Administrative Assistant

5 months ago

Belfast, United Kingdom Blue Arrow Full time

Job Title: Administrative Assistant/Receptionist
Responsible to: Academic Office Manager
Job Purpose: To provide comprehensive reception and administrative support to the
Academic Office (Programme, Placement and International Teams) and wider College as necessary.

MONDAY TO THURSDAY 08.50 AM TO 5.00 PM
FRIDAY 08.50 AM TO 4.25 PM
45 MINUTES LUNCH BREAK UNPAID

Main

**Responsibilities**:
1. Provide an efficient reception service and/or receive and respond to routine enquiries
appropriate.
2. Reproduce letters/documents/presentations typically using standard formats or
templates.
3. Carry out record keeping, filing, photocopying and data entry to ensure accurate records
are maintained.
4. Run automated or routine reports to support established Academic Office information
requirements (e.g. using QSIS.)
5. Interrogate relevant databases to produce management information as required (e.g.
QSIS.)
6. Check information/figures against source data and report any anomalies (e.g. student
attendance records, placement records.)
7. Enter data onto existing databases and/or spreadsheets.
8. Provide administrative support to contribute to the smooth operation of Programme,
Placement and International activities (e.g. mail shots, event/conference registrations)
and assisting other teams within the College as and when directed.
9. Assist with the organisation of internal or external meetings/events/conferences through
booking meeting rooms and processing catering requests and collating information or
materials.
10.Prioritise allocated tasks within daily routine, under the direction of the Academic Office
Manager, to ensure work is completed to time and appropriate standard.
11.Follow established ordering procedures to ensure adequate supplies/resources (e.g.
stationery) are available (within pre-determined limits) to meet work requirements.

12.Processing forms and documentation following set procedures (e.g. invoices).
13.Co-operate with other colleagues in the team, as directed, to contribute to the
achievement of work objectives.
14.To work flexibly, providing administrative support to other departments if required.
15. To comply with the College's 'Equal Opportunities Policy'.

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.

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