Administrative Officer (Placements and Lifelong Learning)
An exciting opportunity has arisen for an Administrative Officer, to join a leading organisation based in Belfast.
This is a Full-Time, Temporary Position.
Working hours: Monday to Thursday: 8.50am - 5pm and Fridays: 8.50am - 4.25pm. (36.5 hours per week).
With an hourly rate of £15.12 per hour.
A Basic Access NI Check will be required.
Closing date Thursday 9th April
Job Role:
You will be responsible for providing high-quality administrative support for placements. This will include supporting effective placement allocation, strong external relationships, accurate data management, and the efficient administration of activity, ensuring compliance.
Essential Criteria
* Minimum of 3 years' recent (within the last six years) administration experience gained in a complex working environment.
* Evidence of excellent organisational skills and the ability to work effectively in a pressurised environment, in which meeting deadlines, working accurately and maintaining confidentiality are essential.
* Experience of working with Information Management Systems.
* Excellent IT skills, with experience of using Microsoft Word, Outlook and advanced Excel to include design, manipulation and the use of formulae.
* Experience of liaising effectively with external and internal contacts.
* Excellent communication skills both oral and written.
* Ability to work and make decisions using own initiative.
* Proven ability to work as part of a team.
* Experience and proficiency of minute taking maintaining financial records.
Main Duties and Responsibilities:
* Provide comprehensive administrative support for the allocation and management of placements.
* Liaise with external placement providers to secure placements and resolve issues within required timescales.
* Plan and schedule annual and future placement activity.
* Maintain accurate placement, assessor, and visit records using management information systems.
* Provide guidance on placement processes and requirements.
* Monitor placement quality assurance, ensuring reports and marks are received, recorded, and submitted to Boards of Examiners.
* Maintain placement-related web and intranet content and manage communications, surveys, and data.
* Produce routine placement data and management reports.
* Work closely with staff, teams, and software providers to support placement delivery and system improvements.
* Administer programmes in line with agreed strategy and regulations.
* Manage applications, bookings, admissions processing, and student communications.
* Update course information, eShop listings, and maintain accurate records.
* Coordinate timetabling, room bookings, tutor liaison, attendance tracking, and certification.
* Process financial documentation, including invoices, tutor payments, and contracts.
* Act as the main point of contact for applicants, tutors, and stakeholders.
* Support the preparation of the prospectus, events, and approved publicity materials.
* Ensure compliance with GDPR, Data Protection, Information Security, and policies.
* Maintain accurate records and support audits, reviews, and inspections.
* Manage workload effectively, prioritising competing demands and using initiative.
* Contribute positively to team working, meetings, and continuous improvement of processes.
* Support College-wide and role-related events as required.
* Undertake other duties appropriate to the grade and role as assigned by line managers.