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Academic Administration Assistant

British Academy of Jewellery - Business School

Location: London
Salary: £21,250 to £23,000
Hours: Full Time
Contract Type: Permanent
Placed On: 19th November 2021
Closes: 17th January 2022

Purpose of Job

British Academy of Jewellery is looking to appoint a friendly and approachable receptionist/administrator to join the Academic Administration team at our busy, central London campus. The Academic Administration Assistant will deliver an outstanding standard of customer service in a student-facing role catering to the needs of the Welcome Desk visitors. Working independently, the post holder will be able to deal calmly and confidently with a range of queries and questions and use practical experience and common sense to problem solve and improve clerical processes and procedures.

The Academic Administration Assistant will also provide critical administrative support to services, events and initiatives designed to enhance the student experience and work with a high degree of accuracy and attention to detail. Patience, flexibility, common sense, and a high standard of IT literacy are qualities we are looking for in prospective candidates. Those interested in the post should also show a keenness to broaden their understanding and experience of working in a diverse, HE environment.

Duties and Responsibilities

  • To provide a friendly and polite first point of contact for all students, staff and guests visiting the Welcome Desk and to respond with speed and accuracy to email, phone and in-person enquiries.
  • Develop a solid understanding of cross-campus departments and staff functions in order to correctly refer enquiries in a helpful and positive manner.
  • Cultivate a tidy and welcoming environment at the main Welcome Desk and maintain the student noticeboard with up-to-date and relevant information.
  • Supporting Sales & Marketing to arrange agent visits to the campus
  • Supporting the calendarisation and recording of centre meetings throughout the academic year
  • Play a key role during new student induction periods throughout the year and assist in enrolment process (collecting, recording, and chasing documents and information from students).
  • Maintain accurate student records using the MS Office suite, and the CRM system (PICSWeb)
  • Create and issue student status letters as required and administer the student Oyster-card application process, support students with SLC applications and Council Tax discounts.

Academic Administration Assistant - JD

  • Undertake a range of clerical tasks including photocopying, scanning, filing and data entry.
  • Supporting the Head of School with the management of the student representative programme.
  • Recording and monitor student attendance, Academic Performance Review, withdrawals, disciplinary and welfare concerns.
  • Apply sensitivity and discretion when dealing with confidential information and confidently refer more complex issues to specialist staff.
  • Show the ability to identify areas for improvement and proactively solve problems using creativity and logic.
  • Other administrative duties as and when required to support the smooth running of the centre, including Exam Board and Committee minute taking.

Person Specification

  • A-level or equivalent education
  • Good standard of literacy and numeracy. Grades A-C in English Language and Maths or equivalent
  • Experience of working in a customer facing or reception role
  • Experience of working in a Higher Education institution – preferably with an international diverse community of students
  • Experience of implementing successful changes for the purpose of improving work processes and functions
  • Experience of using varied IT systems including MS Word, Outlook, and Excel
  • Ability to prioritize work and multi-task
  • Excellent oral and written communication skills
  • Ability to maintain robust local administrative systems
  • Ability to communicate information effectively - verbally and in writing
  • Identify areas of remit and refer on to appropriate staff when appropriate
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