Background
The Career and Professional Development Team at Bayes provide training and guidance in employability skills enabling students to make the most of their Masters and MBA and equip them to succeed throughout their career. The successful applicant will be responsible for working with students as they visit the careers service as well as coordinating some of the operational and administrative aspects of the department. As our students range from fresh graduates with up to those with 25+ work experience, it’s important that the person is able to work with people at different levels of seniority.
The role supports the delivery of a range of services, such as scheduling 1:1 appointments, corporate events, workshops and their evaluation, and responding to student and employer queries. The purpose of the CTA role is the co-ordination within the team and oversees the administration of financial budgets, systems and processes including raising finance, processing invoices, updating budget tracking spreadsheets for key stakeholders, liaising with external suppliers to provide status updates on invoices, and raising contracts where required and all financial related administration. The CTA is responsible for managing the finances for events for approximately 2,000 students and alumni across 33 programmes. The role also works across the Careers Team to support the delivery of projects such as Careers Fairs, administration of systems, producing activity reporting as well as undertaking ad hoc projects to improve the service.
Responsibilities
Coordinate and implement coaching schedules for MSc and MBA consultants within budget and timeframe.
* Liaise with internal and external consultants to organise one-to-one support for MSc, MBA and other Bayes students as required.
* Manage complex diaries across careers programme for c.15 consultants and oversee processes, ensuring consultants are on time, bookings are maximised and provide appropriate information and advice to students.
* Create and manage consultant set-up rota, ensuring resource across the team is utilised.
* Post and manage all external consultant schedules onto the online system (Bayes Careers Online) ahead of each term, ensuring they go live on Thursday at 5pm each week.
* Day to day management of MSc, EMBA and MBA consultant student bookings, ensuring external consultants are fully booked and movement of internal appointments across where appropriate.
* Monitor student attendance across all careers appointments and their careers usage, responding to peak demand, management of student ‘repeater’ and ‘no shows’ with appropriate email follow up.
Working across the careers team
* Plan future workshops; organise facilities, links, communications and resources required for the preparation for face to face and virtual professional development workshops
* Check MBA and MSc student sign up in advance of coaching days to help maximise student bookings.
* Assist with operations in relation to MSc/MBA timetable planning for all Careers skills sessions and events with Professional Development Manager.
* Provide assistance with the Careers one-to-one provision for current students and alumni
* Undertake ad hoc projects for the team that improve the service, e.g. working practices and processes or other tasks / projects required by the team
* Responsibility for shared inbox, responding to queries in a timely and efficient manner
Build strong and effective working relationships with other departments
* Liaise with facilities to ensure room is set up appropriately for all types of presentations and workshops by informing them of logistical requirements
* Manage external supplier payments and all associated processes and procedures with accuracy and in a timely manner (including raising purchase orders and working with the finance team in line with demand/budget available to ensure suppliers are paid on time).
* Work closely with other team members and with colleagues from all areas of the School such as admissions, course office etc
Online Resources
* Providing students with links to subscription resources (e.g.psychometrics tests)
* Setting students up on relevant resources to support successful selection (e.g. video interview software for practise)
* Directing students toward relevant industry factsheets and careers related guidance leaflets hosted on Bayes Careers Online
* Checking hyperlinks within factsheets and guidance leaflets ensure these remain live
* Use of Symplicity system for managing events, communications, sign-up, attendance etc. and other IT systems
* Manage Student Tracking System which features a kiosk interface and swipe card technology to enable tracking of student events and workshops attendance and Career Centre visits.
* Manage job posting listings, events, workshops and skills sessions enabling applications and sign-up on Symplicity.
* Update Symplicity with Company and contact information ensuring the database is kept up to date.
* Brightspace: Administration linked to the pre-joining platform
Person Specification
The ideal candidate will be educated to A-Level standard and will have had experience of working in a busy client facing office environment. They must demonstrate the ability to work as part of a team in a fast-paced environment, meeting deadlines efficiently. Key skills include proactive problem-solving, clear communication with diverse stakeholders, meticulous attention to detail, basic data analysis, and strong organizational abilities. Commitment to delivering excellent client service is essential. Experience in higher education or public sector is beneficial.