Job title: Lead Administrator Band: 3 Group: Work location: Responsible to: Resources Gloucester Business Support Manager Job purpose The Lead Administrator will be a member of the Business Support Team and will work in collaboration with colleagues, retaining a collective responsibility, to achieve business objectives whilst ensuring the delivery of excellent customer service to QAA s internal and external customers. The Lead Administrator will provide a full range of administrative support for tasks undertaken by the Business Support Team. They will take lead administration responsibilities in key areas of work and as identified by the Business Support Manager. Through supervising team members, they will ensure tasks and duties are completed appropriately, in a timely manner and to the highest standard. Main duties and responsibilities General duties Support the Business Support Manager in the allocation of work and resources within the team. Supervise the work of team members within their area of work: - ensuring quality, performance standards, and deadlines are achieved - encourage and provide advice and guidance to team members. Act as the first point of contact for designated area of work. Conduct performance reviews and probationary reviews for Band 1 and 2 colleagues within their area of work, in consultation with the Business Support Manager. Contribute to the design, development and implementation of existing and new work process, service standards and office procedures, continually reviewing to ensure they are reliable and effective. Draft and write correspondence and documents on behalf of others. Provide project administration and support for projects across QAA.
Provide support and cover for other Lead Administrators, as well as support and cover for other members of the team. Represent the team in meetings and disseminate information to team members, as appropriate. Ensure that records management and document management systems are utilised in accordance with QAA guidelines and policies. Carry out administration duties as appropriate to the role. Work collaboratively with colleagues across QAA to develop and maintain an up to date knowledge of the work and activities undertaken across the business conducting research, analysis and reporting on key information where required. Deputise for the Business Support Manager as and when required. Lead Administrator - Registry Delegate and supervise team members and work requests in the following areas. New subscriber applications overseeing the full administration process, liaising with QAA s Governance and Engagement Teams in ensuring that information is accurately recorded, maintained and stored in accordance with the Data Protection Act. Planning and scheduling of provider liaison meetings including the booking of travel and accommodation, preparation of briefing documents within agreed timescales and post meeting actions. Administration and monitoring of the QAA logo licensing scheme: QAA Quality Mark. Administration and monitoring of use of the QAA Review Graphic. Maintain knowledge of the key processes where the Business Support Team offers specialist support (including finance, appeals, subscriptions, governance and the Concerns Scheme), contributing to ongoing discussions around process improvement. Work collaboratively with the Subscriber Relationship Manager to ensure that the Business Support Team provides appropriate levels of resource and support for activities as required. Maintain an up to date knowledge of the work and activities undertaken across QAA. Oversee mail outs to QAA subscribers and providers, including annual invoices. Respond to enquiries where necessary, escalating to appropriate colleague(s).
General duties and responsibilities Take part in meetings as a team member and actively share experience, knowledge and solutions with colleagues. Exercise absolute integrity in respect of confidential matters. A commitment to equality and diversity and implement QAA's Equality policy. Comply with Health and Safety policy and procedures at all times in the workplace. Take an active part in the performance review process and required training. Maintain records management systems in accordance with QAA policy. Adhere to QAA's values of integrity, professionalism, accountability, openness and independence. Committed to promoting QAA s Ways of working. Carry out the duties and responsibilities of the post at all times in compliance with all of QAA's policies and legislative requirements. The duties and responsibilities in this job description are not exclusive or exhaustive and the post holder will be required to complete such duties as may reasonably be expected within the scope and grade of the post. Key contacts Liaise with staff at all levels both internal and external to QAA. External stakeholders and relevant staff at senior levels within Further Education Colleges and Higher Education Institutions. Heads of Function. Members of Directorate. Members of the Board and their assistants. QAA legal advisors. QAA is an ever-changing organisation and all colleagues are expected to participate constructively in QAA activities and to adopt a flexible approach to their work. The job description will be reviewed regularly and will be varied in the light of the organisational needs of QAA. The job description sets out the main duties of the post at the date when it was drawn up. The duties may vary from time to time without changing the general character of the post or the level of responsibility entailed. Such variations are a common occurrence.
