Birmingham International Academy Administrator

Main duties 

Staff recruitment, selection and on boarding 

• Assist the Directors' PA with the administration of the recruitment process of fixed term contract presessional teaching staff. 
• Recruitment database preparation and maintenance, application processing, communication with applicants, interview coordination and processing results. 
• Pre-appointment preparation and on boarding, including recording Right to Work Documents, qualifications and evidence of training undertaken. 
• Processing leavers' forms and maintaining staff files in accordance to the General Data Protection Regulations. 
• Recruitment, on boarding, management and supervision of temporary staff such as Student Ambassadors and summer Clerical Officers. 
• Keeping up to date records of all temporary staff employed by the BIA, including recording Right to Work Documents and evidence of training undertaken. 
• Be a point of contact for BIA staff during the transition to the New Core HR system. 

Presessional Programme Administration 

• Be the first point of contact for staff and student visitors to the BIA's main office. 
• Answer enquiries from prospective or current students by phone by email. 
• Participate in Tier 4 Compliance activities, such as recording contact points and both internal and external audits. 
• Assist with the servicing of internal meetings, including room bookings, minute taking and circulation. 
• Assist with the circulation of staff and student questionnaires, analysing and reporting on results. 
• Assist with end of term results processing, including producing accurate spreadsheets for the exam board, compiling evidence for the External examiner, servicing the exam boards and communicating results to Admissions. 
• Assisting in the administration of conferences and Continual Professional Development activities organised by the department. 

Organising Day Trips 

• Creating an annual schedule of locations for weekend day trips for students, run by the department. 
• Booking coaches and venues. 
• Organising staff to run each trip. 
• Creating and disseminating publicity to students and internal contacts around the University. 
• Completing Risk Assessments for each trip. 
• Managing ticket sales and compiling trip lists. 

Marketing and Communications 

• Assisting with the development and implementation of a communications plan for the Academic English Programme, including disseminating information at key times to colleagues across the University by email or by post, submitting content to internal publications such as Buzz and display screens across the University. 
• Creating and managing announcements made on digital display screen in BIA Foyer. 
• Assisting with keeping the departmental web and Canvas pages up to date. 

Any other duties as required by BIA Programme Administration Officer, Programme Managers or Operations Manager. 

Person Specification

Knowledge, Skills, Qualifications, Experience

Skills and Experience

Essential

• Excellent verbal and written communication skills.
• Ability to work in a team and to work proactively and without supervision.
• A logical, systematic approach to tasks.
• Proven ability to work to deadlines and prioritise accordingly.
• Extremely high levels of accuracy and attention to detail.
• Excellent IT skills, including experience of building and maintaining Excel databases.
• Ability to interpret data and write reports.
• Excellent customer service skills.
• High level of cultural awareness/sensitivity in a professional context.
• Secretarial or administrative experience in a busy office.

Desirable

• Knowledge of University policies, procedures and systems
• Understanding of confidentiality and Data Protection.
• Working in Human Resources/Personnel administration

Qualifications

• GCSE Mathematics and English (or equivalent)