Office Administrator

24 Jun 2018
22 Jul 2018
Contract Type
Full Time
The Administrator will undertake a range of general administrative and clerical duties to support all aspects of our work in respect of both day to day operations, including data input (enrolment) reprographics, use of learner/ employer/ sales database and record management, customer-facing services, and all aspects of administrative duties.

Main Duties and Responsibilities

1. As directed, undertake work and duties, including:

?? General administration (filing, photocopying and providing public with general information relating to our services)

?? Processing enrolments and learner information

?? Registering learners to relevant qualifications

?? Database/Learner records Input

?? CRMS system

?? Reprographics

?? On-line publishing

2. To provide administrative support, such as photocopying, processing mail, maintaining filing systems, archives and resource libraries and updating information.

Set up and maintain appropriate filing systems, including electronic databases, and use IT skills in the production and design of forms and spreadsheets to record information such as learner tracking, etc.

4. Work with the team to develop and maintain customer databases and other tracking systems. Use College databases, external online portals and e-portfolios.

To act as a point of contact for the unit to deal with enquiries and messages, answering queries where appropriate, and referring matters on to managers and other staff.

6. To use Microsoft applications such as Outlook, Word and Excel and to accurately input and process data from databases and spreadsheets.

7. Produce simple correspondence and reports from written documents and learn to minute, produce and distribute accurate records of meetings.

Education and Qualifications

Literate with good written communication skills and Numerate

Knowledge and Skills

Basic knowledge of spreadsheets, word processing and databases including MS Office

Experience of or an interest in administrative work

Personal Skills and Attitudes

Ability to:

Able to communicate both written and orally, good attention to detail and to present information clearly and concisely

Follow instructions and organise yourself to complete tasks fully and on time and to use initiative to think through problems to find solutions

Check for accuracy and pay close attention to detail

Answer, speak confidently and take messages on the phone

Understand and implement administrative procedures

Be calm under pressure

Work as a member of a team

Maintain a courteous and customer friendly attitude at all times

Understand the need for confidentiality and discretion at all times

An acceptance and appreciation of the requirement of an acceptable attendance record and good time keeping


Able and willing to follow instruction and learn new tasks

Enthusiasm to learn and to perform to a professional standard

Willing to learn and to take responsibility for your own development

Willing to organise your own workload

Able to attend work at the required times including evenings and some weekends

An interest in working within a College environment