Person Specification Attributes Criteria How measured* Experience Essential Experience of providing the full range of personal assistant or administrative support. Experience of managing meetings and events. Experience of drafting correspondents and documents on behalf of others. Experience of providing high level of customer service. /E I Qualifications and training Desirable Experience of using document management systems Previous supervisory experience and delegating workloads to others. A good general education, including Maths and English, to GSCE level, or equivalent experience. Evidence of continuous professional development. Knowledge, skills and abilities Essential Excellent organisational and interpersonal skills. Customer service background. Ability to communicate effectively both written and verbally. /E Attention to detail and high level of accuracy. /E Excellent working knowledge of Microsoft Office products. Ability to manage own workload, establishing priorities and achieving deadlines whilst maintaining high standard of work. Ability to supervise the work of others. I An aptitude for dealing with people in various contexts, employing tact and diplomacy. Self-motivated with the ability to work unsupervised as well as part of a team. Ability to deal appropriately with sensitive or confidential information. Desirable Ability to design and implement work processes. Good project administration skills. Job circumstances The role is largely based in our Gloucester office but may involve occasional working from our Glasgow or London offices and travel. A: Application form I: Interview E: Exercise March 2015
Additional information relating to the post The Quality Assurance Agency for Higher Education holds an Investors in People Silver Award for its performance as an employer. Key information about working with us is provided below. More details are given in our recruitment pack. See also www.qaa.ac.uk/aboutus and www.qaa.ac.uk/workwithus/pages/about-qaa.aspx. Hours of work Hours of work will be 35 per week. QAA's normal business hours are 09.00 until 17.00, Monday to Friday, with one hour for lunch. Salary This role is at Band 3, with salary starting at 20,808 per annum. Depending on experience, skills and knowledge, the appointment salary may be higher up to 25,984 per annum. Progression through the band will be linked to an individual's performance and contribution to QAA. Annual Leave Staff are entitled to all public holidays with an additional six days (five days at Christmas and one day after Easter Monday), together with a full-time annual leave allowance of 25 days, rising to 28 days after two years and 30 days after five years. Probationary period and notice Appointments are normally subject to a six-month probationary period, with one month's notice required on either side. References and medical clearance All appointments are subject to satisfactory reference(s) and medical checks. You will be required to complete a medical assessment form before your appointment is confirmed. If you are shortlisted we will normally contact your referee(s) without advising you in advance. When giving details of referee(s), please ensure you supply an email address and daytime telephone number, to avoid any delay in processing your application. Right to work in the UK You need to have the right to work in the UK. Your appointment will be subject to UK Visa and Immigrations requirements: www.gov.uk/browse/visas-immigration/work-visas. Terms and conditions Appointments are subject to QAA's Terms and Conditions of Employment. Pensions Membership of QAA's contributory pension scheme, the Superannuation Arrangements of the University of London (SAUL) is available. QAA employees join the Career Average Revalued Earnings (CARE) section. QAA will currently contribute 13 per cent. Employee contributions are currently set at six per cent. Travel to work Car parking is not provided for staff. Gloucester has public car parks and a Park and Ride scheme. Our Gloucester office is within easy walking distance of the bus and railway stations, and also has a bike store and changing facilities. Our London and Cardiff offices are readily accessible by public transport, and our Glasgow office is within a convenient walk of Glasgow Central railway station.
Equal opportunities QAA is committed to a comprehensive policy of equal opportunities in employment. Individuals are selected solely on the basis of their relevant merits and abilities, and all staff enjoy equal opportunities within the organisation. Application procedure and interview information Applications should be received by Monday 13 April 2015 at 12 noon. Late applications will not be accepted. Applicants should forward the completed application form and equal opportunities monitoring form to vacancies@qaa.ac.uk. Interviews will be held in the Gloucester office. Interviews will be held on Friday 24 April 2015. Data Protection Act (1998) The information contained within your application is being requested by QAA to make employment decisions and meet statutory obligations. Any information provided in this context will be treated confidentially and used only by manager(s) and Human Resources during the course of your employment.