Administrative Assistant

Job Description

Position overview

Location: Hybrid role – Marble Quay, London; 50% on campus (Flexible working options to be discussed at Interview)

Benefits: Generous benefits package including 25 days holiday allowance pro rata (excl. Bank holidays), group life assurance, group income protection, pension schemes and private healthcare (optional)

Start: Immediate (November/December 2023)

Northeastern University London wishes to appoint an Administrative Assistant to support the institutions commitment to development and delivery of a range of Work-Related Learning Programmes and Apprenticeships.

The role-holder will provide general administration assistance to the Operations Team to ensure the smooth running and co-ordination of all work-related programmes. Focus will be on core activities relating to ESFA regulations, recruitment, and onboarding, and taking minutes at key operational and governance meetings. In addition, working closely with the Senior Administrative Co-ordinator, the role will support maintenance of the Learner Management System (LMS) used to track learner progress and used for reporting, so prior experience in the use of an LMS is ideal but not essential (full training will be provided).

You will be an innovative and proactive individual, conscientious, with an eye for detail, willingness to learn, excellent communication and strong team-working skills.

Duties and Responsibilities

• Provide administrative support to the Operations Team for a variety of core activities associated with ESFA regulations and funding rules, recruitment, onboarding, and all core programme requirements
• Carry out day-to-day administrative procedures, ensuring they are carried out accurately and in a timely fashion, with direction from the Senior Administrative Co-ordinator and Operations and QA Manager, working with the team to find the most effective and efficient way for continuous improvement
• Support the Senior Administrative Co-ordinator with maintenance of the Learner Management System (LMS), attending training to support evolvement
• Ensure that all queries pertaining to the LMS, from staff, learners (apprentices) and employers are dealt with, or escalated in a timely manner
• Provide support for the reporting of Work Related Learning Programmes and Apprenticeships
• Assist in compiling and maintaining electronic records for students in line with NU London requirements
• Preparation of agendas and minute taking for key internal and governance meetings
• Support the Senior Administrative Co-ordinator with the co-ordination of internal governance meetings and the circulation of associated papers and reports
• Maintain a detailed calendar of QA and administrative tasks throughout the calendar year
• Supported by the Senior Administrative Co-Ordinator and Operations and QA Manager, the post holder is expected to acquire, and maintain, the knowledge necessary to ensure that all apprenticeship and work-related learning administration complies with the quality assurance processes for NU London, OfS, Ofsted, Ofqual, DfE and ESFA
• Providing professional and timely responses to any queries received via email or telephone, seeking advice and guidance where required, within the agreed response timescale 
• Adhere to the General Data Protection Regulation and the Data Protection Act
• Participate in the College appraisal process and take responsibility for identifying your own professional and career development needs
• Foster a positive work environment with a good team spirit, including the wider support teams, with student experience at the forefront of all efforts
• Such other duties, commensurate with the grading of the post, that may be assigned by the Operations and QA Manager and Senior Administrative Co-Ordinator or their nominee.

About the University

Based in the heart of London, Northeastern University London has developed a reputation for delivering an excellent university experience and has exceeded all Russell Group universities for overall student satisfaction in the UK’s National Student Survey for four consecutive years (2019, 2020, 2021 and 2022).

Small by design, Northeastern University London offers a vibrant community delivering broad and academically rigorous degree programmes, designed to equip graduates with the combination of skills and knowledge that are increasingly desired by organisations, employers and society.

Northeastern University London is part of Northeastern University’s Global Campus Network. Ranked 44th in the USA, Northeastern has campuses in Arlington, Boston, Charlotte, Miami, Oakland, San Jose, and Seattle in the USA, and Toronto and Vancouver in Canada.

About Business and Partnership Development & Apprenticeships

The Business and Partnership Development & Apprenticeships section of NU London is dedicated to designing and delivering work-related learning throughout the UK and internationally. The majority of the team largely work remotely, using innovative pedagogical approaches and best practice in digital education and collaboration to ensure an excellent learner experience for individuals or groups of learners, wherever they are based. The team currently delivers a growing portfolio of work-related learning in the form of apprenticeships, online degrees, Skills Bootcamps and other short course offerings, all aligned to digital transformation, data science, artificial intelligence, and project management.

Person specification criteria (essential / desirable)

• Honours degree or equivalent professional experience and/or vocational qualification [E]
• Demonstrable administration skills, including proficient use of Microsoft Word, Excel, Email [E]
• Experience in using Learner Management System software [D]
• Strong communication (verbal and written) skills [E]
• Ability to prioritise workload, exercise good time-management and the ability to work to deadlines, demonstrating excellent organisational skills [E]
• Excellent planning and co-ordination capabilities [E]

Application process

Applications should be made via the jobs.ac apply button (above) by 23:59 on the 16th of October 2023. Please reference your application “AA0923” Participation in the equal opportunities section is encouraged, but voluntary.

Applications must include a covering letter of no more than one page and a full curriculum vitae.

Interviews are expected the week commencing on the 6th of November 2023.

Applications are welcome from all sections of the community and will be judged on merit alone. Candidates must be able to demonstrate their eligibility to work in the UK in accordance with the Immigration, Asylum and Nationality Act 2006.

This role is not available for candidates requiring VISA sponsorship.