JOB DESCRIPTION Recruitment Administrator. Job Purpose:

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1 Association of Colleges The Association of Colleges (AoC) exists to represent and promote the interests of Colleges and provide members with professional support services. As such, we aim to be the authoritative voice of Colleges based on credible analysis, research, advocacy and consultation with Colleges and the first choice destination for guidance and advice for members. AoC was established in 1996 by Colleges themselves as a voice for further education and higher education delivered in Colleges at national and regional level. AoC Create is a wholly-owned subsidiary of AoC, which provides services in conferencing, executive recruitment, consultancy and training on a cost-recovery basis. JOB DSCRIPTION Job Purpose: To provide administrative support to the whole team, with a focus on the work of the xecutive Recruitment team, so that they may achieve their objectives in an effective and efficient manner and to ensure excellent client / customer management is provided throughout. Department Reports To Monetary Responsibility xecutive Recruitment AoC Create Recruitment xecutive Budget/ Revenue Generation: None People Management xternal Key Contacts Internal Key Contacts Risk Management: Reputation risk through errors in administration, customer service, and potential discrimination of candidates. Direct Reports: None Indirect Reports: None Principals, senior staff in Colleges, AoC consultants Recruitment and interim management team

2 Key accountabilities & responsibilities: Provide coordination support to all members of the whole team with a focus on the xecutive Recruitment team, including meeting arrangements, travel and accommodation. Provide general administrative support to all members of the team including but not limited to: o Creating, formatting, proofreading and editing the team s documents o Managing correspondence and items of work during absence from the office o Diary management o Photocopying, binding, scanning, mailing and filing o First line support for the team s IT queries, liaising directly with the IT outsourced provider o Archive recruitment documentation as directed by the team Organise, update and maintain filing systems for the department including electronic and paper files; ensuring the team has easy to access information and resources to run an effective service to members and where appropriate develop and implement new systems and procedures to enhance the day-to-day running of the department and the service provided to AoC members. Deal with incoming telephone calls and enquiries to the team, assisting as appropriate to ensure that enquiries receive a response from an appropriate member of the team, some of which may be of a sensitive/confidential nature. Co-ordinate the publication of all documents within strict deadlines, including, but not limited to: o Documents on the AoC Create website as required o Manage and update document templates, ensuring compliance with AoC Create brand guidelines Organise and co-ordinate meetings and events as directed by the team, including venue and catering arrangements, preparation and distribution of papers and minute-taking; as well as attendance as required to provide administrative support. Update and maintain the team s content on the AoC Create website, including posting of recruitment adverts, making changes as directed and referring any maintenance issues to IT support as appropriate.

3 Update and maintain logs of enquiries received and response given using the AoC s customer relationship management (CRM) software; update member records as required and produce ad-hoc reports from the CRM system. Provide administrative assistance to the team with the development of surveys, and appropriate research to inform the team. Liaise closely with all members of the team acting as a conduit for information between team members including liaison with other support staff within AoC to co-ordinate the work of the team. Candidate liaison, including responding to speculative CV submissions. Administering employment reference requests nsuring all registered candidates have submitted relevant proof of identification as directed by the team Competencies Competency Minimu Description m Level Working with others 1 Relates well to people from all backgrounds and levels and treats everyone with respect Is consistently helpful, positive and collaborative Gives constructive and timely feedback to colleagues and seeks it in return Builds rapport ngages with others to better understand their requirements and develops appropriate solutions/improvements Communicating with others 2 ngages and shares information with colleagues, internal and external audiences to support agrees courses of action Clarifies important messages and issues and uses appropriate language Considers structure and meaning when producing written communication Presents information which influences and has a positive impact on audiences Influencing 1 Gives and receives constructive feedback Seeks timely clarification to verify own understanding xpresses a difference of opinion in a controlled manner Supports team members working on the same or related work objectives

4 Competency Making effective decisions Analysing and interpreting information Planning and organising Taking personal responsibility Upholding ethics and values Coping with pace, setbacks and change Minimu Description m Level 1 Tailors own work practices Shows initiative and is willing to take decisions within the accepted parameters of the role Shares appropriate and timely information with others Recognises when to refer up to more senior colleagues 1 Interprets methods used for gathering and summarising data Recognises problems with their remit Interprets basic written information Attentive to detail Follows guidance to identify issues 1 Manages own work to deliver on time Keeps other relevant people updated on the progress of own work, team objective or a plan Asks questions to clarify expectations Meets performance standards and objectives 1 Is compliant with legal obligations and requirements for the role Takes responsibility for completing the job at hand Identifies mistakes and takes constructive action to ensure lessons are learned ngages in team debate about presenting issues, offers solutions Supports and cares for others, notices and eases building tension Takes personal responsibility and is brave when detail is uncertain 1 Can describe AoCs core values and our development goals Handles constructive criticism and learns from it Shows respect for and sensitivity to protected characteristics, cultural and religious differences 1 Acts swiftly, mobilises team members to respond quickly to emergencies Handles peaks of work and learns from it Makes suggestions for and tries out new methods and practises Maintains a positive outlook despite setbacks

5 PRSON SPCIFICATION Description ssential Desirable ducation/ Qualifications/ Professional Bodies Minimum requirement of qualifications at A-Level or equivalent Knowledge Skills and xperience xcellent customer service skills. Ability to work independently and to enjoy working as a member of a team Well-developed written and verbal communication skills with excellent nglish grammar Computer confident, proactive and enjoys learning new IT systems, with intermediate skills and knowledge of Microsoft Word, Outlook, xcel and PowerPoint Attributes and / or Competences A can-do attitude with a high level of personal motivation Ability to communicate effectively with people including senior persons and commercial businesses xcellent personal organisation and time management Customer/ client focus with the ability to respond well to changing circumstances High attention to detail and accuracy Ability to work with complex information Ability to stay calm when there are urgent and important deadlines to be met Approachable personality that is helpful and authoritative on the telephone Positive team player that works effectively with and supporting others Ability to multi-task, prioritise effectively and manage own work schedule Demonstrates respect for equality of opportunity & diversity and works to promote an inclusive work environment Demonstrates commitment to own learning and continuous improvement through training and development Interest in education and the F College sector D Acknowledgement This job description has been designed to indicate the general nature and level of the work performance by employees within this post. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications / experience required by employees assigned to the role. These may be subject to future amendments following appropriate consultation