Academic Administrator

1 month ago

London, United Kingdom The Baytree Centre Full time

**Key Details**:

- Responsible for administration of our adult education courses
- Fixed Term till December 2024, Part-time, 21-28 hours per week | Monday to Thursday | School Term Only
- Brixton
- £29,000 - £32,000 per year (FTE)

**Job Summary**:
This role will be a crucial part of Baytree’s Adult Education team, which currently consists of an Academic Manager, one other Academic Administrator (who is reducing her working hours after many years of service for Baytree), two ESOL tutors and the Women’s Service Director. This new role will work collaboratively with the current Academic Administrator and the rest of the team to ensure the delivery of relevant and high-quality academic, adult education programmes in accordance with secured funding contracts. The primary focus of these roles is to recruit, welcome and guide potential new students through the admissions process and undertake the administrative tasks necessary to ensure the smooth running of the Adult Education department, particularly the planning and delivery of high quality, relevant adult education courses.

**Key Duties & Responsibilities**
- Student relationships _
- Effectively and efficiently manage incoming enquiries from current and prospective students and internal and third-party referrers
- Provide a friendly and informative first point of contact for current and prospective students and referrers
- Communicate effectively with students in respect of all relevant matters including course allocation, timetabling, attendance etc
- Recruitment and Interviews _
- Work collaboratively with the Academic Manager to recruit new students via diverse channels to ensure recruitment targets are met including marketing and promotion of courses, attendance at job fairs, open days and events and online promotion of courses
- Create an effective system for organising initial interviews whether by appointment, drop-in, open days or other
- Conduct initial interviews to understand the educational background, personal goals and interests of prospective students
- Accurately and sensitively gather and record information necessary to assess eligibility and suitability for academic programmes, in accordance with secured funding contracts
- Conduct and mark initial assessments and recommend appropriate courses for students
- Collect and record all necessary enrolment data
- Ensure confidentiality and security of personal information
- Information, Advice and Guidance _
- Provide prospective students with clear and concise information about Baytree’s courses and their potential benefits
- In conjunction with team, ensure students are allocated to appropriate courses
- Liaise with accepted students regarding course availability and timetabling
- Signpost/refer applicants who are not eligible for Baytree services to alternative provision
- Build and maintain knowledge and relationships about alternative provision to ensure effective signposting/referrals
- Curriculum planning and timetabling _
- Develop and communicate to the team a clear picture of the needs of prospective students
- Support the team in collecting and analysing data to inform decisions about timetabling, curriculum planning and future provision
- Support the Academic Manager with the preparation of annual curricula and termly timetables
- Administration and data entry _
- Promptly and accurately enter all relevant client and other data to Management Information Systems
- Create, maintain and manage class registers
- Manage and maintain waiting lists
- Monitoring and evaluation _
- Contribute to the collection of quantitative and qualitative feedback from students including via surveys and focus groups
- Maintain and report on key monitoring and evaluation data as and when requested, including: student numbers, attendance, retention and achievement rates
- General _
- Support and work collaboratively with the Adult Education team on a broad range of tasks including:

- publicity and outreach work to maintain a flow of prospective students
- ensuring readiness for visits/audits by relevant third parties (e.g. Ofsted, Local Authority, examining bodies, funders)
- ensuring that learner feedback and data is collected, monitored and evaluated
- improving the overall quality and relevance of Baytree’s Academic provision
- ensuring that the Adult Education team delivers against agreed funder and service outcomes and meets the educational, development and well-being needs of participants.
- Actively take part in regular team meetings, one-to-ones and annual appraisals
- Perform such other duties as may be reasonably required by the Academic Manager, Women’s Service Director and/or the SMT

**Job Types**: Part-time, Fixed term contract
Contract length: 8 months

**Salary**: £29,000.00-£32,000.00 per year

Expected hours: 24 per week

Work Location: In person

Application deadline: 22/04/2024

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