, e-mail etc.
• Collection of information, compilation, presentation of information and dissemination of reports, forms etc.
• Dealing with internal and external contacts and stakeholders including students and parents (including by phone, e-mail or in person)
• Arranging meetings for curriculum staff to include preparing agendas, minute taking, distribution of notes/minutes, follow up of relevant actions
• Organise room bookings and hospitality bookings as per College procedure
• Process bus booking requests.
• Process stationery requests.
• Providing reception cover on a rota basis
• Performing other daily administrative duties as assigned.

2. To support the College and Curriculum Teams with campus events, activities and processes; e.g. HE Graduation, Open Days/evenings, Celebration of Success, Registration days, Support staff onsite rotas etc. (which may take place on evenings/weekends). 3. To assist and support with the implementation of appropriate policy, procedures and processes to support the efficient delivery of the service. 4. To provide general administration support to other College managers. 5. To act as standby in support of general admin as required - evening cover, receiving visitors, support and assist with effective reception, event and administrative services for the College, etc. 6. To provide assistance and support to other sections such as Admissions, MIS, Exams, Quality, Finance on occasion with key functions and /or during peak times including enrolment periods, collating destination data, distribution of surveys, data utilisation audits etc.

Data Management 1. To regularly and accurately collate and extract data from college systems (including EBS), producing reports, presenting relevant information for monthly team meetings, to report and disseminate key data and information from a variety of sources to update curriculum staff of performance of their area. 2. To accurately input data on College MIS systems including EBS and Agresso. 3. To support the admissions and enrolment process; inputting enrolments including ESOL and Digital Skills and manual enrolments (ie Confucius, SEN, Community), uploading documents and supporting Essential Skills enrolments. 4. To assist with course cancellations, students withdrawals/transfers process. 5. To contribute to the improvement of the quality of student data. 6. To be responsible for checking enrolment data, the validation of results against documents uploaded or required, the continual monitoring of student information on designated programmes; checking class lists, entering results, and proactively clarifying and amending any data errors following correct procedures.

1. To be familiar with and competent in using and accessing the systems and documentation relevant to the curriculum function. 2. To undertake the supervision of any nominated administration staff and coordinate the administrative function, to ensure staff are effectively and efficiently deployed and to provide mentorship and knowledge transfer as required to support new staff or staff who are upskilling. 3. To provide administrative and academic support efficiently and flexibly to the curriculum teams and the Programme & Support Department, adapting and prioritising as required to meet the business needs of the College. 4. To provide an effective academic support service to the designated Curriculum teams including team meetings, providing support for the revalidation processes and engagement with awarding organisations. 5. To work with curriculum teams in organising and assisting with key curriculum related events. 6. To assist with the development of departmental operational plans, objectives and targets; actively ensure regular reporting mechanisms are in place and communicate targets to the team on a regular basis. 7. To actively demonstrate proficiency in utilising curriculum systems, working independently to ensure accuracy and efficiency. 8. To provide academic support to a wide and complex curriculum provision.

Finance and Governance Support 1. To undertake and ensure financial procedures are followed; Agresso requisitions / purchase orders / invoices etc. and in a timely manner. 2. Order supplies and materials as needed to support academic activities in accordance with College procurement procedures. 3. To take responsibility for the receipt, safe handling and recording of fees/charges. 4. To assist in preparations for College compliance and assurance processes including audits and inspections. Customer Service and Communications 1. To provide a high quality, flexible and professional customer service to all users. 2. To regularly liaise with other Academic Assistants to arrange cross-campus meetings, collaborations and events and to provide support to other curriculum departments / areas when required. 3. To regularly monitor and review protocols and customer service standards and ensure high standards are maintained at all times. 4. To attend and actively participate in curriculum meetings and organise annual schedules as appropriate. 5. To draft and distribute correspondence and informational materials on behalf of Departments and curriculum teams and develop forms of communication which supports improved college/staff engagement. 6. To undertake such other duties in keeping with the post as determined by your line manager from time to time. General Responsibilities The post holder is expected: • To promote and raise the profile of the College and the services it provides to the local business and civic community. • To ensure full compliance with health and safety requirements and legislation in accordance with College policies and procedures. • To comply with and actively promote College policies and procedures on all aspects of equality. • To contribute to College quality assurance schemes. • At all times to observe all internal College policies and procedures. • To promote and actively contribute to the Colleges’ Mission, Vision and Values; • To participate in staff training and development activities to update and enhance own knowledge, skills and professional competence needed to carry out the role effectively. • This job description is not prescriptive and the post holder may be expected to undertake other duties appropriate to the grade as may be assigned by the Chief Executive or her nominated officer(s).

This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. It is anticipated that the post-holder will assume additional responsibilities as and when new projects and/or areas of focus for the College develop. The College reserves the right, in consultation with the post-holder, to amend the job description to meet the changing needs of the College. Person Specification

Qualifications/Experience • GCSE English Language and Maths at Grade A-C or equivalent • Level 3 qualification or above in a relevant discipline Or 3 years’ experience within an administrative role. • Minimum of 1 year experience working directly to support a team in a busy office environment Knowledge/Skills and Abilities • An Information Technology qualification at level 2 Or A working knowledge demonstrated by specific examples of the Microsoft Office applications, such as; Word, Excel, PowerPoint, Outlook, Forms, Publisher General

• Access to a car and able to travel between campuses and other business use as required or ability to demonstrate mobility.

Terms and Conditions Salary: Band 4 Scale Points 8 – 18 £25,992 - £30,559 Commencing on £25,992. Contract Type: Full fixed term contract until December 2025, with possible extension. Hours of work: Full Time, 36 hours per week Location: Enniskillen, however the postholder(s) will be required to work at other South West College campuses as required.