Academic Administrator

1 month ago


Plymouth, United Kingdom ICATS (International Centre for Aroma Trade Studies) Full time

**Location: Remote **(Plymouth area based, occasionally working from Plymouth office)

**Hours of work**:16 hours per week, four hours a day (Tuesday through Friday)

**Salary: £24,000 pro-rata**

**CLOSING DATE: Sunday, 14th April**:
**Initial interviews will be held remotely. Final interview will be held in person in Plymouth.**

Working from home, your role will involve providing administrative support and coordinating academic services for ICATS (International Centre of Aroma Trade Studies). We are seeking an administrator who is an excellent communicator and records keeper, digitally savvy, and detail-oriented. Initially, you will report to the IFEAT Education Officer.

**About ICATS**

ICATS (The International Centre for Aroma Trades Studies) has been providing bespoke distance learning courses specifically designed for professionals in the global Aroma Trades industry (flavours and fragrances) for over twenty years. In 2023, ICATS was acquired by the International Federation of Essential Oil and Aroma Trades (IFEAT).

Studying on the ICATS courses (which are aimed at postgraduate learners or those with industry experience) either leads to an industry-recognised full IFEAT Diploma, or certification for selected units completed. Designed and written by world-leading industry experts, it aims to suit all CPD (continuing professional development) needs within the Aroma Trades. All awards are validated by IFEAT and fully endorsed by The British Society of Perfumers, The British Society of Flavourists, and IFRA UK (International Fragrance Association).

**Key Responsibilities**
- Oversee the administrative and student services processes for ICATS, providing a proactive, high-level and modern support function that delivers excellent customer service to ICATS students

**Administratration**
- Handle financial tasks, including creating reports, and managing student invoices, communicating with the IFEAT Finance Administrator and the IFEAT Education Officer
- Coordinate digital mail outs, manage website updates, and handle social media accounts regularly
- Tender, order and invoice goods and services
- Organise and post student and tutor learning materials
- Research pricing, competition, and potential events
- Assist in booking travel and accommodation when necessary

**Customer Service**
- Compose and utilise standardised communication to address enquiries. Create and maintain:

- Contact list for ICATS
- Mailing list for students
- Mailing list for companies and contacts

**Academic Student Services**
- Oversee the student enrollment process and act as the primary point of contact for students
- Provide guidance on course selection, registration procedures, and programme requirements
- Manage student data and registry, ensuring confidentiality and compliance with GDPR
- Liaise with tutors, facilitate communication, and support students
- Escalate relevant issues to the Director of Studies and the IFEAT Education Officer, providing your assessment of a situation and your recommendation
- Review and address student feedback and concerns, maintaining records and creating action plans
- Identify, support, and maintain records in Google Drive of students who are not engaging or succeeding with their studies
- Ensure that a correct record of student details is maintained and up-to-date in Google Drive
- Contribute to creating informational materials for prospective and current students

**Key Traits**
- Experience of working in academia
- A highly detail-oriented person
- An excellent communicator in various formats
- A problem-solver
- Able to work with people from various backgrounds and cultures
- Tech-savvy
- An excellent proofreader with an excellent command of UK English
- Familiarity with Google Workspace and MS Excel
- Willingness to multitask and take on new initiatives
- Kind, with a great sense of humour

**Job Type**: Part-time

**Salary**: £24,000.00 per year

Expected hours: 16 per week

**Benefits**:

- Company pension
- Work from home

Schedule:

- No weekends

Application question(s):

- Are you confident in maintaining social media platforms?

**Education**:

- Bachelor's (preferred)

**Experience**:

- academic administration: 1 year (preferred)

**Language**:

- English (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 14/04/2024
Reference ID: ICATS/Admin1


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